ClearCompany Learning: Bulk Log Completion Upload Guide

This guide walks you through the process of uploading bulk completion records for learning objects assigned through recurring assignments. Use this method when you need to credit completions for training completed outside the system or when processing multiple completion records at once.

In this article:
When to Use this Process
Before you Begin
Assignment Batch ID
Download the Upload Template
Fill in the Template
Save and Upload Your File
Review Upload Results
Verify Completions
Troubleshooting
Additional Resources

When to Use this Process

• Logging completions for instructor-led training sessions
• Crediting external training (conferences, certifications, field training)
• Processing historical completion data
• Handling 10+ completion records at once
• Recording completions for learners who completed training offline

Before You Begin

You will need:

• Superadmin access to ClearCompany Learning
• The assignment batch ID for your recurring assignment
• Usernames for all learners receiving completion credit
• The learning object code for the training being credited
• Completion dates and times for each learner

Step 1: Find Your Assignment Batch ID

1. Navigate to: Administration > Assignments > Manage Assignments.
2. Locate the recurring assignment you need to process completions for. Remember: Each recurrence creates a separate batch—make sure you select the correct date.
3. Click on the pencil icon next to the assignment batch to open it.
4. Look at the URL in your browser address bar, find "abid=" followed by a number (example: abid=12345).
5. Write down or copy this batch ID—you will need it for your upload file.

Tip: The batch ID is specific to each recurrence period. If you have monthly recurring assignments, January and February will have different batch IDs.

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Step 2: Download the Upload Template

1. Navigate to: Administration > Learning Objects > Log Completions.
2. Click Bulk Record Import.
3. On the Bulk Record Import page, click Download Example.
4. Save the CSV file to your computer.
5. Open the file in Microsoft Excel or Google Sheets.

Step 3: Fill in the Template

The template contains several columns. Here is what you need to fill in for each learner:

Critical Formatting Requirements

• Status must be lowercase "complete" (not "Complete" or "COMPLETE").
• Dates must use YYYY-MM-DD format.
• Times must use HH:MM:SS format (24-hour time).
• Batch ID must exactly match the ID from Step 1.
• All required columns must be filled in for each learner.

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Step 4: Save and Upload Your File

1. Save your completed spreadsheet as a CSV file.
2. Return to the Bulk Record Import page in ClearCompany Learning.
3. Click Choose File and select your saved CSV.
4. Review your file one more time before uploading.
5. Click Upload and Continue.

Step 5: Review Upload Results

After uploading, the system will process your file and show you a confirmation screen.

• If successful, you will see a message showing how many records were successfully imported. Your completions are now logged and will appear in learner transcripts.
• If Errors Occur: The system will tell you which rows failed and why. Common issues include:
  • Incorrect date or time formats.
  • Usernames that do not exist in the system.
  • Object codes that do not match any learning objects.
  • Missing required fields.
  • Batch ID does not match an active assignment.
  • Correct the errors in your spreadsheet and re-upload only the failed rows.

Step 6: Verify Completions

After a successful upload, verify that completions were processed correctly. Navigate to: Administration > Users/Groups > Users.

1. Select one of the learners from your upload file.
2. Click the pencil tool to edit their profile.
3. Click the User Object Records tab.
4. Look for the learning object you uploaded.
5. Verify that the completion date, time, and batch ID are correct.
6. If the completion appears correctly, your upload was successful. The completion is now credited to that learner for the specified assignment batch.

Troubleshooting

If completions do not appear after uploading, check the following:

• Username was entered exactly as it appears in the system (case-sensitive).
• Object code matches the learning object exactly.
• Batch ID matches the assignment you intended to credit.
• The status field shows lowercase "complete".
• Date and time formats follow YYYY-MM-DD and HH:MM:SS specifications.
• If you have verified all of the above and completions still are not appearing, contact ClearCompany Support for assistance.

Additional Resources

ClearCompany Learning: Recurring Assignments Based on Historical Records
ClearCompany Learning: Logging Completions