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Importing Students

ContentsContents................................................................................................................................................1

1. Main menu....................................................................................................................................3

2. Import users (up to 500)................................................................................................................4

Step 1 – enter data............................................................................................................................4

Step 2 – confirm data........................................................................................................................4

Double-click to edit........................................................................................................................5

Import finished..................................................................................................................................5

Check email for confirmation and attached Excel of work carried out..............................................6

3. Course credits................................................................................................................................7

View defined course credit summary................................................................................................7

View operation history for course credit agreement.........................................................................7

View operation credits used..............................................................................................................9

4. Bulk Mailing.................................................................................................................................10

Prepare an Excel document with the list of users............................................................................10

Prepare the welcome message you want to send in the boxes below............................................10

See example message..................................................................................................................11

Review and test before you send....................................................................................................11

Three sample messages are sent.................................................................................................11

Send the message............................................................................................................................12

5. Import users (over 500)...............................................................................................................13

Prepare an Excel document with the list of users............................................................................13

Prepare the welcome message you want to send in the boxes below............................................14

See an example............................................................................................................................14

Review and test before you submit.............................................................................................15

Submit the file and send the message.............................................................................................15

Confirmation of file received...........................................................................................................15

Course credits shows operation as “pending”.................................................................................16

Within 24 hours email confirmation will be sent with attached Excel of work carried out.............16

Pending operations are changed to processed................................................................................17

6. Modifying existing users..............................................................................................................18

Net Languages S.L. [email protected]/Trafalgar 14, 1º, www.netlanguages.comBarcelona, 08010 Tel. (+34) 932687146

Changing basic information.............................................................................................................18

Changing level or course..................................................................................................................18

Deleting a user from the platform...................................................................................................18

Appendix 1...........................................................................................................................................19


1. Main menuThe main menu is the first page you see when you log in with your administrator codes. It displays the different administrator options available to you.

Note: to see information on tracking student activity: view registered users and tools for blended courses: course planners, please consult the Training Manager guide to the platform.

This guide will explain how to add small and large groups of students to the platform. It will explain how to mail all these users and how to consult your course credit status (number of licences used and available to use).


2. Import users (up to 500)This is the option we recommend using for importing groups of fewer than 500 students.

The first thing you need to do is to complete the Excel document with all the students in your group (see Appendix 1). You can download an Excel template document from the platform after you choose the course credit, click on the “xls” or “xlsx” to download (“xls” for older versions of Excel, “xlsx” for Excel 2007 and newer).

Next select the corresponding course credit and tick the check box if you would like the system to automatically generate usernames and passwords. If you are reassigning a course to a user who already had the course before but it has expired, you should tick the “Use additional credits…” tickbox to allow you to reassign this course to the user, with the knowledge that it will use up another credit. Finally, you may include notes for your own reference (optional). Then copy all the student information from the excel document (copy the rows), paste this information into the box in step 1 and click on next.

Step 1 – enter data

Step 2 – confirm dataThe information added will be displayed and any errors will be identified.


Double-click to editIf you need to edit any information, double-click on the information to be changed. This will open up a box which can then be edited. When all the changes have been made, click on next.

Import finishedWhen the students have been imported, the following information will be displayed which summarises what you have done.


Check email for confirmation and attached Excel of work carried out.You will also receive an email with confirmation of the students who have been added. The email will contain an excel attachment which contains two worksheets. One worksheet will display students correctly imported and the other will display any errors which may have occurred.


3. Course creditsIn this option you can see how many credits you have used and how many are available. The credit will be dependent on your agreement with Net Languages. You first see a summary of your actions related to the different course grouping.

View defined course credit summary

View operation history for course credit agreementClick on the credit grouping you wish to view to display all your actions related to this grouping.

Credits purchased: The bottom row of the first column indicates the number of credits (course licences) assigned to the administrator, in this case 500.

Credits used: This refers to the number of new students or courses added by the administrator which are deducted from the credit balance.

Credit balance: This is the total number of credits purchased minus the credits used to date.

Date: the date of the action

Notes: this refers to the notes the administrator included when they imported the students. The first note on the bottom row was included by Net Languages.

User: This refers to the person who carried out the action.


State: This refers to the state of the action. The possible options are: processed, processing, pending or failed.

Users updated: the number of users who have had information modified (this does not refer to new courses or new students)

Users with errors: This displays the number of users which contain an error when importing them and therefore were not imported

Total users processed: Total number of users detected in the import (whether successful or not)


View operation credits usedClick on the Credits used to see detailed information about the users in each group.

Note: you can also bulk mail this group of students from here.


4. Bulk MailingThis tool is designed to send a welcome message to students to communicate their access codes.

Prepare an Excel document with the list of users.Complete the excel document: bulk mailing Excel template available on the downloadable resources site or at the link on the platform. Copy the rows of information from the Excel and paste into the box below.

Prepare the welcome message you want to send in the boxes below.Write your welcome message or adapt the message example available below. By inserting the tags into your message you can personalise the mails sent to the students (see message example).


See example message

Review and test before you sendYou can have a trial run before sending the definitive mailing. To do this, include the email address where you would like the trial to be sent and click on Send a test. This will send you 3 examples.

Three sample messages are sent.


Send the messageYou can receive a copy of all the emails sent by ticking the check box below (recommended). Then click on Send.

Bar shows progress


5. Import users (over 500)This option is recommended for groups which contain more than 500 students.

First prepare the corresponding Excel document (see Appendix 1). The Excel document can be downloaded from the platform within the Course credits > Download column. Each row of the text file will correspond to one of the students in your group. (Tab-delimited text files can also be used, if preferred.)

When importing more than 500 users, instead of copying and pasting the information about the students from the Excel document into the box, a file is uploaded directly.

Select the corresponding course credit, tick the check box if you would like the system to automatically generate usernames and passwords and include notes if you like (optional). Then select the file which you have prepared.

Prepare an Excel document with the list of users


Prepare the welcome message you want to send in the boxes below.Write your welcome message or adapt the message example available below. By inserting the tags into your message, you can personalise the mails sent to the students.

See an example


Review and test before you submitYou can have a trial run before sending the definitive mailing. To do this, include the email address where you would like the trial to be sent and click on Send a test. This will send you an example message personalised with information about a fictitious student.

Submit the file and send the messageFor your reference, the system can send a copy of all the emails it will send. They will be sent to the email address specified in the From section (recommended). If you don’t require this, untick the check box. Then click on Submit.

Confirmation of file receivedConfirmation that your file has been uploaded will be displayed. The students will be added to the platform and the welcome message will be sent (if relevant) within the next 24 hours.


Course credits shows operation as “pending”The State of the course credits will be shown as pending until the system has processed the file.

Within 24 hours email confirmation will be sent with attached Excel of work carried outYou will also receive an email with confirmation of the students who have been added. The email will contain an Excel attachment which contains two worksheets. One worksheet will display students correctly imported and the other will display any errors which may have occurred.


Pending operations are changed to processed.The change from Pending to Processed indicates that the students have been successfully added.


6. Modifying existing usersIf you need to change information about users or courses which you have already imported, you use the import process again.

Each time you import a list of users, you will receive an email with an attached Excel document showing the summary of what has been done. You can use this same Excel document as the template for making modifications.

Changing basic informationFor changing information about the user just update the information in the Excel document and re-import the rows which you need to change. This allows you to do such things as correcting typos in names or email addresses, changing the start or end date of the course, or changing the tutor of the course.

Changing level or courseTo make a change to the actual course (e.g. change to a different course or change the level of the course) the process is slightly different.

The “Level” (column R) and “Modify / Delete” (column W) columns allow you to make changes. There are three “modes” of the import system, depending on whether these columns are filled in:

R filled and W empty = assign course in R to student (this is a normal import operation)

R empty and W filled = remove course in W from student (this is a delete operation)

R filled and W filled = change student from course in W to course in R (this is a modify operation)

Therefore, to make this modification you need to look for the column called “Modify / Delete” (column W). Simply copy the level that you incorrectly assigned from the “Level” column (column R) and paste it into column W. Then change column R to the correct course or level.

When you make changes in this way you will receive an email as usual with the summary of the operations that were made.

Deleting a user from the platformIf you need to delete a user completely from the platform then you can fill in column X (Actions) with the word “delete”. A user will only be deleted from the platform when they no longer have any courses assigned.


Appendix 1This appendix explains how to fill in the excel list correctly so that the students can be imported onto the Net Languages platform. The headings in red are columns which cannot be left empty.

NL ID Please leave blankStudent ID Your unique student identifier (it is recommended to include this

to allow easy identification of students after initial import)First names Student’s first nameLast names Student’s last nameEmail If you include the email, the student will receive reminder emails

from the platform when they have new unread mail.Username This username needs to be unique and can be generated by

yourselves or we can generate these codes.Password Again this code can be generated by yourselves or by us.User Group The name of the company / organisation etc which will group the

students on the platform. This means that we can create administrative access codes to these specific groups for use by training managers. Please request these codes if required.

Student Group You can organise the students in the user group in smaller groups e.g. departments e.g. sales department / Asian division

National ID / passport number OptionalTelephone OptionalReserved (please leave blank) Please leave this column empty.Custom field 1

You can use these fields for anything you like. Subsequently you can use these fields to search for students on the platform (optional).

Custom field 2Custom field 3Custom field 4Custom field 5Level The course and level must be selected from the dropdown list

which appears at the right hand side of the column. You will see that there is a second worksheet in the excel file which has the levels. This second worksheet should not be altered in any way.

Start Date The date the course will start on 00/00/0000 (day/month/year)End Date The date the course will finish on 00/00/0000 (day/month/year)Tutor The name and surname of the tutor where applicable (optional)Extra tutorials The number of extra tutorials for the student, in addition to the

tutorials included by the course they are assigned to.Modify / Delete When a student has been assigned to the wrong course by

mistake, fill this field with the course that they were incorrectly assigned to. If the “Level” field is also included then the student will be moved from this course to the new one. If the “Level” column is left empty then the student will just be removed from this course.

Actions To delete a user from the platform completely select “delete” in this column. In this case the user will only be deleted if they no longer have any courses assigned on the platform.


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