In Tovuti, use the User Importer to provide Course and/or Certificate completion while importing Users to the LMS, or later as an update.
This article outlines the following concepts:
Template Configuration
Go to People > Click User Importer > Click New
Give the Import Template a Title.
Toggle No on "New Password for Existing Users."
Select User ID, First Name, Last Name, Username, and Email in "Standard User Fields" to build this import template.
Near the bottom of this page, toggle Yes on "Include Certificates/Badges."
Select the awards to be granted below.
To select multiple awards, hold the "Ctrl" button and click multiple items.
Additionally, Course Completions are included on this page.
Toggle Yes on "Include Course Completion" > click Select Courses > select the desired courses.
Click Save.
The Course and Certificate must be previously created in Tovuti to be awarded. Award progress or certificates cannot be assigned to courses that are not included in the system.
Download Template
From the User Importer top menu, click Download CSV Template.
Edit Import File
Open the downloaded CSV Template > Enter the date on which the items should be earned (e.g. 02/04/2019).
Enter the User ID, First Name, and Last Name from existing users, and enter a date for the Course and Certificate.
Editing or removing any of the pre-populated column headers in the CSV template causes a failed upload. If additional columns are needed, return to the User Importer, add the additional fields and groups, and then download a new CSV template.
Include the MM/DD/YYYY format for course completion and MM/DD/YYYY for a certificate award date - one does not trigger the other. Each value needs its own date.
Upload Import File
Click Import User CSV > click Select a File... > select the previously downloaded and edited template to be uploaded.
To get the User ID, go to the User Manager and find the User ID column on the far right of the User Manager.
Use Cases
The following are possible general use cases for utilizing this feature:
Migrating completion records from a previous LMS
An organization that has recently switched to Tovuti from another LMS needs to retain historical course completions and certifications for compliance tracking.
This feature is useful because:
-
Admins can import user records in bulk and backdate completions to reflect accurate training histories.
-
Previously earned certificates can be imported so users don’t lose access to important credentials.
-
The Importer eliminates the need to recreate users manually or edit records one-by-one.
Example Use Case
The admin exports completion records from their legacy LMS and uses the downloaded Tovuti CSV template to populate each user’s User ID and assign course completions dated “04/10/2023” and certificates awarded on “04/15/2023.” After uploading, users see their full learning history reflected correctly in their dashboards.
Awarding completions from in-person or hybrid sessions
A training department delivers several in-person courses and wants to record those completions in Tovuti afterward so that learners receive certificates and can track their progress digitally.
This feature is useful because:
-
Admins can update multiple existing users with completions at once using a single import.
-
Earned certificates from in-person participation are stored in one centralized location for reporting or verification.
-
Awards can be tied to official program milestones, like onboarding completion or skill certification.
Example Use Case
After conducting a live leadership workshop, an Admin enters the User IDs of attendees into the CSV template, marks the course completion as “06/20/2025,” and selects a Leadership Certificate to award. Once imported, all users receive a digital certificate and the course is marked complete in Tovuti.
Bulk-assigning completions after system downtime or process delays
A company experiences a system error during a recent auto-enrollment period and needs to retroactively apply course completions and badges for affected users.
This feature is useful because:
-
The importer provides a quick recovery option without needing learners to retake training.
-
Completions and awards can be imported without disrupting existing user credentials or logins.
-
It ensures internal records and reports remain consistent for audit or compliance purposes.
Example Use Case
An Admin pulls a report of users who completed “Data Privacy Essentials” during the outage window and enters completion dates of “05/01/2025” in the template. A “Privacy Pro” badge is also assigned. After upload, learners’ records reflect accurate completions with no further manual entry needed.