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.
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 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
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:
| 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.
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;
| First Name | Last Name | Additional Group | Additional Group |
|---|---|---|---|
| John | Smith | Western Region | Northern Region |
| Mary | Jones | Northern Region |
The person importing data needs to have access to add people to the groups specified in the file being imported. Any groups present in the file which the user doesn't have access to will be ignored.
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
- This should be one of the following settings (explained in the preferences page):
- 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