Adding or updating users one at a time doesn't scale when you're onboarding a team or reorganizing your site. With a bulk upload, a Company Administrator enters everyone's profile details into a single spreadsheet and adds or updates them all at once, so your user list stays current without the manual, one-by-one work.

Key features

• Add new users or update existing user profiles in one spreadsheet upload
• Manage user group memberships as part of the same upload
• Process the upload yourself with the Batch Upload Utility, or send it to Bigtincan Support for processing

You need this to succeed

• Roles and Privileges: Company Administrator. The completed spreadsheet must be sent in, or the email approved, by the exact email address currently associated with an active Brainshark Company Administrator profile.
• Prerequisites: The Batch Upload Utility installed on your computer, if you want to process the upload yourself instead of sending it to Bigtincan Support

The quick way

• Add new users
• Update existing users
• Manage user group memberships
• Spreadsheet requirements
• Column headers and values chart
• Automate completion of the spreadsheet
• Keep users up to date going forward
• Upload the spreadsheet

Do this step by step

Add new users

• Download the most recent version of the User Bulk Upload Spreadsheet
• Populate the spreadsheet with the new user information
• Refer to the Column Headers and Values chart below

Update existing users

• If you would like to gather a pre-filled form that contains all of your existing users, Company Administrators may gather a User Bulk Download spreadsheet from the application, under the Reporting tab
• Refer to the Column Headers and Values chart below; any questions can be directed to Bigtincan Support

Note: All data in the User Bulk Upload Spreadsheet overwrites any existing data in the Brainshark user profile. Populate the spreadsheet with all current profile information plus any edits to be made.

Manage user group memberships

• Group Names may be entered into Brainshark manually or systemically using the Group Bulk Upload Spreadsheet (download the Guide to Preparing the Group Upload Document)
• Use columns named GroupName1 through GroupName20 to specify the groups a user should belong to. Enter the group names exactly as they appear in your site
• If you're using Brainshark Learning, groups may affect dynamic enrollment into courses and/or curriculums
• Users may only be added to 20 groups per User Bulk Upload form. If you need to add a user to more than 20 groups, this requires multiple forms
• Refer to the GroupName section of the chart below for additional information

Note: Groups must exist in Brainshark before you process the User Bulk Upload Spreadsheet, otherwise an error will return.

Spreadsheet requirements

• File must be in .csv format
• Remove all commas (if editing in Excel), apostrophes, bars, and slashes in the spreadsheet — this includes names, titles, and email addresses
• Use the spreadsheet exactly as it's formatted. Don't delete, add, hide, or rename any columns, and don't modify the headings or the format of the upload sheets
• Include all required data. If a column doesn't apply to your use, leave it blank or set it to the recommended default using the chart below
• Include the header row in the file
• Delete any empty rows/columns by highlighting all columns to the right of the last column completed and all rows under the last row completed (right-click and select Delete), so no cells containing data cause the .csv upload to fail

Note: All fields on the user's profile can be updated except the username. If an upload is submitted with an updated username, a new user is created instead. To bulk update usernames, use the separate form that can be processed directly within Brainshark.

Note: Some fields in the User Bulk Upload form relate to sunset features. You don't need to fill out those fields.

Column headers and values chart

The following table lists the Column Headers in the User Bulk Upload Spreadsheet and the corresponding Column Values to include, depending on the action you want to take.

Required fields are marked with an asterisk (*) next to the Column Header name.

Automate completion of the spreadsheet

How you populate the User Bulk Upload spreadsheet is your choice. You can complete it manually, or write a program to populate it from a feed from an HRIS or LDAP database. Any development required to automate populating the spreadsheet is the customer's responsibility. Regardless of the method used to populate the data, the spreadsheet requirements above must be followed.

Keep users up to date going forward

Once you've completed the initial loading of users, you may still need to maintain those users going forward — adding new users or modifying existing records. Do this using the User Bulk Upload spreadsheet, or by manually editing users through the Administration module. If you use the User Bulk Upload process for ongoing maintenance, Brainshark requests that you only send the delta going forward — a spreadsheet representing only the new or modified users. If a user record isn't changing, it doesn't need to be included in the update.

Upload the spreadsheet

When you're ready to start the upload, a Company Administrator can send it to support@bigtincan.com for processing. If you want Bigtincan Support to process your upload, include in the email your name, email address, telephone number, and your Brainshark Company ID (or full site URL starting with www.brainshark.com/xxxx).