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People can be imported into the system from a CSV (tab-delimited CSV ) or Excel file. This can be achieved by clicking 'Add person', and then selecting the 'Import from file' link at the top right of the page.

Once a file is selected, click 'Import people' to upload the file into the system and start the import process.

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If only certain information should be updated, tick or un-tick the boxes as required (eg. if you only want Skills / Qualifications information imported/updated, un-tick the 'Information on people' box).

The first row in the file should contain the column names, as detailed below.

Following this should be a list of people to be imported, with one line per person. 

General

People can be added into the system, as well as updating existing staff/volunteer records.

Existing records are updated by looking for people with the same name and email address / reference number / mobile phone number / email address date of birth.

Some reports in the system contain a person's Member ID number, which is what the system uses internally to retrieve information about a particular person. This can also be used by specifying the following column. This is particularly useful if you have several thousand people, which are likely to have the same name or reference number, or are looking to update someone's name, reference number or email address.

• Member ID

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The following fields are required to import a person into the system

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An example is the following:

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Other fields which can also be imported are:

• Title
• Suffix
• Preferred first name
• Reference number.
• Address (line 1)
• Address (line 2)
• City
• State
• Postcode
• Postal address (line 1)
• Postal address (line 2)
• Postal City
• Postal State
• Postal Postcode
• Phone (Home)
• Phone (Work)
• Phone (Mobile)
• Phone (Alternate)
• Fax
• Pager
• Preferred phone number (this should either be
  • Either 'Home' / 'Mobile' / 'Work' / 'Alternate', can be used, or one of the above phone numbers
  )Email
• Email
• Email alternate
• Email preference
  • Either 'Main', or 'Alternate' can be used, to refer to the 'email' or 'email alternate' columns
• Group
• Date of birth
• Group ID
  
  • 'Group name' can also be used if you don't know the group ID number
• Position
  • The 'Type' field is set automatically based on the position specified
• Date joined
• Gender
• Emergency contact name
• Emergency contact number
• Emergency contact number

Qualifications

Qualifications can also be added into a persons records at the same time. The following columns should be used when importing qualification information;

• Qualification
• Date attained
• Expiry date
• Provider
• Certificate no

Qualifications can also be referred to by the 'Qualification ID', rather than by name. If you would rather use this approach, please specify 'Qualification ID' instead of 'Qualification'.

The system will try to match up existing current (non-expired) qualifications by matching up the qualification (by qualification name or qualification ID number) and the date of attainment. Any which are found will be updated with the details retrieved. Any information which is not included in the imported list will not be changed in the existing qualification details.

Other groups & Security

People can also be allocated to other groups which you may have setup through the import facility - this is especially useful when a large number of groups have been setup - the following fields can be used;

• Group ID
  
  • 'Group name' can also be used if you don't know the group ID number
• Permissions
  
  • This can currently set 'admin' permissions by specifying 'admin' in the column, or remove all permissions by specifying 'none' in this column.
• Visible
  
  • This should be set to either 'Yes' or 'No', to specify if a person should be shown (visible) when listing people in the group, or if they are part of the group only for administrative reasons
• Cascade
  
  • This should be set to either 'Yes' or 'No' to specify if a person should have access to all groups beneath the one they are being added to.
• Administrator
  
  • This should be set to either 'Yes' or 'No' to specify if a person should be an administrator of the group.
• Send random password
  • This emails a new password to anyone with 'Yes' in this field and also sets their account status to 'Active'.

An example would be:

Multiple entries for the same person can exist in your file - they will continue to update the same person found.

Permissions

Permissions can be set in bulk by specifying one or more of the following columns;

• Event permissions
• People permissions
• Resource permissions

The following should in entered in the table for one of the above columns;

• View
  • This sets the permission to 'View'
• View all
  • This sets the permission to 'View all'
• Modify
  • This sets the permission to 'Modify'

Note - for permissions such as 'Events' and 'People' where there are multiple types, the permissions will be set to be the same across all types (eg. If you have 'Staff meetings' and 'Community events' as event types, the permissions for both of these will be set to 'Modify' if 'Modify' is set for that person & group.

For example;

Additional Groups

People can be added to one or more groups at once by specifying 'Additional Group', or 'Additional Group ID'. The column can be listed multiple times if needed - eg;

...

• 2
• Emergency contact address (line 1)
• Emergency contact address (line 2)
• Emergency contact address city
• Emergency contact address state
• Emergency contact address postcode
• Allergies
• Dietary requirements
• Medical conditions
• Roster notes
  • Comments/notes which are shown when the person is rostered to events
• Notes
• Recruitment source
• Bank name (for payroll)
• Bank BSB
• Bank account number

Notes can be added to any existing 'notes' by using the following column;

• Add to notes

Archived / On-Leave

The following fields can be included if people being added/updated via the import process are archived or on-leave;

• Status (this should be one of the 'Status' options when editing someone's details)
• Date resigned
• Date returning from leave
• Archived reason
  • The same field is used for both the 'reason' someone has resigned, as well as the 'reason' someone is 'on-leave'

Note: If no 'status' column is included, and someone in the list of people being imported is currently archived, they will be set to "Active".

Qualifications

Qualifications & licence information can be imported with personal details - click for more details

Preferences

Preferences for individuals can be set by using the following fields;

• Notify of roster change
  
  • This should be one of the following settings (explained in the preferences page):
    
    • No notification
    • Only for expressions of interest to attend
    • Any roster additions and withdrawals
    • All roster changes
• Rostered event reminders
  
  • This should either be 'Yes', or 'No'. Leaving this field blank will not make any changes to a persons preferences
• Send weekly email
  
  • This should either be 'Yes', or 'No'. Leaving this field blank will not make any changes to a persons preferences
• SMS Notifications
  
  • This should either be 'Yes', or 'No'. Leaving this field blank will not make any changes to a persons preferences
• Email Signature 

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• Notify me when new events are added
  • This should either be 'Yes' or 'No'. Leaving this field blank will not make any changes to a persons preferences

Setting Permissions & Adding people to groups

Permissions can be set and people can be added to multiple groups through importing details - click for more details