Bulk uploading users and book codes

Adding book codes to new and existing users' accounts

This page will help you to create new users as well as add book codes to new and existing users' accounts. For more help see our how to videos which will give you a step-by-step guide to completing and uploading records. 

 

This page will cover:

Downloading the template

Completing the download spreadsheet

Adding new users with or without book codes

Adding book codes to existing users' accounts

Adding more than one book code to a user's account

Validating and importing records

Common issues you may encounter

 


Downloading the Template

You must use the template to upload new users or edit existing users. 

1. Click on the Manage users button. Manage Users button
2. Click on the Import/export options button Import/export options button
3. Click on Download Template – XLSX XLSX and CSV template download options

 

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Completing the download spreadsheet

Please note that the spreadsheet is sensitive to changes and particular characters. For the spreadsheet to parse the upload process, you are unable to add/remove columns.

 

Required fields

The required fields (highlighted in bold) are:

 first name (column B)
 username (column D) this cannot contain special characters e.g. @ and must be unique
 password (column E) this is optional for existing users
 user type (column F) this is either "Teacher" or "Student"
 email address (column G) this must be unique

 

Optional fields

The optional fields are:

 ElevateID (colulmn A)
 Lastname (column B)
 Gender (column H)
 DOB (column I) this is in dd/mm/yyyy format
 SchoolUID (column J)
 Book Code (column K) this is in XXXX-XXXX-XXXX-XXXX format

All columns have comments providing additional guidance.

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Adding new users with or without book codes

3. Enter the information into the required fields (see Fields on Download Template section for more details).

4. For new users you need to include a password (column E), this can then be changed by the user.

5. Book Codes can be added into column K.

You can only enter one book code in a cell.

Book codes should appear exactly as they appear in your order.

  

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Adding book codes to existing users' accounts

To add codes to existing users, you need to export existing users’ information.

6. Click on the Import/export options button.

7. Click on Export – XLSX.

This downloads a spreadsheet with your existing users in it.

8. Copy the users’ information you want to amend or add codes to.

9. Paste the user information into the Download Template (see Fields on Download Template section for more details).

For existing users you don’t need to include passwords in column E.

10. Book Codes can be added into column K.

You can only enter one book code in a cell.

Book codes should appear exactly as they appear in your order.

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Adding more than one book code to a user's account

You can add more than one code to a user’s account in the same spreadsheet, but not in the same row. To add more than one code in the same spreadsheet you need to duplicate the user’s information into a new row.

11. In the Download Template, copy the user’s information into a new row

12. Book Codes can be added into column K.

You can only enter one book code in a cell.

Book codes should appear exactly as they appear in your order.

13. For new users, you only need to add a password the first time you add this user.

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Validating and importing records

To add these new accounts and codes you need to import and validate the Download Template spreadsheet

Make sure you’ve saved the spreadsheet

14. Click on the Import/export options button

15. Click on Import – XLSX

16. Click Browse and find your spreadsheet

17.Click on Validate to see if the spreadsheet passes. The total number of valid and invalid users are included.

18. If there are any invalid users click the Download report button to find out the issues (see the Common issues section for more details).

Overview information for bulk import

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Common issues you may encounter

After importing, you may see ‘Invalid user records’ in the Overview Report area. To find out about these issues in more detail, click Download report.

Elevate Bulk Upload

Any issues will be highlighted in red in the report spreadsheet, Remarks (column L) has specific information about issues. 

Error output on download report

Common issues and solutions include:

Issues Cause  Solutions
Duplicate email addresses  The email address has already been used by another user, email addresses must be unique. Change email address before re-uploading spreadsheet
Duplicate usernames The username has already been used by another user, usernames must be unique.   Change username before re-uploading spreadsheet
Username errors  Special characters (e.g. @) are not allowed in the username. If special characters have been used, the spreadsheet will not validate and cannot be uploaded. Remove special characters from the username. 
Added or removed columns from the template spreadsheet  Some of the columns do not match the Download Template.  Download new template and transfer information across.
 Missing information from required columns  Information has not been entered for all required columns in the template. Add information to required cells before re-uploading  
 Book codes already in use The Book code has already been used by another user.  Substitute book code. If you think the book code is valid, contact customer services 
 Book code not applied  The user is not within the 90 day renewal period for this title.  Wait until the user is within the 90 day renewal period (and can see the yellow expiring badge on the title) before adding a book code.
 "Unable to parse the uploaded file. Please try again"  This could be a combination of the above issues.  Check for special characters in the username and download a fresh template.

 

Once corrections have been made reimport and validate the spreadsheet.


When the upload is complete, you will see all of the users on your account and users will be able to see books that have been added to their accounts.

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