Bulk Import and Export Users
Administrators export the Learning Program's users to an Excel workbook, edit or add rows in it, and import it back to create and update many users at once.
What is the user file?
An Excel workbook holding one row per person, with a single sheet named Users. Exporting gives you the Learning Program's current users in that shape; importing the same file back creates and updates people in bulk.
The download is named after the program, for example z-CX Sandbox Users.xlsx.
Note: Importing overwrites, cell by cell. A cell you fill in replaces whatever that person currently has. An empty cell means no change, so anything you leave blank is left alone.
Best practice: When you are updating people rather than adding them, enter only the changes. Because blank cells are skipped, the safest update file is the one carrying the least: the rows you are changing, and within those rows only the cells that are actually changing.
How do you export your users?
Step |
Action |
|---|---|
| 1 | Open the Learning Program, then click Users under Quick Links. |
| 2 | Click the three dots at the top right of the screen. |
| 3 | Choose Export All Users for everyone, or Export Users By Filters for only the people the current filters are showing. |
| 4 | The workbook downloads. |
Note: Export Users By Filters respects whatever you have set in the filter row and Advanced Filter, so narrowing the list first is the way to work on one region, one job role, or one manager's people without touching anyone else.
What is in each column?
Column |
What it holds |
|---|---|
| Pers.No. | The person's unique identifier in Skyllful. Required, and never changed once set. |
| Personnel Name | The person's name as Last, First. |
| The email address. Required for anyone signing in through SSO. | |
| Authentication Type | Either SSO or Skyllful Authentication, written out in full. |
| Username | The sign-in name for Skyllful Authentication users. Blank for SSO users. |
| Password | Blank on every export. Passwords are never exported. Fill it in to set one for a Skyllful Authentication user. |
| Manager Name (export only) | The manager's name, for reading. The header says export only, and the import does not take its value. |
| Direct Report Mgr Pers.No. | The manager's Pers.No. This is the column that actually sets who someone reports to. |
| Job Role | The person's job role. |
| Region, Market, Warehouse, Location | The organizational fields, matching the values configured in your Learning Program. |
| Tag: [name] | One column for each tag in the program. Put an X in it to give that person the tag. |
Note: Managers are set by number, not by name. Put the manager's Pers.No. in Direct Report Mgr Pers.No., and remember that only someone with Skyllful IQ access can be a manager. The Manager Name column beside it is there so you can read the file, and editing it does nothing.
Note: Your own file's headers may read a little differently from the list above, because several of these labels are configured per organization. The order and purpose stay the same.
How do you edit the file?
Open the workbook and work in the Users sheet.
To do this |
Do this |
|---|---|
| Update someone | Fill in only the cells that are changing. Leave the rest blank or as exported; either way they stay as they are. |
| Add someone | Add a row and fill in at least Pers.No., Personnel Name, and Email. |
| Set up SSO sign-in | Put SSO in Authentication Type and leave Username and Password blank. |
| Set up Skyllful sign-in | Put Skyllful Authentication in Authentication Type and fill in Username and Password. |
| Give someone a tag | Put an X in that tag's column. |
| Assign a manager | Put the manager's Pers.No. in Direct Report Mgr Pers.No. |
Note: Do not change the header row, do not rename or reorder the Users sheet, and close the file before you import it.
Note: Start from a fresh export rather than an older copy of the file. Blank cells are ignored, but filled ones are not, so a stale copy will quietly write its out-of-date values back over the current ones.
Note: Deleting a row does not delete that person from Skyllful. The import only acts on the rows it finds. To remove someone's access, deactivate them on the User Management screen. See Deactivate and Reactivate Users.
How do you import the file?
Step |
Action |
|---|---|
| 1 | On the User Management screen, click the three dots at the top right. |
| 2 | Choose Import Users. |
| 3 | Choose your edited workbook. |
| 4 | If any rows could not be imported, the Import Report downloads. |
Note: The Import Report is an error report. It exists only when something failed, so no report means every row went in. You can open the most recent one again from the same three-dots menu, under Latest Import Report, which stays greyed out until there is a report to open.
How do you read the Import Report?
Every row in the report is a person who was not imported. Skyllful skips the rows it cannot process and imports the rest, so an import can partly succeed. The report is how you find out which people were left behind.
Column |
What it shows |
|---|---|
| Record # | The row number from your file. |
| Error Messages | Why that row was rejected. |
Errors are usually about the manager, because that is the value with the most conditions attached. A manager who is not listed in the file or in the program, and a manager who does not have Skyllful IQ access, are both rejections rather than warnings.
Fix the named rows in your working file and import it again. Rows that imported successfully the first time do not need to be removed, though importing them again will overwrite them with the same values.
FAQ
Is the export a CSV?
No. It is an Excel workbook with a single sheet named Users. Keep it in that format when you import it back.
Will deleting a row remove that person?
No. Deactivate them on the User Management screen instead.
Why did my manager change not take effect?
Check that you filled in Direct Report Mgr Pers.No. rather than Manager Name. The name column is for reading only, and the manager must have Skyllful IQ access.
I did not get an Import Report. Did the import work?
Yes. The report only appears when rows fail, so no report means every row was imported.
Where did my Import Report go?
Open the three dots menu and choose Latest Import Report. It holds the most recent one.
I only need to change one field. Do I have to fill in the whole row?
No. Only the cells you fill in are applied, and an empty cell leaves the existing value alone. Fill in what is changing and leave the rest.
Can I export just one group of people?
Yes. Filter the list first, then choose Export Users By Filters.
Skyllful Knowledge Base | Administrators