Import Trainers in Bulk

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. Please download our reference Import Profile here to view all of the options for your import file: All mandatory fields are shown in Red All optional fields are shown in Grey This file is a reference file only Please download our blank Import Template here (this is the file you will add your import data into):

Open the ‘BLANK Trainer 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 Open the ‘EXAMPLE Trainer 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 Within the 'BLANK Trainer Import Template’ file, remove any columns that you do not plan to import data to, you can remove the following: First Name - Recommend within the Template Last Name - Recommended within the Template Mapped ID Enabled Quantity URL Cost Cost Type CustomField 1 CustomField 2 CustomField 3 If you plan to import any data into your Custom Fields for the Trainers you will be importing, edit the additional columns into your 'BLANK Trainer Import Template’ file for these Make sure that you have the following mandatory columns included within your 'BLANK Trainer Import Template’ file ResourceTypeName ResourceLabel CompanyID For External Trainers, you should also include: FirstName LastName For Internal Trainers, you should also include: MappedID MappedTypeID Progress to the next step, to fill your import file in with your Trainer data

Using the 'EXAMPLE Trainer Import Template’ file as a reference, add in your Trainer data into your 'BLANK Trainer Import Template’ file The below table outlines each column that you can include in your import file: Column Description Format Rules ResourceTypeName  Mandatory The Name of the Resource Type that your new Trainer will be assigned to Text This must match to an existing Resource Type in your platform, e.g. ‘Internal Trainer’ ‘External Trainer’ ResourceLabel Mandatory This is the label that will be assigned to the Trainer, this is typically the name of the Trainer however you can use initials or nicknames here if required Text CompanyID Mandatory The Account ID of the Training Provider this new Venue will be assigned to You can find this by going to the Accounts DataGrid and adding a filter for Training Providers This MUST match an existing Account ID within your platform Please see our dedicated page on how to create filters The filter you would require is Industries ID > Is In > Training Provider FirstName Recommended for External Trainers This is the Trainer's First Name Text LastName Recommended for External Trainers This is the Trainer's Last Name Text EmailAddress This is the Trainer's Email Address Text This must use a valid email address format MappedID Required for Internal Trainers This is the ID of the User the Trainer should be mapped to. This means that the User for Internal Trainers must have already been created, if they haven’t, please see the following guides: Text This MUST match an existing User ID within your platform MappedIDType This is the ID that is used to identify the type of record that would be associated with the Trainer Number This will always be ‘1’ for Trainers Enabled This enables the Trainer to be selected as a Trainer within Courses Text Enabled Disabled Quantity This is the number of this Resource that you have available, for Trainers this is typically '1'. Number This is usually '1' URL This column is used for URL’s, this could be the Trainers LinkedIn Page or their personal website. Text CustomField1 CustomField2 CustomField3 If you have Custom Fields that you wish to add to your Import, you can do this by using one of the Custom Field columns available. We have given you an example here Text The column name must match the exact name of the Custom Field within your Platform If you wish to add a Custom Field but haven't created it yet, please see our dedicated guide here Please note 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.

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 ‘New Trainer Import’) Click the ‘Save' button to complete the Save Your Import file has now been saved, ready for importing. Please note If your organisation/business operates using other Languages, when saving a .csv file, ensure that the document is saved with ‘,' rather than ';’ as this can prevent the document from Importing

Open the ‘Administration’ menu from the Profile options at the top-right of your platform Scroll down the page until you find the ‘Import Profiles’ menu option The menu is in alphabetical order Click on the ‘Import Profiles’ option to be taken to the Import Profiles page Click the ‘New Profile’ button at the top right corner of the page to create a new Import Profile Provide a ‘Profile name’ for your Import Profile We advise providing your Profile with a unique name so that's its easily identifiable Select ‘Trainer Resource’ as your import ‘Destination’, this lets the Platform know that you will be importing Course information The next step is to upload the .csv file that you created and saved earlier, click the selecting the ‘Choose file’ button and selecting the file from your saved location Leave the ‘Header Label Row’ set to '1', this tells your platform that the column headings of your import are in the first row Click the ‘Next ->’ option at the top right of your page to proceed to the column mapping step for your Import Profile In the column mappings step you will match each column in your import file (Source column) to a Trainer setting in your accessplanit platform (Destination column), this is where you define where the information in your import file will be imported to and displayed in your platform, much of this will be pre-populated for you! If you see ‘IGNORE' within the 'Destination Column’, you will need to select the correct column from the drop down option Leaving it as IGNORE will mean that the Platform will ignore this column in the file when running the Import When running an Import, your platform needs to know which column(s) can be used to uniquely identify each row, this is important as the importer supports both creating Trainers and updating Trainers, if each row is not uniquely identified by its key columns there is a risk that the existing Trainers will overwritten with the details of new Trainers are required. Use the ‘Key column' field to select 'Yes’ for your unique identifiers. Key Columns for Trainers Key Column(s) are used to identify Trainers, so that your platform to differentiate between one Trainer and another Trainer. For example, if you have two Trainer with the name ‘John Smith’, your platform needs to know the difference between the two, in this case you could set your key columns to Label, and Email, because this combination will be different on the two Trainers. If you have no new Trainers with the same name, you can leave the Key Column as Label. Click the ‘Finish’ button at the top right of your page to complete your Import Profile Click the ‘OK’ button to return to the ‘Import Profiles’ page Your Import Profile has now been created Please note The columns within your Import Profile MUST match the columns within your .csv file exactly otherwise your Import will not work.

Open the .csv file that you created for your import earlier and remove data so that you only have 3-4 lines of data remaining in the file Go to ‘File’ in the top left hand corner Click ‘Save As’ to save this as a new import file Do not click ‘Save’ as this will overwrite your import file Rename this version of your import file so that you know if it is the test import file, for example 'Trainer Resource Template TEST', and make sure that the format is still CSV (Comma Delimited) (*.csv) Click the ‘Save’ button to create your Test import file You are now ready to run your test import Please Note If your organisation/business operates using other Languages, when saving a .csv file, ensure that the document is saved with ‘,' rather than ';’ as this can prevent the document from Importing

Click ‘Profile’ and then ‘Administration’ in the top right corner of the Platform Scroll down the menu and click ‘Import Jobs’, the menu is in alphabetical order Click on the ‘Import Jobs’ option to be taken to the Import Jobs page Click ‘New job’ in the top right hand corner Select your Import Profile from the ‘Profile’ drop down menu. It will be prefixed with ‘Trainer’ From the File option, click on the ‘Choose File’ button and upload the Test file that you created in the previous step The ‘Initial State’ option is where you can choose to Import now, or put the Import on Hold if you would like to set the import off to run later Click the ‘Upload’ button to start the Import Job Once you have uploaded your file to start the Import Job, your page will show the Import job being processed a. ID - This is the ID number of the Import Job b. Profile - This is the name of the Profile used for the Import c. Filename - This is the name of the Import file uploaded d. Status - This is the status of the Import Job, it will begin as ‘Queued’ but will change to ‘Completed’ once the Import has finished e. Due - This is when the Import is due to run f. Started - This will be blank to begin with, once the Import Job has started, the Start date and time will populate. g. Completed - This will be blank and will populate once the Import has completed h. Row Count - This shows how many rows are to be imported i. Processed - This will show the number of rows that have been imported and will change as the Import runs. Your Import will have the status of ‘Completed’, the Completed time and date will be populated and the Processed' column number will match the same number as the ‘Row Count' column Once your import is complete, click the ‘Show Errors' button to see if there were any issues with the import Move on to the next step to check whether your Import Profile has worked or not.

Navigate to Resources and the ‘Manage’ from the Main Navigation Menu This will open the Resources DataGrid Using the search bar, search for each of your Trainer’s that you have just imported One Trainer at a time, right-click on each imported Trainer and select ‘Edit’ from the context menu options Check that the details of the Venues have been imported as expected, for example: The label is correct The correct Training Provider has been assigned The cost is correct + any other information you have imported If you are satisfied that all the sample Trainers have been imported correctly, your testing is now complete

Go back to the original .csv file that you created earlier within Excel and open the file with all your data showing and check you are happy with the file Within your accessplanit platform, open the ‘Administration’ menu from the Profile options at the top-right of your platform Scroll down the menu and click ‘Import Jobs’, the menu is in alphabetical order Click on the ‘Import Jobs’ option to be taken to the Import Jobs page Click ‘New job’ in the top right hand corner Select your Profile from the drop down menu. This is the name of the Profile created in the step above. In this case it is ‘Trainer - New Trainers’ Select the ‘File’ you wish to upload, this is the original import file you created and saved earlier The ‘Initial State’ option is where you can choose to Import now, or put the Import on Hold if needed Click the ‘Upload’ button to start your Import Jobs Once you have uploaded your Import Job, it will show the Import Job uploading a. ID - This is the ID number of the Import Job b. Profile - This is the name of the Profile used for the Import c. Filename - This is the name of the Import file uploaded d. Status - This is the status of the Import Job, it will begin as ‘Queued’ but will change to ‘Completed’ once the Import has finished e. Due - This is when the Import is due to run f. Started - This will be blank to begin with, once the Import Job has started, the Start date and time will populate. g. Completed - This will be blank and will populate once the Import has completed h. Row Count - This shows how many rows are to be imported i. Processed - This will show the number of rows that have been imported and will change as the Import runs. Your Import will have the status of ‘Completed’, the Completed time and date will be populated and the Processed' column number will match the same number as the ‘Row Count' column There is a section at the end of the Import named ‘Actions’. Here you will find the option to ‘Show Errors’, ‘Restart’, ‘Stop’ and ‘Cancel’ your Import You can use the ‘Show Errors’ button to see if anything has stopped your Import from working correctly, if the Import Errors page is blank, this means the data in your import file hasn’t failed any validation checks Please note You can download the errors file to view more information about any failures from the ‘Import Errors’ page If you do not understand what any of the errors mean, please reach out to the support team and they will be able to provide further guidance and help you with your import Example of an Import with no errors: Example of an Import with Errors: The Import Errors page shows you which rows have failed The ‘Stop’ and ‘Restart' buttons can be used while your Import Job is processing, to pause and restart your import, please note that it can take a few seconds for these to be actioned after you have clicked them We do not recommend using the 'Delete’ button for your Import Jobs unless absolutely necessary.