How does an Administrator Import the data from a spreadsheet/existing systems? (Community Edition) – Operoo

For Community Edition

This article will guide the Administrators on how to import data into Operoo so that Profiles, Groups and Staff Carers are automatically created.

NOTE: As each administrative system is a little different, please talk to your local admin specialist on how to generate a spreadsheet with the necessary data before you start. Your spreadsheet must be saved in one of the following formats,

Excel file (.xls or .xlsx)
OpenOffice file (.ods)
CSV file (.csv)

How to format your spreadsheet ready to import into Operoo.

Your spreadsheet should look similar to this,

In this example, the first row contains the column titles to show what type of information is in each column. It is not necessary to include this title row as it will be ignored by the import process but it may be helpful to identify the data in each column, especially if you are importing seconday emails and secondary phone numbers.

As a minimum, you must have at least the email address and names of the child/member you are adding, but the more information you have the better. To modify existing contacts, it's best to also add their profile/member ID if they have one.

The following knowledge articles will help you create your spreadsheets.

Spreadsheet for uploading Profiles (Community Edition)

Spreadsheet for uploading Staff Carers (Community Edition)

You must have at least the email address and names of the child/member you're adding, but the more information you have the better. To modify existing contacts, it's best to also add their profile/member ID if they have one.

Once you have the file to upload, please follow these steps.

1. Select "Add" on the home screen that can be found at the upper left side of the page below the organisation's logo. Then, select Add multiple members (or modify existing).

2. Select 'Choose File' to search for the spreadsheet you have created and select it to upload.

3. Look for the spreadsheet from your computer and then click on Open.

4. Now that your spreadsheet is uploaded, click the Select Columns button.

5. Make sure your titles' match with what's in the boxes above them. To edit, click the box and a drop down bar will appear like shown below. Deselect the first row with your column names, if you made one. Then, the Preview Changes button to see the changes that will be made.

6. The information you are importing will be displayed on the next page, with any changes to be made shown in red. Any Groups that are to be created will also be shown at the bottom left of the page.

7. Any text in blue indicates that the data for a selected profile is not in the correct format (eg. letters in the "mobile number" field). Please make note of these profiles, as they will have to be imported again once the data has been fixed.

8. Select Confirm to continue, then click the Done button on the succeeding page.

Congratulations, you have successfully imported your Profiles and created some Groups! :-)

NOTES:

Note: The profiles are white because they are awaiting for the Care Profile Owners (i.e., parents, adult club members, adult participants, employees, etc.) to create them for the member/participant. For a detailed guide to what the different colours on the profile means, see this article.
This can be repeated for Staff Carers (Staff members). Please refer to this article.
For instructions on how to add a single Care Profile request, please see this article.

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