How to Upload User Details in Bulk to Classroom

If you're onboarding 30 or 300 people at once, manual entry isn't an option. With ProProfs Training Maker, you can upload user details in bulk using a ready-made Excel sheet. This is especially useful for compliance-heavy teams, fast-growing companies, or anyone rolling out training to multiple locations.

What You Can Upload

Use the sample spreadsheet we provide to upload:

• Name, Email, Phone Number, Address

• User ID, Password, Zip Code, State, City, Country

• Group assignment (up to 5 groups per user)

• Account status: Active, Inactive, or Delete

When to Use Expiration Dates

If your learners need temporary access, like seasonal staff or contract workers, you can add an expiration date. Their account will automatically switch to inactive when that date arrives, so you don't have to manage it manually.

Uploading the File: Step-by-Step

Step 1: On your ProProfs Training Maker dashboard, click Users.

Step 2: Click the + New User button to add users or learners to your classroom.

Step 3: In the following pop-up window, you can add multiple users and their details in bulk by using any of the three options - Gmail, Microsoft Live, and Microsoft Excel. Let's upload user details through Microsoft Excel.

Step 4: Download the sample file to view all required fields. If you're using your own Excel sheet, make sure the columns match the sample, both in name and order. To avoid errors, it's best to fill out the sample file, rename it, and upload it.

Step 5: Click Done to finish uploading the file.

Where This Helps

• Switching from in-person training to digital: Upload your employee list once and assign them courses right away.

• Tracking compliance training: Each uploaded user can be monitored for course completion and quiz scores.

• Flexible access control: Set start/end dates or deactivate accounts automatically after deadlines.

• Group-specific reporting: Assign learners to groups so managers/team leads can track progress for their teams only.

Frequently asked questions

1. Can I edit user details after uploading them?
Yes. Once users are uploaded, go to the Users tab, find the learner, and click 'Edit' to update their information. This is useful if someone changes departments or if a typo was made during upload.

2. How do group leaders track only their team's progress?
Assign users to specific groups and set a team lead as the group leader. Group leaders can view progress reports only for their assigned learners, ideal for department heads or regional managers.

3. What happens if I re-upload a user who already exists?
If the email or ID matches an existing user, the system updates their record instead of creating a duplicate. Just make sure your sheet reflects the latest info before uploading again.

4. Can I bulk-remove users or deactivate accounts in one go?
Yes. In your Excel sheet, set the status field to "delete" or "inactive" before uploading. This is helpful when cleaning up old records or updating access at the end of a project.

5. How do I verify if all users were uploaded successfully?
After upload, the system shows a confirmation message. For larger files, check the 'Users' tab to confirm the full list. You can also filter by upload date to spot any missing entries.

6. Can I assign different expiration dates for different users in the same file?
Absolutely. Just enter the desired expiration date in the correct row for each user. The system will handle each user individually based on their assigned timeline.

7. Is there a limit on how many users I can upload at once?
There's no strict cap, but for large organizations (500+ users), it's best to break uploads into smaller batches to avoid browser timeouts or slowdowns, especially on older devices.

Note: Are you planning a big upload? Our support team can help with tips or troubleshooting; just reach out.