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Import new Courses in bulk

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Import new Courses in bulk

Steps to import Courses in bulk

Related Help Guide Pages

Simplified related Imports

Comprehensive related Imports

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.

New Import Profile with the destination 'Course Date' selected

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:

  1. Download the Course Import Template File (included in this guide)

  2. Format the Course Import Template File

  3. Populate the Course Import Template File

  4. Save as a .csv file

Download the Course Import Template File

In this step you will download our template file for Course Imports.

There are two files to download to support your import, there is a reference spreadsheet which you can look at to understand the import options, and there is an import template which you will edit and fill with your import data.

  1. Please download our reference Import Profile here to view all of the options for your import file:

    1. All mandatory fields are shown in Red

    2. All optional fields are shown in Grey

    3. This file is a reference file only

  2. Please download our blank Import Template here (this is the file you will add your import data into):

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.

  1. 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 to

    empty excel with only the column headings included

  2. Open 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 column

    example data in an excel sheet

  3. Within the 'Course Import Template’ file, remove any columns that you do not plan to import data to, you can remove the following:

    1. CourseID or CourseName (you cannot remove both)

    2. Sessional (if none of your Courses to import are Sessional)

    3. SessionalCostType (if none of your Courses to import are Sessional)

    4. CompanyID

    5. ExternalID

    6. OverrideAlias

    7. Duration

    8. DurationType

    9. Cost

    10. CostType

    11. Private

    12. AdvertiseStartDate

    13. AdvertiseEndDate

    14. VenueID

    15. VenueLabel

    16. TrainerLabel

    17. Places

    18. MinimumPlaces

    19. WaitingList

    20. CompanyExclusivity

    21. CompanyGroupsExclusivity

    22. DeliveryMethodID

    23. Description

    24. JoiningInstructionsText

    25. NominalCode

      deleting the two advertise date columns in Excel



  4. 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

    additional column added into the Excel sheet for 'room layout' as an example custom field

  5. Make sure that you have the following mandatory columns included within your 'Course Import Template’ file

    1. CourseID or CourseName (you can include both)

    2. CCLevel

    3. StartDate

    4. EndDate

    5. Status

    6. Sessional (if any of your Courses to import are Sessional)

    7. SessionalCostType (if any of your Courses to import are Sessional)

      mandatory columns in Excel

       

  6. 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!

  1. Using the 'EXAMPLE Course Import Template’ file as a reference, add in your Course data into your 'Course Import Template’ file

  2. 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

Course Template ID in the 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

Label in the Course Templates DataGrid

Text

This must match to an existing Course Template Label in your platform

CCLevel

This should always be '4'

CCLevel in the Excel sheet

Number

 

StartDate

The date and time that your Course will be starting

startdate and enddate in the Excel sheet

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’

status column in the Excel sheet

Text

This must be formatted exactly as they appear in your platform (with capitalised first letters).

Sessional 

Whether the Course is Sessional or not

Sessional column in the Excel sheet

Y or N

  • Sessional Courses = Y

  • Non-sessional Courses= N

SessionalCostType

If your course is sessional, it must have a Sessional Cost Type assigned

Sessional Cost Type in the Excel sheet

Number

  • Course cost plus sessions = 8

  • Course cost plus optional sessions = 4

  • Course cost = 2

  • Sum of sessions = 1

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

company ID in the Excel sheet

Text

 

ExternalID

Used to store the ID for this course event from another software/system

External ID in the Excel sheet

Text

 

OverrideAlias

An override label for this Course event, this will be used instead of the Course Template Label

Override Alias in the Excel sheet

Text

 

Duration

The Course Template's duration will be used if you leave this empty
Enter the duration amount, this will work in conjunction with the next column DurationType to calculate define the length of the Course

Duration and Duration Type in the Excel sheet

Number

 

DurationType

The Course Template's duration type will be used if you leave this empty
Enter the type of duration you want the course to have

Text

This must be one of the following:

  • Day

  • Hour

  • Minute

Cost

The Course Template's cost will be used if you leave this empty
Enter the cost amount, this will work in conjunction with the next column the CostType to calculate the cost of the course

Cost and Cost Type in the Excel sheet

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
Enter the type of cost you want the course to have, for a cost per

Number

  • Per Delegate =1

  • Per Session =2

  • Per Hour =4

  • Per Day =8

  • Per Delegate Day =16

Private

If the Course should be advertised or kept as hidden/private

private in the Excel sheet

1 or 0

  • To keep the Course private = 1

  • To advertise the Course = 0

AdvertiseStartDate

The date the Course can be advertised from

Advertise Start and End Date in the Excel sheet

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

Resources DataGrid with Mapped ID included

 

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.

Venue ID and Label in the Excel sheet

 

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

Trainer Label in the Excel sheet

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

Places and minimum places in the Excel sheet

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

waiting list in the Excel sheet

1 or 0

  • Enabled = 1

  • Disabled = 0

CompanyExclusivity

If your Course should only be available/exclusive to an Account, provide the Account ID here

company exclusivity in the Excel sheet

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

company group exclusivity in the Excel sheet

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

delivery method id in the Excel sheet

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:

  • In House = 1

  • Public = 2

Description

This text will be stored as the Course's 'Additional Information' which can be included in Workflow emails to Delegates

description in the Excel sheet

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

joining instructions text in the Excel sheet

Text

 

NominalCode

This is the ID of the financial nominal code for this Course

nominal code in the Excel sheet

 

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

  1. Once you have all the information you require within your import file, you can then save it as a .csv file

  2. Within Excel, click the ‘File’ option in the top left hand corner

    File option in Excel

  3. Click ‘Save as’

    Save As option

     

  4. Using the drop down box under the file name, select CSV (comma delimited) (*.csv) and name your file (for example ‘Summer Course Dates Import’)

    csv format option

  5. Click the ‘Save' button to complete the Save

    save button in excel


Your Import file has now been saved, ready for importing.

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