Introduction
Users can either be enrolled in courses and sessions by Superadmins, or they can self-enroll. As an option, as a Superadmin or Power User with granted permissions, you can bulk enroll users in courses and sessions of Instructor-Led Training (ILT) courses and assign instructors to sessions via CSV files, speeding up the enrollment and assignment procedures.
This article will guide you through the creation of a properly formatted CSV file for this purpose.
Other articles in the Knowledge Base provide information on how to:
- enroll users in e-learning courses
- enroll users in Instructor-Led Training (ILT) courses
- manage enrollments
- manage self-enrollments and waiting lists
Enrolling users in multiple courses and sessions using CSV files
To enroll users in more than one course, or in more than one session at a time using CSV files, log in as the Superadmin, access the Admin menu by clicking on the gear icon in the top right corner of the platform, identify the E-learning section and click on Course management. Click on Manage enrollments in the top right corner and select Manage enrollments via CSV.
A slideout Manage Enrollments from CSV panel will open on the right side of the platform. Select the Enroll users option.
For a successful upload, it is important to create a CSV file properly formatted. Please see the following table for the accepted values for the session data fields.
| Docebo Learn data field | Acceptable CSV values for the field | Notes |
| username | string |
The list of the users to enroll, identified by their usernames. This field is mandatory. |
|
level |
student learner tutor instructor (for e-learning courses only) |
The user level in the course. Student and learner can be used interchangeably. This field is mandatory.
|
|
course_id |
numeric |
The internal course identifier in the platform database; it is determined by the platform and cannot be modified or removed. You have to include either the course_id or the course_code in the CSV file for a successful import. |
|
course_code |
string |
Course code defined in the platform. You have to include either the course_id or the course_code in the CSV file for a successful import. |
|
session_id |
numeric |
The internal session identifier in the platform database. It is determined by the platform and cannot be modified or removed. You have to include either the session_id or the session_code in the CSV file for a successful import. Do not include a session_id value when enrolling users in a course, and not in a session. |
|
session_code |
string |
Session code defined in the platform. You have to include either the session_id or the session_code in the CSV file for a successful import. Do not include a session_id value when enrolling users in a course, and not in a session. |
|
active_from |
YYYY-MM-DD HH:MM:SS Example: 2022-12-25 00:30:45 |
Enrollment start of validity date. The default format of the date is UTC. This field is NOT mandatory. |
|
active_untill |
YYYY-MM-DD HH:MM:SS Example: 2022-12-25 00:30:45 |
Enrollment end of validity date. The default format of the date is UTC. This field is NOT mandatory. |
|
timezone |
|
Expressed according to the IANA timezone database (Europe/Rome, etc…). If not specified, the default format is UTC. This field is optional and for informational purposes only. It does not impact the enrollment start or end dates. |
|
field_<id> |
The value depends on the type of enrollment additional field:
|
Identifies the enrollment additional fields by their ID, if they have been configured on the platform. This field is either optional or mandatory, depending on the configuration of each field. When the field is mandatory and requested only for a category of courses, the enrollment additional field will be imported only for enrollments in courses within that category, even if it is mapped for all courses. The enrollments of the courses belonging to other categories will be imported with no additional fields. |
Click on Download the sample CSV file for an example of file formatting. Remember that the sample file always includes all of the available fields. Depending on your use case, not all the columns may be needed.
When your CSV file is ready, follow the instructions provided in the Uploading the CSV file and mapping fields chapter of this article to proceed.
Once the CSV file is processed, all of the enrolled users are listed in the course Enrollments tab, where you will be able to edit the enrollment details.
Enrolling users in a single course or session using CSV files
To enroll users in a single course, or in the sessions of a course using CSV files, log in as the Superadmin, access the Admin Menu by clicking on the gear icon in the top right corner of the platform, identify the E-learning section and click on Course management.
Find the course in the Course Management page, click on its description to access the course area and click on Manage enrollments in the top right corner and select Manage enrollments via CSV.
A slideout Manage enrollments from CSV panel will open on the right side of the platform. Select the Enroll users option.
For a successful upload, it is important to create a CSV file properly formatted. Please see the following table for the accepted values for the session data fields.
| Docebo Learn data field | Acceptable CSV values for the field | Notes |
|
username |
string |
The list of the users to enroll, identified by their usernames. This field is mandatory. |
|
level |
learner tutor instructor (for e-learning courses only) |
The user level in the course. This field is mandatory.
|
| session_id |
numeric |
The internal session identifier in the platform database. It is determined by the platform and cannot be modified or removed. You have to include either the session_id or the session_code in the CSV file for a successful import. Do not include a session_id value when enrolling users in a course, and not in a session. |
|
session_code |
string |
Session code defined in the platform. You have to include either the session_id or the session_code in the CSV file for a successful import. Do not include a session_id value when enrolling users in the course, and not in a session. |
|
active_from |
YYYY-MM-DD HH:MM:SS Example: 2022-12-25 00:30:45 |
Enrollment start of validity date. The default format of the date is UTC. This field is NOT mandatory. |
|
active_untill |
YYYY-MM-DD HH:MM:SS Example: 2022-12-25 00:30:45 |
Enrollment end of validity date. The default format of the date is UTC. This field is NOT mandatory. |
|
timezone |
|
Expressed according to the IANA timezone database (Europe/Rome, etc…). If not specified, the default format is UTC. This field is optional and for informational purposes only. It does not impact the enrollment start or end dates. |
|
field_<id> |
The value depends on the type of enrollment additional field:
|
Identifies an enrollment additional field by its ID, if they have been configured on the platform. This field is either optional or mandatory, depending on the configuration of each field. |
Click on Download the sample CSV file for an example of file formatting. Remember that the sample file always includes all of the available fields. Depending on your use case, not all the columns may be needed.
When your CSV file is ready, follow the instructions provided in the Uploading the CSV file and mapping fields chapter of this article to proceed.
Once the CSV file is processed, all of the enrolled users are listed in the course Enrollments tab, where you will be able to edit the enrollment details.
Assigning instructors to sessions using CSV files
To assign instructors to sessions via CSV, log in as the Superadmin, access the Admin Menu by clicking on the gear icon in the top right corner of the platform, identify the E-learning section and click on Course management.
Find the course on the Course management page, click on its description to access the course area, move to the Sessions tab and click on the plus button in the top right corner, then select the Assign session instructors via CSV option.
In the Import ILT instructors panel, drag and drop your CSV file into the upload section, or press the Browse button to find it on your device.
For a successful upload, it is important to create a CSV file properly formatted. Please see the following table for the accepted values for the session data fields.
| Docebo Learn data field | Acceptable CSV values for the field | Notes |
|
session_id |
numeric |
The internal session identifier in the platform database. It is determined by the platform and cannot be modified or removed. This field is mandatory. |
|
instructor_user_id |
numeric |
User ID of the session instructor. This field is mandatory. |
Click on Download the sample CSV file for an example of file formatting. Remember that the sample file always includes all of the available fields. Depending on your use case, not all the columns may be needed.
Follow the instructions in the Uploading the CSV file and mapping fields chapter of this article to proceed.
Uploading the CSV file and mapping fields
When your CSV file is ready, you can either drag and drop it into the upload section of the slideout panel or click the upload area to find the file on your device.
Once the file is uploaded, press the Advanced settings title to configure additional options. The system is configured to automatically detect the Field Separator needed to organize the information by columns. Information can be divided by a comma, a semicolon, or manually, depending on your needs.
Enable the option to consider the first row as a header, if this fits your CSV file format, and select the File Charset from the dropdown menu. We recommend the UTF-8 charset, which is standard. Please remember to use quotation marks to delimit the text content. Press Confirm to upload your.CSV file.
The system will then process your CSV file. Once ready, you will be redirected to the Import page. In the Profiles section, you can select a preset profile from the dropdown menu to associate a previous mapping configuration to this CSV import. Presets are associated with the user you are using to perform the import action. Also, the list of saved presets is visible in other parts of the platform such as user enrollments into courses via CSV.
Press the Overwrite current preset button if you want to save changes to the current preset. Additionally, you can manually map the columns to platform fields (see more hereafter), then save the configuration by pressing the Save this preset as new button. In the pop-up box, provide a name for the preset, then press Save.
Please Note: once created, a preset cannot be deleted, but you can overwrite the preset if you wish.
The Preview section will display a preview of the CSV file as read by the system. Drag and drop the fields in the Docebo Fields section on the left to match the fields with the column names of your CSV file.
Once you’ve matched the fields for all of the columns you need, review all of the info on the import page, then press the Import button at the bottom of the page. Confirm the information in the pop-up message that will be displayed, then press Enroll users.
The import job happens through a background job. In case of any errors, an error file will be made available for download. To find this file, access the Admin menu, then select the Background jobs item. Find the job in the list to download the file.
Retrieving the course ID and the session ID
You can retrieve both the Course ID and the Session ID from the course URL. To do so, navigate to the My courses and learning plans page from the Learner menu, click on the card of a course, and check its URL.
The course ID is the number after course/
https://mylearningplatform.com/learn/course/181/summer-vibes
The Session ID is stated after session/
https://mylearningplatform.com/learn/course/175/session/158/how-to
Best practices
- The maximum file size for CSV files is 3MB.
- Power Users are allowed to enroll users and to assign instructors only for the courses they are assigned to.
- If a course or session has an enrollment limit, the import will respect this limit, and only the first users of the CSV file will be imported until the maximum enrollment capacity is met. Once the limit is met, any additional users will be placed on the waiting list.
- When downloading the sample files, dates are formatted as YYYY-MM-DD, but they may display differently, depending on the program you used to open the file.
- The procedure to enroll users via CSV is not intended to manage the status of enrollments too. For this reason, when you enroll users via CSV file, the user course enrollment status is always reset to enrolled.
Tips & tricks
- You can use the CSV files to unenroll users from courses and sessions following the same procedure.