Enrolling People

Manage User Enrolment in a VU Collaborate Space.

Bulk Enroling Staff into Spaces

This guide will demonstrate how to bulk enrol teaching staff into VU Collaborate spaces in different roles. You can enrol other staff members if you are a Block Instructor, Block Convenor (Delivery Space) or Block Key Academic (Master Space) but only in the same type of role or with fewer permissions in that particular space. For example, if you are a Block Instructor, you can enrol other Block Instructors, Tutors, Support Staff and Space Reviewers.

To see what each role can do in a given space, see the Help Guide User Roles Explained.

The following are the steps for enrolling people:


Step One: Create an Import File

To create a new import staff file, you can create them from your Microsoft Excel or Google Sheets application. Depending on which space you would like to add staff, the formats will be different.

The import users function currently supports Text Files (.txt or .csv) only. Files must be in ASCII format, not Word (.doc) or Rich Text (.rtf)

Option 1: Import File for Master Space

Create two fields and columns that indicate 

  • Staff ID (number only, no e-prefix) and
  • Staff Role.

bs example import file master space

Option 2: Import file for Delivery Space

Create three fields and columns that indicate 

  • Staff ID (number only, no e-prefix),
  • Unit Section Code: a unique shortcode (characters and numerical) to identify each section. For the example below, the section code is 01234-U-12345.
  • Staff Role.

bs example import file delivery space

Obtain Section Code for Delivery Space

1. To obtain the unit Section Code, you would need to navigate to the Space Admin menu and select Sections.

bs select section from space admin

2. In the Manage Sections window, you can see a list of unit sections that contain Section Names, Code and Number of Users/Students.

It is recommended to enrol teaching staff into the section name that has the unit code.

3. Highlight the section code (e.g: 354719-U-AAA5011), then use

  • hotkey Ctrl+C, or
  • right-click and select Copy.

bs select the section code


Step Two: Save your file as CSV

After all the details have been provided, save your spreadsheet as a CSV file.

Here are some instructions to save your spreadsheet as CSV:


Step Three: Upload the import file into Classlist

1. In your space, select Classlist from Space Admin.

space admin classlist

2. Select Add Participants drop-down menu and click on Import users from a file on your computer.

bs import users from button

3. In the Import Users From File page,

  • Scroll down to the Import file, and click on Choose File (1) button.
  • Optional - If the Send email (2) function is ticked, it will automatically notify newly added staff via email. 

bs import users options

4. When complete, select Import to upload your staff list.

bs import button

An example of the email sending to users option.

screen 10 sample email notification 


Troubleshooting error messages from import files

When uploading the import (CSV) file, you might encounter some error messages from the system below.

Screen 11 error message

Please find some of the common messages and explanations below to troubleshoot your issue.

Error MessageMeaning
The specified user is already enrolled in this org unit  The staff is already enrolled in the unit shell.
You do not have permission to enrol this user. You don't have permission to enrol staff into that specific role (as a block instructor, you cannot enrol a block convenor)
You do not have permission to create this user The provided staff ID is incorrect
 The specified section is not valid  The section code is incorrect


Further Support

Contact us This email address is being protected from spambots. You need JavaScript enabled to view it., for information and resources on technology-enhanced learning, or visit VUCollaborateHelp.vu.edu.au.
Contact ITS Service Desk on (03) 9919 2777 or via self-service servicedesk.vu.edu.au for technical support.

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