Bulk upload external training records

1. What is Bulk CSV Upload?

Bulk CSV Upload is a feature that allows administrators to efficiently upload multiple external training records to the platform by importing them through a CSV (Comma Separated Values) file. This feature saves time and simplifies the data management process.

2. How do I find the Bulk CSV upload option?

The Bulk CSV Upload option is available under the "External Training" section within the Admin interface. Simply click the "Bulk Upload" button to initiate the process.

3. Where can I get a sample CSV file to prepare my data?

You can easily download a CSV template directly from the Bulk Upload page. The template clearly indicates all required columns and formats, helping you avoid any errors during upload.

4. What data columns and formats are required in the CSV file I upload?

Your CSV file must include the following columns:

  • Learner Email (required, valid email format: john@company.com)

  • Training Name (required)

  • Provider Name (required)

  • Start Date (required, DD/MM/YYYY)

  • Completion Date (required, DD/MM/YYYY)

  • Expiration Date (optional, DD/MM/YYYY)

  • Duration Value (required, numeric, accepts decimals)

  • Duration Unit (required, only accepts "Minutes", "Hours", or "Days")

  • Score (optional, numeric range between 0-100, don't include the '%' symbol)

  • Result (optional, accepts "Passed" or "Not Passed")

5. What is the maximum number of records that I can upload at once?

Our bulk upload process supports a maximum of 5,000 records per CSV file. If your dataset exceeds this limit, please split your records into multiple CSV files.

6. Can I verify my CSV data before final upload?

Yes. After selecting and uploading the CSV file, the system performs an initial validation scan and presents a preview of the records. This preview highlights invalid or erroneous records, allowing you to identify and correct issues before final submission.

7. How will I know if there are errors in my uploaded CSV file?

Error messages are clearly displayed during the preview phase after you upload your CSV. Each invalid record is highlighted, and a tooltip explains the exact issue such as formatting errors, missing required fields, or logical inconsistencies.

8. How does the CSV Upload handle duplicate records?

The system automatically checks and alerts you about duplicate records in two scenarios:

  • Duplicates within the uploaded file: These will be flagged during the preview and must be corrected prior to import.

  • Duplicates with existing system records: The system treats combinations of Learner Email + Training Name + Completion Date as unique identifiers. If a record already exists, you'll be notified during preview to remove these duplicates or update the data accordingly.

9. Can I include special or international (Unicode) characters in my CSV upload?

Yes, the platform supports special characters and international texts (Unicode). Make sure your CSV file is saved in the UTF-8 format to correctly handle such characters.

10. Can I upload decimal values for duration?

Yes, the duration field accepts both whole numbers and decimal values (for example, 1.5 hours, 30.25 minutes).

11. Should I include the percentage symbol (%) when specifying scoring?

No, do not include a percentage symbol (%) in your CSV file. Only a numeric value between 0 and 100 should be provided. The percentage symbol (%) will automatically appear once imported and displayed in the system.

12. How long does the CSV import process take?

Processing times are usually very quick but may vary based on the number of records you upload. For larger files close to the 5,000 records limit, it might take several seconds to a few minutes to complete the import.

13. Can I cancel uploads after confirmation?

Once you confirm and initiate the import process, you cannot stop or reverse the upload. It's recommended to carefully review your data during the preview stage before submitting.

14. What should I do if I encounter persistent issues with CSV uploads?

If you experience ongoing issues uploading CSV files, please reach out to the support team. Provide details such as the error messages received, steps followed and the CSV file itself, so issue resolution can be expedited. --- These Frequently Asked Questions should help you manage your CSV uploads efficiently. If you need further assistance, please reach out directly to support at support@5mins.ai