Import Trainers in Bulk

Steps to import Trainers in bulk

1 Create and format your Import File
2 Create an Import Profile
3 Run a sample Import Job
4 Run your Import

Related Helpguide Pages

Simplified related Imports

Comprehensive related Imports

Resource Imports

Additional Imports

Learn how to add hundreds of Trainers to your platform at once from a spreadsheet, using your in-built platform import tool!

The accessplanit import tool allows you to create records in bulk. This page is designed to provide you with a step-by-step guide to efficiently and accurately import Trainers into your accessplanit platform.

This page will take you through the steps to create your profile and upload your new Trainers.

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 Trainer import

To create and format your Import File, you will follow these steps:

Download the Trainer Import Template File (included in this guide)
Format the Trainer Import Template File
Populate the Trainer Import Template File
Save as a .csv file

Download the Import Template File

In this step you will download our template file for 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.

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

Format the 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 ‘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:
1. First Name - Recommend within the Template
2. Last Name - Recommended within the Template
3. Mapped ID
4. Enabled
5. Quantity
6. URL
7. Cost
8. Cost Type
9. CustomField 1
10. CustomField 2
11. 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
1. ResourceTypeName
2. ResourceLabel
3. CompanyID
4. For External Trainers, you should also include:
  1. FirstName
  2. LastName
5. For Internal Trainers, you should also include:
  1. MappedID
  2. MappedTypeID
Progress to the next step, to fill your import file in with your Trainer data

Populate the Trainer Import Template File

This step will take you populating your import file with your Trainer data, ready for importing it into your platform!

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

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: Import Users in bulk Import Users in bulk (simplified) https://accessplanit.atlassian.net/wiki/spaces/HG/pages/3431825592	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.

Save as a .csv file

This step will take you through saving your Trainer 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 ‘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

Create an Import Profile

This step will run through how to create an Import Profile in your accessplanit platform, to use when importing Trainers.

You will be able to reuse this profile each time you import Trainer using the same file structure (i.e. the same columns of data are included).

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.

Run a sample Import Job

Before you run your full import into the platform, we recommend that you first run a test to check that your Import Profile has been set up correctly.

This involves only importing a small sample of Trainers and checking that they have imported correctly.

To run a test Import Job, you will follow these steps:

Create a sample import file
Run an Import Job
Check the Trainers

Create a sample import file

This step will show you how to import your sample Trainers using your Import Profile

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

Run an Import Job

This step will show you how to import your sample Trainer using your Import Profile

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