A user with the Manage Users right in Management can import users using a CSV file to create new users, update user information, or provide additional information to users’ profiles, such as ID numbers, date of birth, certification information, demographic information, and more.
Providing additional user information is helpful for completing tasks such as TIA reporting and assigning Custom Roles.
Quick Guide
Log in to Eduphoria and go to Management from the home screen.
Select Users Settings (), then select Import Users.
Select Download Template to access the CSV file in the recommended format, or you can generate a file from your Employee Information System that has the same column headings as the template.
To process the file, include either the user’s email address or external ID to serve as their unique identifier.
Check the field requirements for creating a new account or updating information for an existing account.
Once you have added all data to your spreadsheet, save the file as a CSV.
Select Choose File to locate the CSV file, and then select Upload to begin the import.
If you are creating new accounts, you can also check the box for Send a Welcome Email to new user accounts. This action sends the new user an email with a link, prompting them to create a new password.
Review the imported files log to check the status of the file import.
Illustrated Guide
Step 1: Log in to Eduphoria and go to Management from the home screen.
Step 2: Select Users Settings (), then select Import Users.
Step 3: Select Download Template to access the CSV file in the recommended format.
OR
Generate a file from your Employee Information System that has the same column headings as the template.
Step 4: To process the file, include either the user’s email address or external ID to serve as their unique identifier.
Step 5: Check the field requirements for creating a new account or updating information for an existing account. The following fields should not be left blank if you are creating a new account:
First Name
Last Name
Email Address or External ID
School(s)
Best Practice: Before selecting External ID as your unique identifier, ensure that existing accounts already have this identifier. If they do not, you can apply external IDs to them by importing via email and including the external ID and Update action in your file. Then, you can assign external IDs as unique identifiers for user syncing under Management > Security Settings > Directory Services and Student Single Sign-On > User Syncing tab > User Import Options.
Caution: The school name column must exactly match the name of a school that already exists under your Manage Schools tool. For multiple schools, use a comma-separated list of school names. Example: School Name1, School Name2.
The remaining data is optional, but the column headers are necessary for the spreadsheet to process properly. All column headers must be included, even if the fields are left blank.
Refer to the following table to learn which data is acceptable for the optional fields and their required format.
Column Header / Optional Field | Additional Information |
|---|---|
Middle Name | N/A |
Suffix | N/A |
Employee ID | District Internal Employee ID |
Unique/State ID | TSDS Unique Identifier |
Certification ID | TEA ID |
Certification Type | Separate by a comma if there’s more than one. |
Certification Expiration | Enter the date in the format MM/DD/YYYY. If it is a lifetime certification, enter the year 2099. |
National Board Certification Expiration | Enter the date in the format MM/DD/YYYY. Leave blank if this does not apply to a staff member. |
Employee Position | Use PEIMS code for Role ID. |
Date of Birth | Enter the date in the format MM/DD/YYYY. |
Gender | Enter in the following format: M, F, or U. |
Race/Ethnicity | Asian = 'A' or 'a’ American Indian/Alaskan Native = 'I' or 'i' Black/African American = 'B' or 'b' Hispanic/Latino = 'H' or 'h' Native Hawaiian/Pacific Islander = 'P' or 'p' White = 'W' or 'w' Two or More Races = 'T' or 't' Not Provided = Leave Blank |
Action | Leave blank or enter one of these values:
|
Step 6: Once you have added all data to your spreadsheet, save the file as a CSV. Refer to this sample import file for an example.
Step 7: Select Choose File to locate the CSV file, and then select Upload to begin the import.
Step 8: If you are creating new accounts, you can also check the box for Send a Welcome Email to new user accounts. This action sends the new user an email with a link, prompting them to create a new password. The link is valid for 24 hours.
Step 9: Review the imported files log to check the status of the file import.
Basic Troubleshooting Tips
Ensure all required fields are filled out.
Match school names exactly as they are shown in Management.
Follow the required formatting, especially for date fields.
Ensure you have all the column headers exactly as listed in the User Import.
Do not include an asterisk (*) in the required field columns.