Bulk actions – Form LMS

The Bulk actions button gives you the option to select multiple users for one single action in this step. You have 7 different actions you can choose from and use to make allocating user information easier for yourself.

To access this, go to People > Users. You can either click the drop down arrow on the users homepage - this will immediately load the relevant page, or click the button and it will load a page with your options on it > choose an action and click next.

Role required: Site Admin, Admin

Bulk add users to group

Add a selection of users to a group or a set of groups.

Select users - you can select or search for relevant users that you want to be part of that group > Next
Preview - ensure you've made the correct selection > Next
Select group - choose relevant group > Update users
Summary - shows you the action you just took and the users it affected.

Note: If a Group has auto-enrolment targets set, all users moved to that Group will be automatically enrolled in the target courses even if they have previously completed them.

Bulk remove users from group

Remove a selection of users from a group or a set of groups.

Select groups - choose the relevant group(s) > Next
Select users - it will load users from that group(s) and you can select or search for relevant users > Next
Preview - ensure you've made the correct selection > Update users
Summary - shows you the action you just took and the users it affected.

Bulk archive profiles

Remove a users access from this workspace.

Select learners - select those who's account needs to be archived > Next
Preview - ensure you've made the correct selection > Update users
Summary - shows you the action you just took and the users it affected.

Bulk reactivate profiles

Give archived users the right to access this workspace again.

Select users - select those who's account needs to be reactivated > Next
Preview - ensure you've made the correct selection > Update users
Summary - shows you the action you just took and the users it affected.

Bulk resend invitations

Re-send invitations to those who have been invited.

Select users - select those who need their invitation resent > Next
Preview - ensure you've made the correct selection > Update users
Summary - shows you the action you just took and the users it affected.

Bulk cancel invitations

Cancel and withdraw a bunch of invitations.

Select users - select those who need their invitation to be cancelled > Next
Preview - ensure you've made the correct selection > Update users
Summary - shows you the action you just took and the users it affected.

Bulk inviting users

If you have more than one user you wish to invite to a workspace, you can use the bulk invite feature. This allows you to invite many users to multiple organisation units, using an XLSX document (Excel document), rather than inviting each user individually.

Note: If you do not have access to excel you can use Google sheets free of charge. Just go to Google sheets > open a new file > select file > select upload document > then simply select the file you wish to use > When you are done download the file as an xlsx file.

Go to People > Users, and click the Bulk actions button at the top right of the page. You can either click this button, and it will bring you to an options page, scroll down to Bulk invite users option. Or click the dropdown button to show your options > select Bulk invite users.
You will then be shown a page which explains how to fill out the XLSX template and Download template at the bottom of the page.
User details: You will need to upload an XLSX document containing all the users' information. The XLSX document must contain the below information in the following order:
- First name
- Last name
- Email address
- Organisation unit - which you can select from the dropdown in the xlsx.
- Any mandatory custom fields
  
  Note: By default, users will be given the learner role. This can be changed in the preview section.

Upload XLSX: Once you have filled in the XLSX template with all the user's details, next you will need to upload the XLSX by selecting Upload XLSX and selecting the XLSX file. Once uploaded you can move to the next step by clicking Next step.
Preview: You will find a table showing a preview of all the users that have been uploaded. If it says that they are ready, this means that the details for each user has been validated, and can be sent invites to your Form LMS site.
Invalid users: Some users may be missing information that is required for an invitation. You can filter to see a list of those entries by selecting the Invalid tab.
Edit users: Before you invite all the users listed, you can edit a user's details by selecting Edit. To save the information click Confirm at the end of the row.
Remove users: Remove a user by clicking the Bin icon - this can be done on each individual row.
Roles and Groups: By editing a user you can give them multiple roles, a different role completely, and assign them to another Group, by searching and selecting using the field box that appears under each column. If you wish to remove a role or group, simply click the 'x' icon to remove it.
Add a user: If there is a user missing from the table you can add an additional user to the preview by selecting Add user at the bottom of the page. A new row will open where you can enter the user's details to add the user - then click Confirm at the end of the row.
Invite: When all of the desired users have been uploaded (or added to the preview) and have the correct information, click Invite at the bottom of the page. The system will then send out an email invitation to the email address provided, inviting the user to join the workspace. You can stop these invitations from sending momentarily by selecting Stop at the bottom of the page.
Invitation processing: After clicking Invite the invitations will start to send. You will see a counter on the left displaying how many have been Invited, Already invited and if there are any Invalid entries. Those that are invalid will need to be amended.
Failed to invite: If any entries show as Failed to invite, try the process again.
Once the status of each user has changed to invited, the process is complete.

Site admin

If doing this action in the Site admin Workspace, you will have an option to chose what Workspace these users are for. This is only applicable if you have multiple workspaces on your site.

Therefore select your organisation from the Customer field and the Workspace you wish to add users to (if you are only associated with a single organization and, or, workspace, these fields will default to the organisation and workspace you are associated with).