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Onboarding Flow: Import Commission Subgrantee Contacts into LearnWorlds

Setup Form Contacts To LearnWorlds For Certification Course 

Objective

This SOP explains how to export Commissioned Subgrantee contact data from the Setup form, prepare the LearnWorlds import template, and bulk import users so they can access and complete the required certification course. It is designed to help a team member complete the process accurately and avoid duplicate or incomplete user records.

Templates

LearnWorlds Template

Video Support

https://loom.com/share/fc0120c21d3e49e0ace0fd1c7075eecd

Key Steps

1. Review the LearnWorlds import template requirements 0:19

  • Open the LearnWorlds user import template before pulling data.
  • Confirm the required fields:
    • Username = first name + last name combined - From Setup Form
    • Email address = user email - From Setup Form
    • Password = the same for all users
    • Tags = Subgrantee Admin; LA.subgrantee OR MI.subgrantee OR WV.subgrantee; [Program Name - from Setup Form] 
    • Course name = the same for all users
  • Leave columns E, F, and G blank if they are not needed.
  • Review tag requirements before entering data so the import file is formatted correctly.

2. Export the Commissioned Subgrantee data from Setup 0:43

  • Log in to Client Success (433).
  • Navigate to:
    • Setup Data
    • Form Data
    • Single Row Export
    • By Reporter
  • Locate the correct form, which should be Use Me, Commission Sub.
  • If needed, use the export customization options and then click Set.
  • Export the results to Excel.
  • Download the file and keep it open for data transfer into the template.

3. Identify the correct program and reporter data 2:06

  • Split your screen so the export file is on one side and the template is on the other.
  • Review the export carefully to avoid duplicates.
  • Use the worksheet data to identify:
    • The program name
    • The reporter data showing who completed the form
  • Check the All Reporter Data worksheet to determine which organization each contact belongs to.
  • Use the program information to confirm the correct tag values for each user.

4. Populate main administrator records in the template 4:01

  • Go to the worksheet containing the main administrator records (referenced as the 867 group in the transcript).
  • Copy the following fields into the template:
    • First name
    • Last name
    • Email address
  • Build the required tags for each user.
  • Use the tag structure exactly as required:
    • Subgrantee Admin
    • Commission name
    • State abbreviation + .subgrantee
    • Program name
  • Separate tags with a colon and no spaces.
  • Example state abbreviations mentioned:
    • LA for Louisiana
    • MI for Michigan
    • WV for West Virginia

5. Add additional staff members and match them to the correct contacts 6:09

  • Move to the worksheet for additional staff members (referenced as the 868 group in the transcript).
  • Review the contact columns used to identify each staff member and their associated people.
  • If one user has multiple contacts, insert rows as needed so each contact is represented correctly.
  • Remove any unnecessary columns if that makes the file easier to manage.
  • Copy the appropriate contact information into the template for each user.
  • Confirm that all rows are complete and that the same formatting is used across the file.

6. Save the completed import file 7:36

  • Save the completed template once all user rows are filled in.
  • Close the export file after confirming the data is correct.
  • Keep the saved import file ready for upload into LearnWorlds.

7. Import users into LearnWorlds 8:03

  • Log in to LearnWorlds.
  • Navigate to:
    • Users
    • All Users
    • Bulk Actions
    • Import Users
  • Select the saved import file.
  • Check the option to update user details if the user already exists.
  • Leave other options unchecked unless specifically required.
  • Do not enable validation of user fields.
  • Do not send an email notification.
  • Click Import Users to complete the upload.

Cautionary Notes

  • Do not import duplicate users unless you intend to update existing records.
  • Verify the program name and tags carefully; incorrect tags may prevent proper course assignment or reporting.
  • Leave unnecessary columns blank exactly as required by the template.
  • Do not send emails during import unless the team has confirmed that notifications should go out.
  • Confirm the correct form and export source before downloading data to avoid using the wrong dataset.

Tips for Efficiency

  • Use a split-screen view to copy data from the export into the template faster.
  • Keep a tag format reference handy so you can apply consistent formatting quickly.
  • If the program name is unclear, prioritize completing the import with the correct user data and revisit tags later if needed.
  • Group users by organization or program while filling the template to reduce errors.
  • Save the file with a clear name before importing so it is easy to locate in LearnWorlds.