How To: Import Resource Unavailability

Search for a solution
 

Warning: We highly recommend and always suggest that you run an Import Job on your test platform first, before you upload the data on live.

To learn how to complete an Import Job, click here.

Creating the Import Profile

First, you need to create an Import Profile to user for the upload. Click here for more information on how to do this.

For Resource Unavailability, you will need to create a Resource Unavailability Destination.

The following fields will need to be Key Fields for the Company Import Profile:

  • ResourceLabel - this is the label of the Resource you're wanting to update.

  • StartDate - this is the Start Date of the unavailability (note this must be in the date format used in your platform)

  • EndDate - this is the End Date of the unavailability (note this must be in the date format used in your platform)

The following field is Mandatory, but does not need to be a Key Field:

  • DiaryEntryTypeLabel - This should always be chosen from a specific list of Diary Entry Types, such as Preparation or Holiday, among others. You need to input the ID for this field, rather than the Label, as the field suggests.

    • A full list is available at the bottom of this page.

The following fields are not mandatory for this import but are recommended:

  • Reason - this is a reason from a drop down list within the platform. You must ensure this matches one of the options. ('ReasonID' can be found at Resources - Manage - 'Unavailability')

  • Description - this is a free text description of the reason the trainer is unavailable

 

Note: If you have multiple trainers with the same name, you will need to use Resource ID in place of Resource Label.

This can be found from the Resources Datagrid, by adding in the ID column.

Filling in the Import File

Then, you need to create your import file that you will use to upload the data. Below is a sample file showing you how to format it:

Resource Unavailability.csv

All imports should be uploaded in a CSV format, as they lack formatting that would otherwise be included within the file.

Diary Entry Type Labels/IDs

  • Training - ID: 1

  • Teaching - ID: 2

  • Award - ID: 3

  • Staff Appraisal - ID: 6

  • Personal - ID: 9

  • Tutorial - ID: 10

  • Sales - ID: 11

  • Assessment - ID: 14

  • Observation - ID: 15

  • Feedback - ID: 16

  • External Training - ID: 18

  • Task - ID: 19

  • Unknown - ID: 110000

  • Internal Meeting - ID: 110001

  • External Meeting - ID: 110002

  • Holiday - ID: 110003

  • Absence - ID: 110004

  • Preparation - ID: 110005

  • On The Job Training - ID: 110006

  • Course Development - ID: 110007

  • Course Preparation - ID: 110008

  • E-Learning Development - ID: 110009

  • Personal Appointment - ID: 110010

  • Travel - ID: 110011

  • Venue Double Booked - ID: 110028

 

To expand upon this list, go to Administration > Custom List Items > Add > and select Resource Unavailability Reason from the drop down.

To get the ID for this field, you will need to speak with the Support Team on 01524 389 841, or raise a request via the Customer Portal.