All Collections
Educators
Experiences
Imports
Importing teams to an experience
Importing teams to an experience

A step by step guide for importing teams into an experience using the Riipen importer

Updated over a week ago

If you are running a large experience with a large number of teams and want to ensure the accuracy of what learners are assigned to what teams and for what projects, team imports can often be the best strategy for a one time mass migration of said learners and teams into your experience.

Main benefits of team imports to experiences:

  • Easiest way to support a one time large migration of teams

  • Automatically provisions Riipen accounts as needed

  • Ensures all learners are put into teams and projects as you see fit

General

Outcomes

When importing teams into an experience, several outcomes will occur:

  • For each learner in the team, if the learner does not yet have a Riipen account, one will be provisioned for them and the user will receive an email notification letting them know their account has been created with next steps for them to take.

  • A team will be created for a given matched project.

  • Each learner will be added to the experience as a learner.

  • Each learner will be added as a member to the given team.

Any existing learners, teams, or memberships to the experience will be unaffected.

Import template

When importing teams into your experience, Riipen will accept a comma separated value (CSV) file. You can download the template file attached to this article to get you started.

Required fields:

  • Team Name

    • Type: String

    • Description: The name of the team to assign the learner to. Re-use the same team name to assign multiple learners to the same team.

  • Match ID

    • Type: String

    • Description: The ID of the match you would like to assign this team to.

  • Email

    • Type: String

    • Description: This is the primary identifier for each user in Riipen. This must be unique for each learner. This field is case insensitive.

  • Start Date *

    • Type: Date

    • Description: The start date for the team

  • End Date *

    • Type: Date

    • Description: The end date for the team

* Only applicable when timeline dates are set by teams.

Optional fields:

  • First Name

    • Type: String

    • Description: The learner's first name.

  • Last Name

    • Type: String

    • Description: The learner's last name.

How To

Prepare an import file

To import teams into your experience, follow these steps:

  1. Download the import template attached to this document. Your next step will largely be dependent on where you are wanting to import your data from. This may be from a learning management system, or a student information system.

  2. Export your data from your external system.

  3. Transform that data into the provided template to match its format.

For a full technical breakdown of import file formatting, see this article.

Run an import

The following steps can be completed by administrator of any experience.

  1. Navigate to your experience

  2. Click the "Settings" tab

  3. Select the "Imports" tab.

  4. Click the "New" button

  5. In the presented form, select:

    1. Type - Experience teams

    2. Source file - Upload your import file you have previously generated

  6. Click "Submit"

Your import file will now begin to be pre-processed. Riipen will check each record in your file for potential errors including formatting issues or missing data. You will be able to see the progress of this pre-processing on your screen now.

Once pre-processing is complete you will be shown each record of your import file and it's pre-import status which shows you how the data was interpreted by Riipen. This is a good time to check over all your data to make sure it looks correct and you haven't made any mistakes in your original import file.

Once you are happy with your import records, you can then run your import by pressing the "Run" button.

Once your import has finished running, Riipen will email you to let you know with a link back to your import so you can view the final status.

View / monitor an import

While your import is running, or at any time, you will be able to see it's progress along with each individual record and its accompanying import status which is either Success or Error. While the import is running you can safely navigate away from this page and return to it at any point to check the import status.

To return to and view an import:

  1. Navigate to your experience

  2. Click the "Settings" tab

  3. Select the "Imports" tab.

  4. Click the import you would like to monitor

Error handling

See this article for full details on how to handle import errors.

Attachment icon
Did this answer your question?