Downloading the Template
You must use the template to upload new users or edit existing users.
1. Click on the Manage users button.
2. Click on the Import/export options button
3. Click on Download Template – XLSX
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)
• last name (column C)
• 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)
• Year Group (column H)
• Academic Year (column I)
• Book Code (column J) this is in XXXX-XXXX-XXXX-XXXX format
All columns have comments providing additional guidance.
Adding new users with or without book codes
4. Enter the information into the required fields
5. For new users you need to include a password (column E), this can then be changed by the user.
6. Book Codes can be added into column J.
You can only enter one book code in a cell.
Book codes should appear exactly as they appear in your order.
Adding book codes to existing users' accounts
To add codes to existing users, you need to export existing users’ information.
7. Click on the Import/export options button.
8. Click on Export – XLSX.
This downloads a spreadsheet with your existing users in it.
9. Copy the users’ information you want to amend or add codes to.
10. Paste the user information into the Download Template
For existing users you don’t need to include passwords in column E.
11. Book Codes can be added into column J.
You can only enter one book code in a cell.
Book codes should appear exactly as they appear in your order.
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.
12. In the Download Template, copy the user’s information into a new row
13. Book Codes can be added into column J.
You can only enter one book code in a cell.
Book codes should appear exactly as they appear in your order.
14. For new users, you only need to add a password the first time you add this user.
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
15. Click on the Import/export options button
16.. Click on Import – XLSX
17. Click Browse and find your spreadsheet
18.Click on Validate to see if the spreadsheet passes. The total number of valid and invalid users are included.
19. If there are any invalid users click the Download report button to find out the issues (see the Common issues section below for more details).
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.
Any issues will be highlighted in red in the report spreadsheet, Remarks (column L) has specific information about issues.
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.