You can import learners to Learner Management via CSV file or HRMS sync. This article covers the CSV import process and how to export your learner list.
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Importing via CSV
You can import data to Learner Management via HRMS sync or via a CSV file. Besides adding new learners, a CSV import can also complete profiles that are missing names or details.
CSV is a delimited text file that uses a comma to separate values. 7taps requires you to use this template — custom files are not supported. The file can contain up to 50,000 rows. The file uploads only if all required fields have values.
Step 1: Download and open this template. If you're on a Mac, edit it in Google Sheets rather than Numbers — Numbers saves in a different format that can break the file on export.
Step 2: Fill in the columns. Don't change the column names.
Field | Required | Notes |
ID | Optional but recommended | Unique identifier used to update existing records on re-upload. Can be a number, a code, or an email. Without it, each upload adds new entries instead of updating existing ones. Pro tip: you can match IDs with those in your HRMS. |
First Name | Required | Capitalize for clean display in course content. |
Last Name | Required | Capitalize for clean display in course content. |
Required if no phone | Must be valid — invalid addresses cause delivery failures. | |
Phone | Required if no email | Any format; keep it consistent across your file. |
Location | Optional | Any format. If the value contains a comma, wrap it in quotes: "USA, Florida" |
Team | Optional | Any format. Same comma rule applies: "Marketing, Remote team" |
Job Title | Optional | Any format. You can also populate this column via HRMS sync. |
Date of Hire | Optional | Any format. You can also populate this column via HRMS sync. |
Group | Optional | Add as many Group columns as you need — as long as the total number of columns in your file doesn't exceed 100. A learner is only added to a group if that column has a value. One learner can be in multiple groups. |
If any rows have missing or invalid data — a missing name, email, or phone number — an error screen will appear listing exactly which rows need attention. Fix your file and try again. If everything is valid, a preview will open showing what the import will do: which learners will be added as new records, which will stay intact and which existing ones will be updated. Confirm to apply, or cancel and go back.
When the import is complete, 7taps creates a group named CSV Import yyyy-MM-dd HH:mm in your Learner Management. You can find it any time under Learners → Groups — rename it or reuse it for future sends. To update learner details, go to the People tab in Learner Management, filter by that group, and edit from there.
Don't have full learner data yet?
The CSV template requires first name, last name, and at least an email or phone number. If you're working with an incomplete list — maybe you only have phone numbers, or you haven't collected names yet — you don't have to wait to get training out.
Go to Learners → Add learners → Manual import → Paste contacts and paste a list of email addresses or phone numbers. Valid contacts are added immediately and you can share courses with them straight away.
When you paste contacts, 7taps automatically creates a group named Pasted list yyyy-MM-dd HH:mm in your Learner Management. You can find it any time under Learners → Groups. This means you can reshare the same course with the same people in a few clicks — just pick that group from the sharing window next time. You can also rename the group or add people to it. To fill in missing names and other details, go to the People tab in Learner Management, filter by that group, and update from there.
💡 One thing to keep in mind: without names attached to those contacts, your analytics and reports will show email addresses or phone numbers instead of people's names. That's enough to track who completed what, but it won't look great in a report you're sharing upward, and the longer you leave it, the harder it gets to work out who those contacts were. This is why adding people with full details, via CSV import or HRIS sync, is the better starting point where you have the option.
When you're ready, you can go back to that group in Learner Management and complete their profiles — the activity history stays intact and gets tied to the proper records. So it's a good way to get training moving immediately, with the intention of filling in the rest when you have it.
Exporting your learner list
You can download your learner data at any time from the Learners section.
Go to Learners in the top navigation. On the People tab, at the top right, you'll see the Export CSV button. Click Export CSV. You'll see three options:
Visible columns — exports the columns currently switched on in your table, so the file matches exactly what's on screen. Before you confirm, it lists how many columns are included and names them.
Learner data — exports contact details: names, emails, phone numbers, location, team, and group assignments.
Analytics report — exports progress data: course activity, scores, and engagement metrics.
To choose what goes into a Visible columns export, set up your table first. In the Learners tab, click the gear icon at the far right of the table header row. You'll see columns like Job Title, Date of Hire, Phone, and Location. Switch columns on or off to update the table, then export.
For each option, choose your scope:
All learners — exports your full learner list
Filtered learners — exports only the learners currently shown by your active filters
Selected learners — exports only the learners you've manually selected
Note: All learners appear in a standard export. If some entries look incomplete — missing names, contacts, or other details — it's because those learners were added via paste contacts or opened a course through a generic link with SSO enabled. To update them: go to Learners, filter by Groups → Without profile, export that selection, fill in the missing data, and import the file back. This is quicker than updating learners one by one.
Common Questions
Q: I don't see the Export CSV button. Where is it?
Check which tab you're on. Export CSV only appears on the People tab in Learners. If you're on the Groups tab you won't see the export option.
Q: What's the difference between importing via CSV and pasting contacts?
CSV import requires full names plus an email or phone number. Paste contacts works with just emails or phone numbers, so it's the quicker way to start when you don't have full details yet.
Both methods create a group in Learner Management that you can find, rename, and reuse from Learners → Groups — CSV imports are named CSV Import yyyy-MM-dd HH:mm, pasted contacts are named Pasted list yyyy-MM-dd HH:mm.
We recommend adding people with full data, via CSV import or HRIS sync, whenever you can. It keeps your data and analytics neat and export-ready. If all you have is emails or phone numbers, pasting is a fine way to get going, but plan to complete those profiles at some point. Until you do, your analytics and exports show email addresses and phone numbers instead of names. That makes reporting harder, and it means more admin work later to work out who those people were. You can fix it whenever you like: export the Without profile group, fill in the missing details, and import the file back.
Q: Some people show up in Learners without a profile. How do I turn them into full learner profiles?
A learner has no profile when 7taps only knows their email or phone number. This happens when contacts are added by pasting, or when someone opens a course through a generic link with SSO enabled.
The fix takes a few minutes. Go to Learners, filter by Groups → Without profile, and export that selection. The file comes with each person's 7taps ID. Fill in the names and details, then import it back. 7taps matches everyone by ID, so their records get updated — no duplicates, and all activity history stays in place.