Introduction
enabley allows admins to quickly and easily import certificate records into the platform to streamline external historical training records. Importing historic certification records provides a means of capturing users' previous certified training and continuing the certification renewal process in the platform itself.
This is especially useful for:
- Migrating from another platform: import the history of all users from the previous platform.
- New employees: import past certifications of new recruits when they join your company. This is relevant, especially for compliance certifications that are still valid and would eventually be renewed in the platform.
Once imported into the platform, the users will see it and renew it before it expires by completing the relevant course on the platform.
Best Practice
Make sure to import only relevant certification records, i.e., such that it is important to keep tracking and renewing in the platform.
Step 1: Download the file template
To download the template Excel file for importing historic certification records:
Access the Admin interface by clicking the GO TO ADMIN button in the Account Management menu:
In the Admin, select Organization in the side menu, click on the Certifications tab, and then click on the upload button on the right:
A side panel will open on the right. Click on the link to download the template Excel file:
Open the Excel file. Note that the first three columns are mandatory -User ID, Certificate ID, Certification Date:
Step 2: Prepare your file for upload
Fill in the relevant information for every record.
In order to retrieve the certificate ID of the relevant certificate, open the certificate in the Certificates Management section (make sure you have Training Manager permissions)
In addition to the mandatory fields, you may fill some or all of the following optional fields:
- Certification Expiration Date: Date format dd/MM/yyyy (e.g. 22/02/2022)
- Course Code, Course Name, Instructor, Location, Comments: Free text.
- Duration (hrs): Number (e.g., 4.5)
Here's an example for a file with one record:
The default maximum number of records per file is 5000. If you need to import more records, split them over more than one file.
Step 3: Upload your file
In the side panel, click on Upload File:
After uploading the file, ensure that the number of added records matches the number of records in your file. If there are any failed records, click the Download Log link to see more details (and send the file to your support contact if necessary):
Congratulations! Your records have been imported successfully.
When exporting certification history as a Training Manager (under the 'Certificates Management' section), you should see these records along with any certification achieved on the platform:
You can find more details on exporting certification records in this article.