Introduction
This guide explains how you can add a new activity, link it to a category and Learning Path, and upload training records in bulk. Uploading records is useful when you are migrating data from another LMS or storing historic completions so that everything sits in one place for reporting and auditing.
Before we start, here is a clear definition of a key term used in this article:
Training records only activity refers to an activity that does not contain any learning content. It is created so you can store and track completion data that originates outside the LMS, such as webinar attendance, workshop participation, or legacy system data.
Stage 1: Add a new activity
You must create the activity before any training records can be uploaded. The activity also needs to be linked to a category and Learning Path.
Login and select the Management Console tab.
Go to Content management and choose Add a new learning path.
Select Edit content in the Learning Path sidebar.
Choose E-learning to add a new activity.
Enter the name, optional description, and content category.
Tick the Training records only box and select Add.
The activity will now appear under Current activities, ready for linking to a category and Learning Path.
Tip: Keep the activity name clear and recognisable, especially when you plan to import many records (for example, "2023 Compliance Workshop Attendance").
Stage 2: Upload training records
Once your activity exists, you are ready to upload your records.
Go to Management Console and open User Management. Select Upload training records.
Use the Course category dropdown or type part of the course title into the Course title field, then select Search.
Select the activity you want to upload records for.
Choose the User domain you want to upload into. Repeat this step for additional domains if needed.
Select the Unique identifier you want the LMS to use for matching your uploaded records to your users. You can choose email, employee ID, or Skillcast user ID.
Download the Excel template if you want to prepare your records in advance.
The template contains six columns. The minimum needed is: unique identifier, last name, start date, and status. Status can only be Completed, Incomplete, or Failed.
The score should be a numeric value only.Save the file in Excel 97-2003 format.
Select Choose file, locate your spreadsheet, and then select Upload training records.
After processing, the screen will show how many records were successfully uploaded and flag any invalid entries. Add any comments or files if relevant and select Create training records to finalise the upload.
Tip: If you see invalid entries, check for formatting issues such as date formats, incorrect status values, or incorrect unique identifier types.
What happens when your records are uploaded
When training records are created using the upload feature, large uploads are processed using scheduled tasks. This helps avoid performance issues and allows the system to work through records in batches. You will see a progress bar that shows upload progress as a percentage.
If your browser closes or your internet connection drops, some records may still continue processing in the background.
Limitations
Note:
Only valid records that match a user via the unique identifier will be uploaded.
Scores must be numeric and cannot include symbols or percentage signs.
If a record is missing mandatory fields, it will be rejected in the upload summary.
Conclusion
You now know how to create an activity and upload training records to your LMS. If you need help preparing your spreadsheet or if any upload errors persist, contact your Customer Success Manager by selecting Send us a message via the help icon on your portal, or by emailing [email protected].