Updating Learners

Unfortunately, it is not yet possible to make direct changes to participants' records within LMS+. You can easily correct or update your participants' data (such as names, departments, locations, or IDs) in bulk at any time. To do this, simply use your original CSV file and upload it again after making the adjustments.

The system will then perform an automatic synchronization, updating existing profiles instead of creating new users. Learning progress and certificates will be fully preserved.

Step-by-Step Instructions

1. Edit the original file: Open the local CSV file from your original import (e.g., in Excel or Google Sheets) and make the desired changes (e.g., correcting typos in names, adjusting departments).
2. Save as CSV: Afterwards, save the file again in CSV format (UTF-8) to guarantee that special characters and umlauts are displayed correctly.
3. Upload the file: Simply upload the adjusted file again in the administration area using the Add learners button.

Important Rules for Synchronization

• The email address must not be changed directly in the CSV file: The email address serves as a unique key (identifier) for the system. During the upload, the system uses the email address to check whether a person already exists and then updates the remaining fields. If you change an email address directly in the CSV file, the system will no longer recognize the person, will treat it as a "new user," and a second account will be created.
• Fields cannot be emptied: With this update method, fields can only be overwritten, but not deleted or emptied. If a field is left blank in the CSV file, the system will simply retain the old information. If you want to remove an piece of information from the system, please use a hyphen (-) as a placeholder in the CSV cell instead.
• No automatic deletion: Persons you remove from the CSV file will not be deleted automatically in the system. They will remain in your overview.
• Local archiving recommended: Since a direct system export of your learner data is currently not possible, we recommend that you always archive the most up-to-date version of your CSV file well-structured locally on your computer.

Correct procedure for an email address change:

• Archive the previous user with the old email address directly in the platform.
• Enter the person with their new email address into your CSV file and perform the upload.

Important: Training courses already completed and certificates from the original account will remain fully preserved in your training cycles and reporting.

Note that this page is about how to update learner data directly in LMS+. 
If you do run a user synchronization with in LMS+ please see Microsoft Entra ID Integration.