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Batch Importing Enrollments

Importing enrollments allows you to assign many students to specific courses (or sections) in a single process. To import enrollments, you must first create a tab-delimited file (.txt or .csv) that includes the required fields for each enrollment.

Each enrollment row in the file assigns a user to a course (or section). (There are limitations if you include both section and course enrollments in a single file. See Role column below for more details.) Users are identified by their User External ID, and courses (or sections) are identified by their Course (or Section) External ID. Both fields are set by the administrator and should contain a unique ID for the item. Often the External ID is the ID of the item from an external system.

We recommend that all batch import enrollments specify an Enrollment External ID, which can be used later to edit or delete enrollments using the Batch Enrollment Wizard.

Note:
BrainHoney does not enforce uniqueness of the Enrollment External ID. You need to enforce it when creating the batch import file.

Following are the supported fields for batch importing enrollments. See Domain Identifiers on how to specify different domains.

Column HeaderDescription
ActionAdd, Delete, or Edit. Defaults to Add.
FlagsNumeric number of the privilege flags for the enrollment. Use either Flags or Role.
RoleRole for the user, as defined by domain administrator, see BrainHoney Roles and Permissions. Defaults to Student for the Add action. If your import file contains a column with "section" in the column header, the import uses only roles that are defined as Section roles, otherwise, it uses Roles defined as Course roles. You cannot Add or Edit both course and section enrollments in a single import file if using the Role column. Instead, use the Flags column or create an import file for section enrollments and a separate one for course enrollments.
StatusActive, Withdrawn No Score, Withdrawn Failed, Transferred, Completed, Completed No Credit, Suspended, or Inactive. Defaults to Active.
Start DateFirst day of enrollment. Defaults to course (or section) start date. Please use the Year/Month/Day format, such as 2009/1/30 or 1999/10/03.
End DateLast day of enrollment. Defaults to course (or section) end date. Please use the Year/Month/Day format, such as 2009/1/30 or 1999/10/03.
Enrollment IdBrainHoney Id of the enrollment. The Edit and Delete action requires an id for the enrollment which can be either enrollment id, enrollment guid, or reference.
Enrollment GuidGuid for the enrollment.
Reference or External Id or Enrollment External IdExternal id (reference) for the enrollment.
User IdBrainHoney user id for the user to enroll. The Add action requires an id for the user which can be either user id, user guid, user name, or user reference.
User GuidGuid for the user to enroll.
User NameUser name for the user to enroll.
User Reference or User External IdExternal id (reference) for the user to enroll.
User Domain Id or User Domain Guid or User Userspace or User Login PrefixDomain identifiers if the user is in a different domain. See Domain Identifiers for more information.
Course IdBrainHoney id for the course to enroll in. The batch enrollment can enroll either in courses or sections, you must specify either a course or a section. The Add action requires an id for the course which can be either course id, course guid, or course reference.
Course GuidGuid for the course to enroll in.
Course Reference or Course External IdExternal id (reference) for the course to enroll in.
Course Domain Id or Course Domain Guid or Course Userspace or Course Login PrefixDomain identifiers if the course is in a different domain. See Domain Identifiers for more information.
Section IdBrainHoney id for the section to enroll in. The add action requires and id for the section, which can be either section id, section guid, or section reference.
Section GuidGuid for the section to enroll in.
Section Reference or Section External IdExternal id (reference) for the section to enroll in.
Examples

See the samples below for common file formats.

Add (Simple)

Enrolls the five users created with the "Add (All)" user import sample into the five sections created with the "Add (All)" section import sample with the minimum required fields.

User External Id,Course External Id
U1,C1
U2,C1
U3,C2
U4,C2
U5,C2
Add (All)

Enrolls the five users created with the "Add (All)" user import sample into the five sections created with the "Add (All)" section import sample with all available fields.

Action,Flags,Role,Status,Start Date,End Date,Enrollment External Id,User External Id,Course External Id
Add,,Student,,2009/1/1,2009/4/30,E1,U1,C1
Add,,Teacher,,2009/1/1,2009/4/30,E2,U2,C1
Add,2097153,,1,2009/1/1,2009/4/30,E3,U3,C2
Add,2097152,,10,2009/1/1,2009/4/30,E4,U4,C2
Add,2097153,,,2009/1/1,2009/4/30,E5,U5,C2
Add (Different Domain)

Enrolls five users in a domain with userspace of D1 into courses in a domain with domain id of D2.

Action,User Userspace,User External Id,Course Domain Id,Course External Id
Add,D1,U1,D2,C1
Add,D1,U2,D2,C1
Add,D1,U3,D2,C2
Add,D1,U4,D2,C2
Add,D1,U5,D2,C2
Edit

Modifies different fields for two existing enrollments that were created with the "Add (All)" sample.

Action,Enrollment External Id,Status,Start Date
Edit,E1,Inactive
Edit,E2,,2008/12/01
Delete

Deletes the five enrollments that were created with the "Add (All)" sample.

Action,Enrollment External Id
Delete,E1
Delete,E2
Delete,E3
Delete,E4
Delete,E5
Steps
1.

Click the Administration tab.

2.

Click the Batch import enrollments link

3.

From the Type menu, select Enrollment.

4.

Click Browse. The Open box displays. Browse and select the file and click Open.

5.

Click Continue.

6.

A verification screen displays an analysis of the import file. If there are errors in the import file, a description of the error for each row will display in the verification screen. You should also review the data at this point to verify accuracy.

You may either click Submit to continue with the import or click Cancel to cancel out of the import process, revise the import file, and try again. If you click Submit, any rows marked with an error will not be imported.

7.

Once you click Submit, the Import Complete screen displays the results of the import. Green checkmarks display by the rows that are imported, and a red X displays by each row that is not imported. The number of users imported displays at the bottom of the screen. Click Done to complete the import process.