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Go to Mode: Organisation or Competition Participation Menu: People > Bulk Person Import
This page primarily allows the import of new person records, but can also be used to bulk update certain information for existing records. A file (in a particular format) can be uploaded which can contain a mixture of new (which have no ID supplied) and existing (which have an ID supplied) person records. New records are added to the person list, whereas existing records are modified. A number of data validation rules must be satisified before data is changed.
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- These roles are added to any new records. Existing records do not have their roles modified. Note: the Bulk Change Roles screen can be used to change roles of existing records.
- If the Import Custom Fields option is checked, then custom fields that apply to these roles can be imported.
- Selecting the person records that are included in the import file template that can be downloaded
Role currency
Role currency also only affects new person records:
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Special notes about importing information
- Any records supplied without an ID are treated as new records. However validation checks are carried out when importing to make sure duplicate records are not created.
- Records supplied with IDs are treated as updates. Checks are carried out to make sure the record can be updated. Any changes to first and last names are ignored, as these can only be done by individually editing eeach person record.
- When importing/updating custom fields the CSV format cannot be used, and the file MUST have a header row.
- There are limits to the maximum number of records that can be imported in one batch - see below.
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Field number | Abbreviation | Definition | Allowable values |
|---|---|---|---|
Standard fields | - | These fields MUST be supplied, in this order, and the header/field name (if provided in the import file) is ignored. |
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1 | ID | The person's ID. This is a 7 digit number that can best obtained by generating an import template (see below). | Integer- leading zeroes are ignored, or left blank. |
2 | First Name | The person's first name. For existing records any changes to this field are ignored. Must be supplied for new records. | Text |
3 | Middle Name | The person's middle name(s) (or initial). | Text |
4 | Last Name | The person's last name/surname. For existing records any changes to this field are ignored. Must be supplied for new records. | Text |
5 | Address1 | Person's street or postal address. Use as many of these as required. | Text |
8 | Suburb | Suburb, or city/town related to address. | Text |
9 | Postcode | Postcode/zipcode related to address. | Text |
10 | State | State (or county) related to address. | Text |
11 | Country | Country related to address. | Text |
12 | Date of birth | Date of birth for person. Allowable formats: d/m/yyyy (eg 3 April 1963 is 3/4/1963), yyyy/m/d (eg 1963/4/3), formats such as Apr 3, 1963 also allowable. Hyphens - may be used instead of slashes /. Please use the full year (1963 instead of 63) and avoid the US style m/d/yyyy format. | Date format as listed. |
13 | Home | Phone numbers for person. Mobile phone numbers should be specified as they would be called from your country - avoid international and other codes. | Text |
16 | Email address | Email address for person. Recommended. Must be a valid email address. Multiple addresses can be entered by separating with a semi colon (;) - eg: fred@example.com;fred@work.com | Text |
17 | Gender | Preferably enter M or F. Anything starting with M or F is accepted, anything else ignored. | Text |
18 | Next of Kin / Emergency Contact - Name |
| Text |
19 | Next of Kin / Emergency Contact - Number |
| Text |
Custom fields | These fields MUST follow all standard fields, order is not important, but the header/field name as obtained from the downloaded template must not be changed. Custom fields that are not required to be uploaded/modified can safely be removed/omitted from the import file, and any data in such fields will not be changed within the system. |
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20+ | Custom Fields - as many as required. | Text | *Custom fields are only imported if the Import Custom Fields option is checked. |
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These options determine the behavior when updating existing records from the import file. It is not relevant for importing new records.
Replace data for existing records only where new data is provided - only fields that have been provided in the import file AND are different from existing data will be written. This option means that you can leave fields blank in the import file without overwriting existing data. Example:
Home phone
Work phone
Mobile phone
Value for Player X in database
9399 9999
9488 8888
0411 111111
Value for Player X in import file
9877 7777
(blank)
0411 111111
Value for Player X in database after file is imported
9877 7777
9488 8888
0411 111111
Replace ALL data for existing records - any blanks in the import file will be written, which could lead to loss of data. Use with care! Example:
Home phone
Work phone
Mobile phone
Value for Player X in database
9399 9999
9488 8888
0411 111111
Value for Player X in import file
9877 7777
(blank)
0411 111111
Value for Player X in database after file is imported
9877 7777
(blank)
0411 111111
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