HR Sync Automated Routines FAQ's


Question:  When does the FTP learner Sync run?

Answer:  The FTP Learner (Employee) Sync runs: 11:00 PM, 12:00 AM, 1:00 AM, 2:00 AM and 3:00 AM Pacific Standard Time. Every time the FTP sync runs, it will process any CSV files that have not yet been processed.


Question:  Are there any other nightly routines that are associated with the FTP Learner Sync?

Answer:  Yes, learners added to the LMS using the FTP Sync will be added to any Course Tracks that they meet the criteria for. The Course Tracks Routine starts at 3:00 AM Pacific Standard Time. Automatic Email Updates run at 5:00 AM Pacific Standard Time. To ensure that any learners added in the FTP Sync are included in the nightly Course Tracks routine, make sure to upload your learner data by 2:00 AM Pacific Standard Time at the latest.


Question: What happens to my .csv file after it has been imported into Emtrain?

Answer: After the file has been imported, the file will be moved from the import queue to your “Imported” directory.


Question: If I have a custom date field in my .csv file, what format should it be in?

Answer: The required date format is YYYY-MM-DD. If the dates are formatted differently, the values will not be written to the field.


Question:  What are the mandatory fields for my FTP sync?

Answer:  The mandatory fields are listed in the table below. Note that any Custom Learner Data fields you add will need to be included as well. Fields are arranged in alphabetical order.

Column Header



Use “1” for Active and “0” for Inactive.

If “1”, the Learner will be able to receive assignments and notifications.

Usually “0” is used to indicate that the Learner is Terminated or On Leave of Absence. 

Email Address

Email address where the Learner will receive training notifications.

First Name

First Name

Last Name

Last Name


This field must contain either

  • USA 2-letter State code (ie TX, NY, CA)

  • 3-Letter Country code (ie GBR, JPN, DKN)

Login Name/email address

The Login Name must be unique. Login name has minimum of 4 characters. It can be the Learners’ Email Address, or another other convention designated to be the Login Name. The Learner will not be able to change their username


The Password must contain at least 4 characters.

Supervisor Status

Use “1” for Learners that should view the “Supervisor Version” of Emtrain courses, else “0”.


Question: Can I upload more than one CSV file?

Answer: You can upload multiple CSV files into the FTP folder. Each file must have a unique filename.


Automated Routines schedule:

FTP Learner Sync: 11:00 PM, 12:00 AM, 1:00 AM, 2:00 AM and 3:00 AM Pacific Standard Time

Course Tracks: 3:00 AM Pacific Standard Time

Automatic Email Updates: 5:00 AM Pacific Standard Time


Last updated 5/10/2016