The administration tab has one function: to let you upload a file of learner data into the LNAAT. Only people with the organisation administrator role can view the administration tab. It is not visible when logged on to the LNAAT with another role.

The administration tab provides the facility for bulk upload of learners and/or educators and/or groups into the LNAAT. This means you can create learners, educators and groups, and assign the learners and educators to the groups (or other variations), in a single operation.

Uploading learners, creating educators and groups within the LNAAT

Only organisation administrators can add learners and create educators and groups within the LNAAT. Creating educators and assigning them to groups of learners is a key part of the organisation administrator's responsibilities when setting up an organisation within the LNAAT.

Generating a practice upload file

You don’t need to use practice learners when creating a practice upload file. In 2025, a new “validate only” option was added to the administration tab. This lets users check if an upload file can be validated. If issues are encountered, the LNAAT will produce an “error” logfile.

When a file is ready for upload, select the “validate and upload” option.

If required, you can obtain five practice learners from the Help File when logged in to the LNAAT as an organisation administrator: Go to the administrators tab, click on “File format for Bulk Uploads”, then click on the “Learner_Only_Upload.csv” link.

When creating a .csv bulk upload file, data must be accurate and consistent

There are both mandatory and optional fields within the .csv bulk upload templates. Note that the data entered into NSN field must be unique. The upload process will produce an error report – advising the learner records are causing an error – if two users within the same upload have the same NSN number.

Bulk upload .csv file size limitations

The LNAAT can hold an unlimited amount of data (learner, educator and group records), however, an upper limit of 5,000 has been placed on the .csv file bulk upload function. This is to reduce the risk of system overload at any given time.

If your organisation needs to upload more records than this, you can create multiple upload files and then upload each file, one at a time.

Including existing learners within a bulk upload .csv file

If the learner is the same – as identified by their NSN – then all that will happen in the second upload is that the user details will be updated with any changed details.

Note that previous group memberships are not deleted. For example, a learner who had been a member of group “Carpentry 101 2011” remains a member of that group if/when they are added to “Carpentry 201 2011” in the second upload.

Integrating the results from the LNAAT with your organisation’s current dataset and records

You can export LNAAT results as a .csv file. Along with the assessment results, other data such as a learner's name, SMS ID, and NSN can also be included.

Depending on the functionality available in the student management system (SMS), your organisation could match the exported data with its current SMS dataset and import the LNAAT data.

It’s also possible to export reports in several formats, creating the possibility of Learning Management System integration if you need this.

Importing learners and educators from a file

Under the administration tab, you can upload learners, educators and groups into the LNAAT, as well as assigning learners and educators to groups in a single operation.

The structure of the upload file allows you to mix and match the creation and assignment process according to your needs. You can do any of the following in combination:

• create learners
• create educators
• create groups
• create and assign learners to groups
• create and assign educators to groups
• create and assign learners and educators to groups.

The format of the upload file is explained at File Format for Bulk Uploads, and sample files are provided for you to modify with your own data, to make this process easier.

In 2025, a new “validate only” option was added to the administration tab. This lets users check if an upload file can be validated. If issues are encountered, the LNAAT will produce an “error” logfile. When a file is ready for upload select the “validate and upload” option. Once you have created a file (in CSV format) with the correct sections and data in it, the process for uploading is as follows:

1. From the Administration tab, select “browse”, then navigate to the CSV file.
2. Select the file, then select “validate only” or “validate and upload”.
3. The LNAAT will process the file, and, if it is in the correct format, you should see a message telling you how many learners and/or educators have been created and the number of new groups in the LNAAT. If you selected “validate only”, you will see confirmation of whether the file was validated or an error logfile will be displayed.

Note: If any learners were previously enrolled at the organisation and removed, you will be alerted with this information, and the learner(s) will be reconnected to the results of any assessments they sat before they were removed.

If the file contains errors, you will be presented with a report on them and will need to resolve them and then upload the file again.

Online help for the administration tab

Within the LNAAT, the Organisation Administrator's Help Guide has further useful information relating to the administration tab, including:

• Adding users to the system
• Reinstating learners that have left the organisation
• File format for bulk uploads
• Ministry of Education ethnicity codes