Experiential Learning Cloud: Importing Users

Import users: Program Management → Users → Download CSV, fill required fields (first, last, email, program, role), upload, fix errors/duplicates, confirm. Invitations sent separately.

Sep 3, 2026
Knowledge

Title

Answer

Instead of creating user records one at a time, the import tool lets you add them all at once.

When to import users

The best time is at the start of a new term. Add any students who will need access in the coming semester as they begin their site placement process.

While building out your database during onboarding, also import any site supervisors currently working with your students, along with any who may work with them in the future.

You may not need to import users at all.

If your program uses an LTI or REST API integration to create student and faculty accounts, you shouldn't need to import those users each term.

Students, faculty, and site staff already included in a class or site import don't need to be imported again here.

Download the template

Go to Program Management | Staff & Students, then the Users workspace.
Click the upload icon in the upper right corner of the Staff & Students table.
Select Users.

The upload menu with Users selected

Click Download Template. The template downloads to your device as a spreadsheet.

The Download Template button in the import window

Required fields

Five columns must be filled in. Everything else is optional, but the more you include, the more complete the records will be.

Column	Field	What to enter
B	First name	The user's first name.
C	Last name	The user's last name.
D	Email	The user's email address.
W	Programs	The program or programs the user belongs to. Separate multiple programs with a pipe: BSW \| MSW
AA	Role	The role or roles the user needs. Separate multiple roles with a pipe: class functions\|class functions plus +\|student functions

Available roles

Student
Class Functions
Class Functions Plus +
Student Functions
Site Supervisor
Task Supervisor
Authorized Site Representative
Program Administrative Functions
Program Administrative Function Plus +
Placement Approver
Build Custom Forms

Caution: Student Functions is a faculty role, not a student one. The role for students is simply Student.

Every user given the Student role takes up one of your program's allotted Seats.

For what each role can do, see Understanding Roles.

Optional fields

Column	Field	Notes
A	Number	The user's ID number in your institution's system.
E	Middle name
F	Preferred name
G	Pronouns
H	Title
I	Date of birth
J	Graduation date
K	Race
L	Ethnicity
M	Sex
N	Gender
O	Sexual orientation
P	Address line 1
Q	Address line 2
R	City
S	State
T	Zip code
U	Country
V	County
X	Sub-programs	The sub-program must already exist in the database and be associated with the program you entered in column W.
Y	Sites	Enter the exact site name as it appears in your ELC database OR enter the Number identifier for the site to prevent site naming mismatches.
Z	Qualifications
AB	Send setup invitation
AC	Uses SSO
AD	Emergency contact name	One entry only.
AE	Emergency contact relationship	One entry only.
AF	Emergency contact phone	One entry only.
AG	Emergency contact email	One entry only.

Upload your file

Save your completed spreadsheet. It saves as a .csv file by default.
Return to Experiential Learning Cloud and drop your file into the import window, or browse and select it.

Dropping a completed import file into the import window

Any errors are flagged after the upload. You can correct them directly in Experiential Learning Cloud.
Click Check for Duplicates.
If anyone in your import already has an account, you'll be asked whether to keep the imported values or the existing ones. Compare the records, choose, then click Continue.
Review the data to be imported and click Confirm.

Tip: If you see a warning that existing records will be overwritten but you want to add to a field rather than replace it, enter both the existing value and the new one in the cell, separated by a pipe.

A green banner confirms your file was submitted for processing. New accounts usually appear within a couple of minutes.

The green confirmation banner after submitting an import

Important: importing users does not invite them. After the import finishes, you still need to send invitations to register. You can do that whenever you're ready.

URL Name

Importing-Users