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.
A Role and at least one sub role must be selected. These selections are used for:
Role currency also only affects new person records:
By default, only standard fields are imported/updated. These relate to (some of the) information that can edited via the Personal Details tab of the Person Edit screen. If the Import Custom Fields option is checked then custom field data can also be imported/updated. These are fields defined under the People...Person Custom Fields menu item. Custom fields can be defined by and organisation or its parent organisations, and fields can be restricted to only apply to certain Person Roles and or sub roles. Custom field information can also edited via the Custom fields tab of the Person Edit screen.
Note - more detailed information is presented under following sub-headings below.
Click the Browse button and select the file you wish to import.
Files can be imported in any of the following formats:
Note: If removing rows of data from Excel, make sure that the row is deleted rather than just clearing the cell contents. Even though the rows may look empty, Excel sometimes considers there to be data in to cells which can affect the import. If the import is giving problems and the data looks correct, try saving the Excel file as a CSV or TSV file, and trying to import in that format. |
Note: If there are commas in the data (e.g.) in an address field, this format cannot be used. In this case convert to Excel or TSV format. |
Note: Data downloaded by clicking the Download import file template link will be in tab delimited format, with a header row. |
Further information about whether a field is mandatory, and the allowable values can be found within the_Required file format and validation rules_ table which displays during the import process. The same validation rules apply irrespective of whether records and added/modified using the bulk import process, or manually editing records one by one using the person edit screen.
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. |
|
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. |
|
|
20+ |
Custom Fields - as many as required. |
Text |
*Custom fields are only imported if the Import Custom Fields option is checked. |
The number of records (i.e. rows within the file) that can be imported in one 'batch' is limited to 100 if not importing custom fields, and to 50 if custom fields are being imported. If you have more than this to import, after the first import, simply remove the imported rows from your import file, then reimport the file again. Repeat this until all rows are imported.
Use the Download import file template function to generate a file in the correct format - which may optionally include current data to update.
The Role/Sub-Role and Role Currency selections affect how new records are imported. These options are ignored for existing records.
When the Import records with current roles option is selected, the selected Roles/Sub-Roles are added to the record (in effect making them 'active' within the organisation). This option is used to import current participants (e.g. players who are still playing with a club).
If the Import records with no roles option is selected, then the following applies:
This option is used to import participants who are no longer active in the organisation (e.g. past players being imported to update data from previous seasons).
These options determine the behavior when updating existing records from the import file. It is not relevant for importing new records.
|
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 |
|
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 |
Once all options have been selected, including the file to import, click the Next button. The system will validate your choices, and if import is possible, a preview screen will display. This screen lists data for the records present in your import file, and gives an indication of what the values of each field will be after the import. Note: No import has occurred at this time. Each row is colour coded to give an indication of the actions that will take place:
|
A new record which will be added to your person list |
|
|
An existing record which will be modified in your person list |
|
WHITE |
An existing record which has no changes, and will not be modified |
|
|
A record which has an error, and will not be imported/modified. This may be due to a number of reasons such as creation of a duplicate record, failure of various validation checks, or the fact that the organisation may not have the access to edit an existing record. |
At the Preview screen you can click the Prev button to return to the first screen to change import options. Or, you can make changes to the import file, and click the Reload data from file button to reload into the Preview screen.
Once you have reviewed the data in the Preview screen, click the Import Data button to save your changes to the database. Any records that have been marked as in error (in red) will be skipped. Once imported, changes cannot be undone, although data can be re-imported, and/or individual records can be edited in the usual way. A final confirmation screen displays after import which indicates the import status of each row with colour coding the same as in the Preview screen.