User Tools


Differences

This shows you the differences between two versions of the page.

Link to this comparison view

Both sides previous revision Previous revision
Next revision
Previous revision
import_format [2019/08/27 17:45]
admin
import_format [2019/09/17 16:47] (current)
Line 1: Line 1:
 +====== 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// |