What is covered in this article?
Overview
Often schools want to be able to import data from external sources, whether it be historic data or new data that you have acquired from a new source. You can do this easily by following the step by step instructions below
Creating a test file
- Download our EnquiryTracker_Data Import Template_v26.1.csv file
- Open up the CSV file and use this as a template to fill out
| Note: Do not rename or delete any columns in this CSV file. The sample row includes just the data that is required to be entered in order for a record to be successfully imported. |
Adding the Required Fields
| Field/Column Name | Status | Notes |
| EnquiryDate | Required |
This needs to be in the correct date format.
|
| Surname | Required | Student's last name |
| Given | Required | Student's first name |
| EnquiryStatusCODE | Required | Please contact support by clicking the New Ticket item at the top of this page if you are unsure about the codes for Student Status |
| EnquirySourceCODE | Optional | Recommend you add this as it will come up in your analytics as the source for where this data is coming from |
| Alumni | Required | This is a old legacy field and you can set it to Unknown and can ignore but it is currently required |
| Contact1Surname | Required | |
| Contact1FirstName | Required | |
| Contact1RelationshipTypeCODE | Required | Use the code associated with the pick list item under Admin>School Lists>Contact Relationship such as FR for Father. |
| Contact1ContactTypeCODE | Required | Use the code associated with the pick list item under Admin>School Lists>Contact Type. Default is to SC1 for Primary and SC2 for Secondary |
| Contact1Email | Required | Valid email address |
| Contact1ReceiveEmail | Required | Since email is a required field, recommend setting this to 1 |
| Contact1ReceiveSMS | Required | Independent of whether you have a Mobile Phone for the contact or not, Set to 0 for No or 1 for Yes |
| Contact1ReceiveMail | Required | Independent of whether you have an address for the contact or not, Set to 0 for No or 1 for Yes |
| Contact1Suburb | Optional | Use this column for placing your city, town or suburb |
| Tip: We recommend only having about 10 records in your first import to evaluate what is working etc. |
Adding More Data
If you plan on adding additional data i.e. columns, which we definitely recommend, then any column heading that includes CODE in the name will be required since it is a pick list value in Pipeline.
For example, if you want to include SeekingEnrolmentInYearLevel and set it to a value of "Year 7" or "Grade 7" then you MUST have the correct code set in the column SeekingEnrolmentInYearLevelCODE, to the correct value for this list item i.e. 7
All Codes are stored under Admin section for the relevant list which can be found under:
- Year levels
- School Lists
- Standard Lists
- Current Schools
It is these values that must be used when importing data
Importing Students & Contacts
- Go to Enquiries>Students
- Click Import and locate the CSV file with your data
The records will either import successfully or fail with an error message stating what is wrong. Review the error message and fix the problem in the CSV file such as an invalid email or incorrectly formatted data and repeat Step 1.
Note that when importing student you will also be importing the respective contacts and if a sibling, and as a result the contact already exists, you will need to manage your duplicate contacts after the import.