People can be imported into the system from a tab-delimited CSV 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.
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.
Importing people
People can be added into the system, as well as updating existing staff records.
Existing records are updated by looking for people with the same name and reference number / email address.
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
The following fields are required to import a person into the system
- First name
- Last name
An example is the following:
| First name | Last name | Phone (home) | |
|---|---|---|---|
| James | Smith | my-email@me.com | (03) 9800 1234 |
Other fields which can also be imported are:
- Title
- 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)
- Preferred phone number (this should either be 'Home' / 'Mobile' / 'Work', or one of the above phone numbers)
- Group
- Date of birth
- Group ID
- 'Group name' can also be used if you don't know the group ID number
- Position
- Date joined
- Emergency contact name
- Emergency contact number
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
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.
An example would be:
| First name | Last name | Group | Visible | Cascade | Permissions | Administrator | |
|---|---|---|---|---|---|---|---|
| James | Smith | my-email@me.com | East Melbourne | Yes | No | Admin | |
| James | Smith | my-email@me.com | West Melbourne | No | Yes |
Multiple entries for the same person can exist in your file - they will continue to update the same person found.