A guide to completing the three Excel import templates for learning activities, training records, and user data, so your information imports cleanly and correctly.
| Important: User data only required for Standalone LMS and not Ciphr HR Combined. |
Contents
Overview
Ciphr LMS uses three separate Excel templates to import data in bulk. Each template maps to a specific part of the system and must be completed in a particular format before it's sent to Ciphr for processing.
The three import templates are:
- Learning Activity: creates or updates courses and learning activities in your LMS
- Training Record: adds historical or completed training records against existing users
- User Data (standalone LMS): creates or updates user accounts and their organisational structure
Each template includes built-in guidance in the column header rows. This article brings that guidance together in one place and adds context on the required formats, accepted values, and common pitfalls to avoid.
Before you start
| Important: Do not add, remove, or reorder columns in any of the templates. The import tool maps data by column position. Any structural changes will cause the import to fail. |
A few things to keep in mind across all three templates:
- Required fields must be populated. Fields marked as required cannot be left blank or the row will be rejected during import
- Dates must follow YYYY-MM-DD format (ie 2023-04-30). Any other format will cause an error
- Dropdown fields only accept the values listed. Where a column uses a dropdown, only the pre-set options are valid. Do not type a custom value
- Row 1 contains data-type guidance, row 2 contains field descriptions, row 3 flags required fields, and row 4 contains the column headers. Your data starts at row 5. Do not delete or edit any of the first four rows
Learning Activity import template
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Required and optional fields at a glance
| COLUMN | FIELD NAME | REQUIRED? | DATA TYPE / MAX LENGTH |
|---|---|---|---|
| A | Activity Type | REQUIRED | Dropdown – Text |
| B | Activity Category | REQUIRED | Text, max 50 characters |
| C | Activity Name | REQUIRED | Text, max 150 characters |
| D | Activity Code | REQUIRED | Text, max 50 characters |
| E | Short Description | REQUIRED | Text |
| F | Search Keywords | OPTIONAL | Text (comma separated) |
| G | Activity Duration | REQUIRED | Text (minutes) |
| H | Training Hours | OPTIONAL | Numeric, up to 2 decimal places |
| I | Cost To Run | OPTIONAL | Numeric |
| J | Expiration Date | OPTIONAL | Date: YYYY-MM-DD |
| K | Search Availability | REQUIRED | Dropdown: Available to All / Admin Only |
| L | Activity Full Description | OPTIONAL | Text |
| M | Activity Contributor | REQUIRED | Text |
| N | Contact | OPTIONAL | Text |
| O | Allow Manual Completion | OPTIONAL | Dropdown: Yes / No |
| P | Archived | OPTIONAL | Dropdown: Yes / No |
| Q | Instructions | OPTIONAL | Text |
| R | Enable Feedback | REQUIRED | Dropdown: Yes / No |
Field guidance
Activity Type (column A) – Required
Select one value from the built-in dropdown. Only the options listed in the dropdown are valid for import. The accepted activity types are:
Activity Category (column B) – Required
Enter the category name you want users to see when searching for the activity. This is a free-text field with a 50-character limit. Use consistent category names across your import file to keep your content well organised.
Activity Name (column C) – Required
Enter the unique name of the activity. This is the name displayed throughout the LMS. It is also used to match the imported record to the correct activity if you are updating existing content, so it must be unique. Maximum 150 characters.
Activity Code (column D) – Required
Enter the unique short and meaningful reference code for the course. Like the Activity Name, this is used to match records on import and must be unique across your site. Maximum 50 characters.
Short Description (column E) – Required
This text appears in search results as a short summary and also displays on the Activity Details screen beneath the activity name. Keep it concise and informative.
Search Keywords (column F) – Optional
Enter comma-separated keywords that users might search for to find this activity. For example: leadership, management, soft skills. These do not appear on screen but help surface the activity in search results and the activity name does not need to be included.
Activity Duration (column G) – Required
Enter the length of the activity in hours or minutes but ensure that it is consistent for all of your activities. For example: 30 or 15 mins.
Training Hours (column H) – Optional
A numerical value with up to two decimal places that can be used for reporting purposes. For example: 1.25. This does not need to match the Activity Duration exactly.
Cost To Run (column I) – Optional
Enter a numeric value representing the cost to your business of running the activity. This is used for reporting only and is not visible to learners.
Expiration Date (column J) – Optional
Enter a date in YYYY-MM-DD format. Once this date is reached, the activity is automatically archived and hidden from learners. Leave blank if you do not want the activity to expire. Expiration date is unrelated to compliance rules.
Search Availability (column K) – Required
Select from the dropdown whether the activity should be visible to all users or restricted to administrators only. Accepted values:
- Available to All
- Admin Only
Activity Full Description (column L) – Optional
An extended description of the learning activity. This appears on the Activity Details screen under the Details tab. You can include more detail here than in the Short Description.
Activity Contributor (column M) – Required
Enter the creator of the activity for example iHasco or People Team which can be filtered in search results.
Contact (column N) – Optional
Enter the team name of the appropriate point of contact for the activity for example People Team. It is recommend that an individuals name is not used for this.
Allow Manual Completion (column O) – Optional
Setting this to Yes allows learners to mark the activity as complete themselves. When enabled, a status dropdown appears on the Activity Details screen. Select from the dropdown:
- Yes
- No
Archived (column P) – Optional
Set to Yes if you want the activity to be archived on import. Archived activities are not visible to learners. Set to No or leave blank to make the activity live.
- Yes
- No
Instructions (column Q) – Optional
Guidance for learners on how to access and complete the activity. This text appears at the top of the Content section on the Activity Details screen, above any modules or topics.
Enable Feedback (column R) – Required
Select whether learners can leave feedback once they have completed the activity. Accepted values:
- Yes
- No
Example completed row
Training Record import template
| Important: Training records can only be imported against activities and users that already exist in your LMS. Make sure you have completed your Learning Activity and User imports before submitting training records. |
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| Note: For more details on finding a user's Personal ID (PER ID) please see the linked guide |
Required and optional fields at a glance
| COLUMN | FIELD NAME | REQUIRED? | DATA TYPE / MAX LENGTH |
|---|---|---|---|
| A | Personnel ID | REQUIRED | Text, max 50 characters |
| B | Fullname | REQUIRED | Text, max 150 characters |
| C | Activity Code | REQUIRED | Text, max 50 characters |
| D | Activity Name | REQUIRED | Text, max 255 characters |
| E | Result | REQUIRED | Dropdown (see below) |
| F | Result Date | REQUIRED | Date: YYYY-MM-DD |
| G | Score | OPTIONAL | Integer, 0–100 |
Field guidance
Personnel ID (column A) – Required
Enter the unique Ciphr HR Personnel ID (PerID) for the user. This is the identifier used to match the training record to the correct person in the system. To find a user's PerID, refer to the PerID report guidance.
Fullname (column B) – Required
Enter the user's full name. Maximum 150 characters.
Activity Code (column C) – Required
Enter the unique reference code of the activity this record relates to. This must match the Activity Code of an existing activity in your LMS exactly. Maximum 50 characters.
Activity Name (column D) – Required
Enter the unique name of the activity this record relates to. This must match an existing activity name in your LMS exactly. Maximum 255 characters.
Result (column E) – Required
Select the status of the training record from the built-in dropdown. Only the following values are accepted:
Result Date (column F) – Required
Enter the date the training was completed, in YYYY-MM-DD format. For example: 2024-11-15.
Score (column G) – Optional
Enter a numeric score between 0 and 100. Only use this column for scored activity types such as Assessments. Leave blank for activities where a score is not applicable.
Example completed row
User Data import template (standalone LMS)
STANDALONE LMS ONLY: This template is for standalone LMS deployments that are not integrated with Ciphr HR. If your LMS connects to Ciphr HR, user accounts are managed through the HR system and this template does not apply. |
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Column reference
| COLUMN | FIELD NAME | DESCRIPTION |
|---|---|---|
| A | Username | The unique login username for the user account. |
| B | Password | The initial password for the user account. |
| C | PersonalID | A unique identifier for the user. Used to match and update existing records. |
| D | Title | The user's title (for example, Mr, Mrs, Dr). |
| E | Firstname | The user's first name. |
| F | Surname | The user's surname. |
| G | IsManager | Flags the user as a manager. Accepted values: Yes or No. |
| H | ManagerPersonalID | The PersonalID of this user's line manager. Used to build the reporting hierarchy. |
| I | JobTitle | The user's job title. |
| J | EmailAddress | The user's email address. Used for LMS notifications and login if applicable. |
| K | StartDate | The user's employment start date in YYYY-MM-DD format. |
| L | LeavingDate | The user's leaving date in YYYY-MM-DD format. Leave blank if the user is active. |
| M | Language | The user's preferred language. Enter the language name or code as configured in your LMS. |
| N | AccessLevels | The LMS access level(s) assigned to the user. Contact Ciphr for the valid values for your site configuration. |
| O | Theme | The site theme assigned to the user, if your LMS uses multiple themes. |
| P | Dormant | Marks the user account as dormant (inactive). Accepted values: Yes or No. |
| Q | PurgeDate | The date on which the user account should be purged from the system, in YYYY-MM-DD format. |
| R–X | UserStructure1–7 | Seven columns for your organisational structure hierarchy (for example, department, region, division, cost centre). The labels for these fields are configured to match your organisation's structure. Contact Ciphr to confirm what each UserStructure column maps to in your LMS. |
UserStructure fields
The seven UserStructure columns (columns R through X) are configured specifically for your organisation. They represent the levels of your reporting or organisational hierarchy, such as department, directorate, cost centre, or region. The values you enter must match the structure values already configured in your LMS.
| CHECK YOUR STRUCTURE CONFIGURATION: Before populating the UserStructure columns, check with your Implementation Consultant or system administrator what each column represents for your site and what values are accepted. Using values that do not match your configured structure will result in import errors. |
Tips for completing the User Data template
- Make sure every user has a unique PersonalID in column C. This is the key used to match and update records on subsequent imports
- If you are importing a reporting hierarchy, populate ManagerPersonalID(column H) with the PersonalID of the user's line manager. The manager must also be included in the import file or already exist in the LMS
- Set IsManager(column G) to
Yesfor anyone who will have direct reports in the system - Leave LeavingDate(column L) and PurgeDate(column Q) blank for active users
- Check your UserStructure values against your LMS configuration before completing columns R through X
Submitting your completed templates
Once you have completed the relevant template or templates, send them to Ciphr via the agreed submission route for your organisation. This is typically through a designated secure file transfer method confirmed by your Project Manager.
When you submit, include the following information to help the team process your import:
- Which template(s) you are submitting.
- The number of rows included.
- Whether this is a new import or an update to existing records.
- Any specific instructions or context relevant to the data.
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