Import Trainers in Bulk (Simplified)

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):
   
   

1. Using the 'EXAMPLE Trainer Import Template’ file as a reference, add your Trainer data to your 'BLANK Trainer Import Template’ file
   
   

2. The table below outlines each column that is included in your BLANK import file:

Column	Description	Format	Rules
ResourceTypeID  Mandatory	The Resource Type ID You can find this by going to Profile>Administration> Resource Type and then adding the ‘ID’ column to the DataGrid Open Open	Text	This must match to an existing Resource Type ID in your platform This usually is: External Trainer - externdj39 In-House Trainer - inhous29jf
ResourceType Mandatory	This is the type of the Trainer Resource. Open	Text	Available options: External Trainer In-House Trainer
ResourceLabel Mandatory	The full name of the new Trainer you are importing   Open	Text
CompanyID Mandatory	The Account ID of the Training Provider for this new Trainer will fall under You can find this by going to the Accounts DataGrid and adding a filter for Training Providers Open		This MUST match an existing ID within the platform Please see our dedicated page on how to create filters The filter you would require is Industries ID > Is In > Training Provider
CompanyName Mandatory	This is the Name of the Training Provider you want your Course Template to be associated with Open	Text
FirstName Mandatory	This is the Trainers First Name Open	Text
LastName Mandatory	This is the Trainers Last Name Open	Text
MappedID Mandatory	This tells the platform who the Trainer record will be mapped to Open	Text	This only needs to be completed for In-House Trainers. This needs to be the UserID for the Trainer User record as it shows in the platform
MappedIDType Mandatoy	This is the ID that is used to identify the type of record that would be associated with the Trainer Open	Number	This will always be ‘1’ for Trainers
Enabled Mandatory	This is the status of your Trainer which allows you to select the Trainer for Courses if enabled   Open	Number	1 - Enabled 0 - Disabled

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

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

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3. Click ‘Save as’

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

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

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

1. Open the ‘Administration’ menu from the Profile options at the top-right of your platform

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2. Scroll down the page until you find the ‘Import Profiles’ menu option
   The menu is in alphabetical order

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3. Click on the ‘Import Profiles’ option to be taken to the Import Profiles page

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4. Click the ‘New Profile’ button at the top right corner of the page to create a new Import Profile

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5. Provide a ‘Profile Name’ for your Import Profile
   We advise providing your Profile with a unique name so that's its easily identifiable

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6. Select ‘Trainer Resource’ as your import ‘Destination’, this lets the platform know that you will be importing Course information

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7. The next step is to upload the .csv file that you created and saved earlier, click the ‘Choose file’ button and select the file from your saved location

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8. Leave the ‘Header Label Row’ set to '1', this tells your platform that the column headings of your import are in the first row

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9. Click the ‘Next ->’ option at the top right of your page to proceed to the column mapping step for your Import Profile

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10. 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 Filewill be imported to and displayed in your platform, much of this will be pre-populated for you!

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11. 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

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12. 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.

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11. Click the ‘Finish’ button at the top right of your page to complete your Import Profile

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12. Click the ‘OK’ button to return to the ‘Import Profiles’ page

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    Your Import Profile has now been created

1. Open the file with all your data showing and check you are happy with the file

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2. Within your accessplanit platform, open the ‘Administration’ menu from the Profile options at the top-right of your platform

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3. Scroll down the menu and click ‘Import Jobs’, the menu is in alphabetical order

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4. Click on the ‘Import Jobs’ option to be taken to the Import Jobs page

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5. Click ‘New job’ in the top right-hand corner

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6. 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’

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7. Select the ‘File’ you wish to upload, this is the original Import Fileyou created and saved earlier

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8. The ‘Initial State’ option is where you can choose to Import now or put the Import on Hold if needed

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9. Click the ‘Upload’ button to start your Import Jobs

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10. Once you have uploaded your Import Job, it will show the Import Job uploading

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    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 Fileuploaded
    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 been 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.
    
    

11. 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

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11. 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

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12. 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

Example of an Import with no errors:

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Example of an Import with Errors:

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The Import Errors page shows you which rows have failed

13. 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

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14. We do not recommend using the 'Delete’ button for your Import Jobs unless absolutely necessary