Enrollment: Import New Staff from a File

The Enrollment Center now allows users to import new staff using a CSV or comma-delimited files. Before initiating the import process, ensure you have prepared an Excel file and saved it as a CSV containing all the necessary staff data for system integration.

To begin the import process, navigate to the Enrollment Center. On the right side of the screen, you'll find the Import from File: New Staff option. For first-time imports, simply select Import from File to start. If you've previously begun an import but didn't complete it, you can return to the import started under Pending Imports. This feature allows you to resume the import process exactly where you left off, providing flexibility and efficiency in managing Staff enrollment data.

The Import From File screen opens. If a template has been previously created, select next to the template name to continue with your import. Otherwise, select New Import.

New Import

Selecting New Import allows you to map a new file layout.

1. Select Import From File.
   
2. Click  to start a new import.
3. The Import New Staff: Default Settings window opens. Select the Entry Code, Entry Date and Primary Language. Click Next.
   
4. The Select File and Map Fields window will open. Here is where you will choose an import file and map all of the fields to be imported to AdminPlus.com. 
5. See the diagram and table below for more information about the Import screen:
   
   

   Select File and Map Fields
   A	Importing To: Displays the year the new Staff will be imported in to.
   B	Select File: Choose a CSV import file with the new Staff data. Click  to select an import file.
   C	Map Fields: Map the data from the file to the corresponding fields in AdminPlus. Be sure to map each field accurately to ensure the data is imported into the correct data base fields. The name of the Fields in the File are listed along the top. Below on the Map To line, select  to map the data column to the correct AdminPlus Data Base field. The Select a Field dialog box will open. Use the Search bar to look for the field or scroll. Click the field name and choose Select. Continue this to map all fields needed in the file. It is not necessary to map all columns. If any column in the file exists that does not need to be imported, the column can remain as Not Mapped. Scroll to the right along the bottom to view additional field columns. First Name and Last Name are required.
   D	Fields not Mapped: Any fields not mapped will be highlighted Orange. In the upper right, above the mapped columns, "# of # fields are not mapped." will also be displayed.
   E	Save as Template (optional): To use this template again in the future, select . The field mappings will save, along with the default New Staff Import settings. Be sure to use the file with the same headings in future imports. This will ensure the mapping is the same.
   F	: Select Cancel to leave the import without saving any changes. : Select Save & Exit to your progress without saving a template, so if a user needs to step away, it will save this specific import at the spot they are. The import will appear under Pending Imports. A Confirmation window will open. Choose to block others users from processing the import by selecting Do not allow other users to procss. If checked off, Locked will appear for the pending import. Select Yes. : Select Next to see the Analyze File screen.

6. After all of the columns have been mapped, and the template has been saved, click Next.
7. The Analyze File window opens. Here you will see the test results run prior to completing the import. The following information will be displayed:
   • How many Staff Members will be imported. Select View Details to see which Staff. 
   • Errors: How many Staff Members will NOT be imported. The reason(s) why will be listed below the total number of Staff. In the example below, 3 Staff Members will not be imported. Of those 3, all 3 were to be found as Duplicate Staff Members. This is an indication that an import file may have been reused, or those Staff Members have already been added to the system. If this happens, the system will identify the duplicates in the file.
   • Staff
8. Select Import if the Test Results are correct and the data is ready to be imported.