Importing people

3 min

People can be imported into the system from a CSV (tab-delimited) 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.

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 / 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

 

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

Email

Phone (home)

First name

Last name

Email

Phone (home)

James

Smith

my-email@me.com

(03) 9800 1234

 

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

    • Either 'Home' / 'Mobile' / 'Work' / 'Alternate', can be used, or one of the above phone numbers

  • 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 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

  • HR Employee ref

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

      • 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 

  • 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

 

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