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import_format [2019/09/17 16:47]
import_format [2020/12/23 17:11] (current)
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 +====== Import Format ======
 +
 +**An export from MyScouts can be imported directly into ScoutsTracker.  The following information applies only if you have records for youth and leaders in a non-MyScouts spreadsheet.**
 +
 +  * The spreadsheet must be in an .xls format (i.e., //not// .xlsx)
 +  * A header row must exist, and **//must be on row 2//** (//row 1 is ignored//).
 +  * All the header labels specified below are case insensitive (i.e., you can use upper or lower-case letters, or a mix... it doesn't matter)
 +  * You cannot add or remove bits from the header labels (e.g., if the required label is ''Email Address'', then you cannot just specify ''Email'')
 +  * It does not matter which columns are which order (e.g., you can make column 1 be ''First Name'' or ''Member Type'' or ''Status'')
 +  * Columns not specified below will be safely ignored (i.e., if you have a custom ''Allergies'' column, it will not interfere with the import)
 +
 +^Column Label ^ Required? ^ Default Value ^ Description ^
 +| Member Type | Required | none | Either "Volunteer" or "Participant" (case insensitive), or one of the following for other participants "Parent", "Adult", "Other" |
 +| First Name | Required * | blank | The member's given name. |
 +| Last Name | Required * | blank | The member's surname. |
 +| Display Name | Required * | blank | A nickname, or abbreviation (e.g., "Michael C") to display in lieu of ''First Name'' and ''Last Name''. |
 +| Member Number | Optional (recommended) | blank | A unique identifier (e.g., Scouts Canada member number).  This field prevents repeated imports from creating duplicate records. |
 +| Scouting Role | Optional | "Scout" or "Scout Counsellor" | One of "Scout" or "PL" or "APL" (for participants); or one of "Troop Scouter" or "Scout Counsellor" or "Scouter in Training" (for volunteers).  For Pack, use "pl" and "apl" (not "sixer" and "second"). |
 +| Status | Optional | active | Either "active" or "inactive" (case insensitive). |
 +| Email Address | Optional | blank | An email to use to automatically create a Login for this member. |
 +| Birth Date | Optional | blank | Only applicable to youth.  Scouter's birthdates are ignored. |
 +| Join Date | Optional | blank | The date the member joined Scouting. |
 +| Photo Consent | Optional | blank | A flag ("true"/"false") indicating whether they've given Scouts Canada permission to use photos |
 +| Daytime Phone | Optional | blank | A phone number. |
 +| Evening Phone | Optional | blank | A phone number. |
 +| Alternate Phone | Optional | blank | A phone number. |
 +| PRC Expiry | Optional | blank | A date. |
 +| Notes | Optional | blank | Extra data/text that you want recorded for participants. |
 +| Create Login | Optional | true | A flag ("true"/"false") that specifies whether a login should be created for this member using the specified email address.  If 'false', no login will be created |
 +* //Not all name columns must be specified, but **at least one** of ''First Name'', ''Last Name'' or ''Display Name'' must be.//
 +
 +===== Example =====
 +
 +The following is an example of a spreadsheet that would be successfully be imported.  It would create two leader records, three youth records, and the Logins for two leaders and one youth.  The custom ''Allergies'' column would be ignored.
 +
 +^ ^ A ^ B ^ C ^ D ^ E | |
 +^ 1 | **1st Newbury Pack** ||||| //<- Ignored row// |
 +^ 2 | **Member Type** | **DISPLAY NAME** | **email address** | **Scouting Role** | **Allergies** | //<- Mandatory header row// |
 +^ 3 | Volunteer | Scouter Dave (Akela) | scouter.dave@example.com | Troop Scouter | none | //<- Member records start here// |
 +^ 4 | PARTICIPANT | Kylie | kylie@example.com | APL | none | |
 +^ 5 | participant | Wei | | pl | none | |
 +^ 6 | PaRtiCiPant | Marcus | | | peanuts, eggs | |
 +^ 7 | volunteer | Scouter Cynthia (Bagheera) | cynthia@example.com |  | none | |
 +^ 7 | PARENT | Mom Smith | mom@example.com |  | none | |
 +^ 7 | adult | Trainer Joe | joe@example.com |  | none | |
 +| | | | | | %%^%% //ignored column// |