User Import Feature

The User Import feature allows portal administrators to add up to 1,000 new users per upload to their LMS. Instead of using the “Add User” option to manually create each new account, administrators can create users in ad hoc batches by uploading their profile data in a Comma Separated Value (CSV) file.  It can also be used to update data for existing LMS users.

Download a blank import template here: 
User Import CSV template. A link to the most current template is also available from the User Import page by opening the online Help icon. 
Important: All columns and column names must remain, unchanged, in the uploaded file regardless of whether they are being used or not. 

Prepare the user import file for New users

The CSV file must be submitted in the standard template format that contains general user information, attributes associated with the user’s profile (Organization, Position, Role), and the option of assigning the user up to three User Groups. 

New users created from the User Import process are assigned the default "Student" role and belong to a unique User Group created for the successful addition (incorporating date/time stamp information to ensure easy reference against the import). Because User Groups are integrated into user search/filter options across many areas of the LMS, this design should allow easy targeting of this specific user population for a general "Welcome!" announcement, batch enrollment in new employee orientation, etc. No automatic notifications are provided to the imported users. We recommend using the Announcement feature to notify users of their temporary passwords and their usernames, if a particular convention was used, such as the user's email address.

Required Fields

Username: Must be unique across all LatitudeLearning portals; email address can be used as a unique username
First Name: If it contains apostrophes (') or commas (,), the name must be nested between quotation marks, e.g. "L'Anna"
Last Name
: If it contains apostrophes (') or commas (,), the name must be nested between quotation marks, e.g. "L'Argent" or "Jones, Jr."
Effective Date: In format mm/dd/yyyy
Primary Location Code: This must be a Location code, not the name or description. It must also not be a higher organization level like Division or Business Unit. Numbers with leading zeros must be nested between quotation marks, e.g. "005" or "01A2"
Primary Location Start DateIn format mm/dd/yyyy
Primary Position Code:  This must be a position code, not the position name or description.
 Numbers with leading zeros must be nested between quotation marks, e.g. "005" or "01A2"
Primary Position Effective Date
In format mm/dd/yyyy

All columns not listed above are optional.

Additional Fields

Email Address: This field is optional but highly recommended to ensure users get notifications from the LMS related to their enrollments and announcements. They will also need an email address in order to use the password reset option on the login page. Note: if you do not use email addresses, the Import Exception log you receive will note these users as exceptions. It is just a warning and the users will still be imported.
Instructor: Yes or blank
Location Manager: Yes or blank
User Groups:  Group Name or blank. If the user group name contains leading zeros, apostrophes, or commas, nest the entry between quotation marks.
Manager and Alternate Managers: These fields are designed for LMS customers who use Person-to-Person reporting structure instead of the standard Position Hierarchy. Entry must be the Username of the manager.
Preferred Language: Blank defaults to English. Valid entries are the following codes in bold: en-AU (English-Australia), en-GB (English-United Kingdom), en-US (English-United States), es-MX (Spanish- Mexico), de-DE (German-Germany), fr-CA (French-Canada), it-IT (Italian-Italy), pt-BR (Portuguese-Brazil), zh-CN (Chinese-China)



  • Usernames must be unique and cannot exist anywhere else within the Latitude Learning LMS. Field character limit: 100.
  • Primary Location Code, Primary Position Code, and User Group columns must contain existing codes from your LMS. Entering new/invalid information will cause the import of that user record to fail.
  • Address is an "all or nothing" option. If you enter user data in any one of these fields you must populate the complete address, or the import will fail. (Street Address Line 1, Street Address Line 2, City, State or Province Code, Postal Code, Country Code)
  • Dates must be formatted as mm/dd/yyyy.
  • State and Country codes must match standard LMS codes.
  • Phone and Fax numbers must be formatted with dashes or parentheses.
  • Any entries in any column that include a comma, an apostrophe, or a leading zero must be placed within double quotations around those values ("textornumber").

upload the user import file to the lms

The CSV file name cannot include spaces or the import process will fail, even with valid user data. 

Once the file has been prepared for upload, from the left navigation menu, select Users > User Import.

  1. Upload User Import File:  Click Choose File to browse your local computer and select the appropriate CSV file. 
  2. Temporary Password: Enter a temporary password that will be associated with all users being uploaded. It must be at least 8 characters, include at least one number and at least one each of upper- and lower-case letters. Password rules are also listed in the field level help.
  3. Prompt Password Reset: Enable this setting to force users to change their password upon next login.
  4. Click Process User Import to queue the upload for processing. 

Administrators will receive a confirmation email, typically within a few minutes of initiating, to let them know that their file was accepted and processing is in progress.

Once the LMS completes the import process, administrators will receive a second email titled "Latitude Learning Data Import Exception Log" with an attached Excel file. The file contains information about successfully imported users and lists any import errors as failures  (SuccessFailureLog).  There is only one log file generated per 24 hour period. If you import multiple sets of users in one day, you will be re-sent the same SuccessFailureLog, but the additional entries will be appended each time. Different sets of data will be identified with a different Load ID. Imported users do not receive notification of their username and password credentials. The import process creates a User Group of all the imported users to allow targeted Announcements to be made for that specific population.


You can use the template to update data for existing users if care is given to the validity of the data entered. The requirements for filling out the form are the same regardless of whether the user is new or existing. When you import an existing user with the template:

  • The LMS will not change data that it finds to be identical to the data already listed for that user. 
  • If a change is detected, the LMS will overwrite that data with the imported value. 
  • If a new location is provided for Primary Profile, a new profile will be added to the user's profile list and flagged as primary, with the position and role provided. 
  • Any temporary password provided during the import process will not affect existing users, only those on the list who are new.

common reasons for upload failures

If your import fails to process at all or one or more users are listed as exceptions, these are the most common issues to look for. Contact and attach your CSV file if you continue to have issues. Note that viewing your .csv file in Excel may not show you all the things that may be causing issues. We recommend viewing and editing your file in a text editor such as Notepad or Notepad++ (free app to download) for a true view into your data.

  • Check your .csv filename. It should not contain any spaces.
  • Check your data. 
    • If the column specifies a "code", you can not use the corresponding description (e.g. position Manager instead of MNG)
    • Make sure the code exists and is spelled correctly
    • Data that contains leading zeroes (00123) or commas/apostrophes (Smith, Jr.) must be placed in quotations ("00123") or ("Smith, Jr.")
  • Check your date formats for mm/dd/yyyy
  • Check your columns
    • Data is in the correct column and not shifted left or right
    • All the columns are included and in the correct order
    • All column names are unchanged from the original template