⚠️ Important: This guide is only applicable for Access LMS Evo sites that are not based in Access Evo.
Importing users enables bulk user creation in Access LMS Evo using a CSV file.
This method supports efficient on-boarding, particularly when migrating users from a previous system. Administrators manage the import process on behalf of the organisation.
To import users, watch the video or follow the steps below.
Download and complete import template
Switch to admin view.
Click Workforce, then click Organisation and Units.
Select relevant organisation, then click the Users tab.
Click the three dots top right of the page and select Import Users.
Click Download Template.
Complete the template with the relevant user data.
The table below provides guidance on how to fill in each column.
Column | Mandatory or Optional | Notes |
First Name | Mandatory | First name of user. |
Last Name | Mandatory | Surname of user. |
Mandatory | Used for email notifications and to create username.
| |
Line Manager | Optional | The line managers username. |
Organisation Unit Levels 1 - 6 | Optional | Use levels to populate company hierarchy.
The hierarchy can be used to report on different groups. |
Upload the import template
Return to the import wizard. Click Next.
Drag and drop the saved template into the import wizard window.
Select Send registration email on import to ensure users can receive and accept the invitation to complete registration.
Click Next.
The system checks the template for errors. The summary advises which data won't be imported and any issues with the data.
Select whether to continue with the data discrepancies, or exit the wizard, review the template, then upload it again.
Click Import to finish.
Archive users via data import
⚠️ Important: The below guidance is only relevant for LMS² sites with an archiving strategy in place on the site.
Users past their contract end date can be set to remove automatically from Access LMS Evo. When configured by administrators, this process occurs automatically during data imports. The below must be true for this to happen.
The user end date must be entered in the Employment Details section of Access LMS Evo and added to the data import file for the process to work.
This feature only works if the organisation asked for it during the initial set up of the site.
If the leave date of the user is the same day as the data import, it won't archive them until the following day.
To enquire about this feature, please speak with your account manager.