Import Delegates onto Class and Web Courses in Bulk (simplified)
Steps to Import Delegates onto Courses in Bulk(simplified)
Related Helpguide Pages
Simplified related Imports
Comprehensive related Imports
Resource Imports
Additional Imports
Learn how to add hundreds of Delegates to your platform at once from a spreadsheet, using our in-built platform import tool!
If you need to add several Delegates to your platform quickly and with minimal hassle, our simplified Delegate Import tool is here to help!
By importing only the essential information, this tool ensures that your Delegates are ready for bookings faster, with fewer steps and less chance of errors.
This guide will take you through the simplified import process, making it easier than ever to prepare your Delegates for success.
If you would prefer to learn how to complete a comprehensive Delegate import with lots of data and multiple columns, please see our other guide - Import Delegates onto Class & Web Courses In Bulk
Follow this page to learn the steps to import Delegates onto 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 Delegate import
To create and format your Import File, you will follow these steps:
Download the Delegate Import Template File (included in this guide)
Populate the Delegate Import Template File
Save as a .csv file
Download the Delegate Import Template File
In this step, you will download our template file for Delegate Imports.
This step will take you through populating your import file with your Delegate data, ready for importing into your platform!
Using the 'EXAMPLE Delegate Import Template’ file as a reference, add your Delegate data to your 'BLANK Delegate Import Template’ file
The table below outlines each column that you can include in your import file:
Column | Description | Format | Rules |
|---|---|---|---|
CourseCalID | The Course ID This can be found by adding the ‘ID’ column to your Course Class DataGrid or Courses Web DataGrid
| Number | This must match an existing Course ID in your platform For adding a new column to your DataGrid, please follow our dedicated page |
EmailAddress | The User’s Email Address This can be found by adding the ‘Email Address’ column to your User DataGrid
| Text and or Number | This must match to an existing Email Address in your Platform |
Status | This is the status that your Delegate will be in when added to the Course i.e. ‘Booked’ or ' 'Completed'
| Number | This is the status in which your Delegate will be placed. These must be a numerical value. Their values must be as follows:
|
Type | This is the type of record the User will have on the Course (Trainer or Delegates) | Text | This must be either:
|
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 Delegate 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 Delegate Import’)
Click the ‘Save' button to complete the Save
Your Import file has now been saved, ready for importing.
Create an Import Profile
These steps will run through how to create an Import Profile in your accessplanit platform which will be used when importing Delegate Courses Dates.
You will be able to reuse this profile each time you import Delegates 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 orderClick 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 it's easily identifiableSelect ‘Candidate’ as your import ‘Destination’, this lets the platform know that you will be importing Delegate information
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
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 Delegate setting in your accessplanit platform (Destination column), this is how 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 ImportWhen 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 Courses and updating Courses, if each row is not uniquely identified by its key columns there is a risk that the existing Courses will overwritten with the details of the new Courses your importing. Use the ‘Key column' field to select 'Yes’ for your unique identifiers.
Key Columns for Courses
Key Column(s) are used to identify Delegates so that your platform can differentiate between one Delegate and another Delegate.
For example, if you have two Delegates with the same name ‘John Smith’ who are both attending the same Course, your platform needs to know the difference between the two, in this case, you could set your key columns to Course Cal ID and Email Address, because this combination will be different for the two Delegates.
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 in the same order otherwise your Import will not work.
Run your Import
Once you have run your test import and you are happy that everything imported correctly, you are ready to import your Delegates onto your Courses!
Go back to the original .csv file that you created earlier (which contains all of the Delegates to be imported) within Excel 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 ‘User Course Dates - Delegate Course Date Import’
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 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.Once the import job has finished, 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
Top Tips!
When importing delegates to course dates, the import tool recognises each delegate as a separate booking and in some instances when the course cost is per session the costs can be duplicated across the delegates on the course date.
Other considerations for the import of delegates:
Booker cannot be captured as part of the import
PO number cannot be captured as part of the import
The distinction between a sessional and a non-sessional delegate is lost (workflow consideration for any communications yet to be sent)
If there are delegates from more than one exclusive account on the course date this will also multiply the Course profitability