Import new Courses in bulk
Steps to import Courses in bulk
Related Help Guide Pages
Simplified related Imports
Comprehensive related Imports
https://accessplanit.atlassian.net/wiki/spaces/HG/pages/389578771
How To: Import Delegates to an E-Learning or Knowledge Document course
Resource Imports
Additional Imports
Learn how to add hundreds of Courses to your platform at once from a spreadsheet, using your in-built platform import tool!
When you are faced with the task of scheduling numerous Courses to have them ready to take bookings as quickly as possible, your platform’s Course Import tool is your new best friend!
Using your spreadsheet of Course information, the import tool can create hundreds of Courses at once to dramatically speed up your scheduling process and lower the chance of human error.
This guide will show you how to effortlessly import courses, ensuring a smoother and error-free journey when preparing your Courses.
Follow this page to learn the steps to import Courses.
Please note
The Import tool is available to Super Administrators, if you are not able to access the Import options please speak to a member of the accessplanit team.
Create and format your Import File
This step will show you how to create a .csv file that contains all of the information needed for your Course import
To create and format your Import File, you will follow these steps:
Download the Course Import Template File (included in this guide)
Format the Course Import Template File
Populate the Course Import Template File
Save as a .csv file
Download the Course Import Template File
In this step you will download our template file for Course Imports.
Format the Course Import Template File
This step will take you setting up your import file with the columns that you want to import data for, ready for populating it with data!
You will remove the columns you don’t need, and you can add additional columns if you want to import any custom field data.
Open the ‘Course Import Template’ file (download available above), this will open an Excel file which will only contain column headings, these will be listed in the first row
This is the file that you will be working from, amending, and adding data toOpen the ‘EXAMPLE Course Import Template’ file (download available above), this will open an Excel file with further information and example data for each available import column
This file is a useful reference, to understand what data is required in each columnWithin the 'Course Import Template’ file, remove any columns that you do not plan to import data to, you can remove the following:
CourseID or CourseName (you cannot remove both)
Sessional (if none of your Courses to import are Sessional)
SessionalCostType (if none of your Courses to import are Sessional)
CompanyID
ExternalID
OverrideAlias
Duration
DurationType
Cost
CostType
Private
AdvertiseStartDate
AdvertiseEndDate
VenueID
VenueLabel
TrainerLabel
Places
MinimumPlaces
WaitingList
CompanyExclusivity
CompanyGroupsExclusivity
DeliveryMethodID
Description
JoiningInstructionsText
NominalCode
If you plan to import any data into your Course Custom Fields for the Courses you will be importing, add additional columns into your 'Course Import Template’ file for these
Make sure that you have the following mandatory columns included within your 'Course Import Template’ file
Progress to the next step, to fill your import file in with your Course data
Populate the Course Import Template File
This step will take you populating your import file with your Course data, ready for importing it into your platform!
Using the 'EXAMPLE Course Import Template’ file as a reference, add in your Course data into your 'Course Import Template’ file
The below table outlines each column that you can include in your import file:
Column | Description | Format | Rules |
|---|---|---|---|
CourseID | The Course Template ID This can be found by adding the ‘Course Template ID’ column into your Course Templates DataGrid
| Text | This must match to an existing Course Template ID in your platform If you haven't created your Course Template, please refer to our Helpguide pages here: |
CourseName | The Course Template Label This can be found by viewing the ‘Label’ column into your Course Templates DataGrid | Text | This must match to an existing Course Template Label in your platform |
CCLevel | This should always be '4' | Number |
|
StartDate | The date and time that your Course will be starting | Date Time | The date should follow the date format used in your platform Make sure that the start time is also included |
EndDate | The date and time that your Course will be ending | Date Time | The date should follow the date format used in your platform Make sure that the end time is also included |
Status | This is the status of the Course i.e. ‘Available’ and ‘OnHold’ | Text | This must be formatted exactly as they appear in your platform (with capitalised first letters). |
Sessional | Whether the Course is Sessional or not | Y or N |
|
SessionalCostType | If your course is sessional, it must have a Sessional Cost Type assigned | Number |
|
CompanyID | The ID of the Training Provider that is offering this Course This can be found by viewing the ‘Account ID’ column into your Accounts DataGrid | Text |
|
ExternalID | Used to store the ID for this course event from another software/system | Text |
|
OverrideAlias | An override label for this Course event, this will be used instead of the Course Template Label | Text |
|
Duration | The Course Template's duration will be used if you leave this empty | Number |
|
DurationType | The Course Template's duration type will be used if you leave this empty | Text | This must be one of the following:
|
Cost | The Course Template's cost will be used if you leave this empty | Number | Do not include a currency symbol, the currency will automatically be recognised from the Training Provider of the Course |
CostType | The Course Template's cost type will be used if you leave this empty | Number |
|
Private | If the Course should be advertised or kept as hidden/private | 1 or 0 |
|
AdvertiseStartDate | The date the Course can be advertised from | Date Time | The date should follow the date format used in your platform |
AdvertiseEndDate | The date the Course can be advertised until | Date Time | The date should follow the date format used in your platform |
VenueID | The ID of the Venue where the Course will take place This can be found by viewing the ‘Mapped ID’ column in your Resources DataGrid
| Text | This must match to an existing Venue in your platform If you haven't created your Venues, please refer to our Helpguide pages here: |
VenueLabel | The Label of the Venue where the Course will take place. You do not need to include this if you have included the Venue ID in your import file.
| Text | This must match to an existing Venue in your platform |
TrainerLabel | The label of the Trainer Resource that should be assigned to this Course | Text | This must match to an existing Trainer in your platform If you haven't created your Trainers, please refer to our Helpguide pages here: |
Places | The maximum number of places available on this Course | Number | This must be higher than the ‘MinimumPlaces’ number |
MinimumPlaces | The maximum number of places that should be booked for this Course to run | Number | This must be lower than the ‘Places’ number |
WaitingList | Whether waiting list bookings will be accepted on your Course | 1 or 0 |
|
CompanyExclusivity | If your Course should only be available/exclusive to an Account, provide the Account ID here | Text | This must match to an existing Account in your platform |
CompanyGroupsExclusivity | If your Course should only be available/exclusive to an Account Group, provide the Account Group ID here | Text | This must match to an existing Account Group in your platform |
DeliveryMethodID | The Course Template's Delivery Method will be used if you leave this empty | Number | Please ask a member of the accessplanit team for the IDs of your platform’s delivery methods, if no changes have been made to the defaults they will be:
|
Description | This text will be stored as the Course's 'Additional Information' which can be included in Workflow emails to Delegates | Text |
|
JoiningInstructionsText | This text will be stored as the Course's 'Joining Instructions' which is available in the Learner Portal and can be included in Workflow emails to Delegates | Text |
|
NominalCode | This is the ID of the financial nominal code for this Course |
| The ID of the Nominal Code is required, not the Nominal Code itself, please ask a member of the accessplanit team for the IDs of your platform’s Nominal Codes |
If your organisation/business operates using Languages where the following special characters are present - Č, Š, Ž and Ć - and you wish to use the importer to upload content containing these characters to the platform - you will need to contact the accessplanit Support Team.
Save as a .csv file
This step will take you through saving your Course Import file into the file format needed for the import tool
Once you have all the information you require within your import file, you can then save it as a .csv file
Within Excel, click the ‘File’ option in the top left hand corner
Click ‘Save as’
Using the drop down box under the file name, select CSV (comma delimited) (*.csv) and name your file (for example ‘Summer Course Dates Import’)
Click the ‘Save' button to complete the Save
Your Import file has now been saved, ready for importing.