Imports

If your organization is not utilizing our registration feature, imports are a way to import your roster or enrollment information into CampDoc / SchoolDoc in bulk. 

We offer a self-service importer tool that is accessible within the provider portal. Additionally, we also offer importing services for a small fee. If you have interest in our importing services, please reach out to your Client Success Manager.

In order to import your data effectively into our application, there are a few key points that you will want to keep in mind. Take a moment to review the sections below to see best practices for formatting your import file, and to learn more about the types of data that can be imported. 

Your Client Success Team will walk you through the first import for each season to ensure it goes smoothly. Contact your Client Success Team if you ever need assistance with your imports. We love Excel and organizing data, and are happy to help!

In this article:

• Group Imports
• Profile (Participant) Imports
• Import Templates
• Tag Imports
• Self-Service Importer Tool (DIY Imports)
  • Download Import Template
  • Export Group Structure
  • Populate Import Template
  • Import File
  • Import Checklist
  • Import Errors & Conflicts
  • Protocol for Incorrect Import
• Uploading an Import File
• Import Policy
• FAQ

 

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Group Imports

If you are sending us the entire Group Structure for your organization or just the information for a few new sessions, the data must be formatted in a spreadsheet and uploaded to us in your account.

For most of you, you will have uploaded your session/program information during the Onboarding process via the Setup tab. If you are preparing to send us your spreadsheet with this information, whether or not you are in the onboarding process, check out the formatting requirements below. 

For every Group Import:

• Each level/category of the Group must be listed in a separate column.
• Each session/program must be in a separate row and include the start, end, due, and lockout date.

Dates Explained:

• Start Date: The start date of the program/session.
• End Date: The end date of the program/session.
• Due Date: The date your organization would like to have participants complete their forms.
• Lockout Date: The last day a participant who has already completed their forms to 100% can make changes. Participants who have not yet completed their forms will still be able to access their account and complete their forms. If an account is locked but a participant needs to make changes, they may request an extension, which will notify your organization and you will have the opportunity to approve or deny their request.

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Profile (Participant) Imports

If your organization is using a separate registration system, we will need a spreadsheet of your rosters in order to import your participants into CampDoc/SchoolDoc.

When a Profile (Participant) Import is processed, the participants will automatically be loaded into your account and the users tied to the participant profiles will receive an email.

For every Profile (Participant) Import:

• Each row must have a first name, last name, and either a date of birth or unique identifier for the participant. This ensures that duplicate profiles are not created
• For participants who will be attending multiple sessions/programs, their demographic information along with each session/program name must be listed on separate rows within the spreadsheet.

• If your account is utilizing an Integration (API), or if your organization does not collect date of birth, you will need to include the unique identifiers in your import file. Identifiers are located within the demographic information of the profile, and are made up of a combination of numbers and/or letters.
  Important: If using unique identifiers, you will need to use them consistently for all imports to avoid creating duplicate profiles.

• Each registration must be listed in a separate row. If a participant is attending multiple sessions, the spreadsheet must list one row for each registration.

• Each category of information must be listed in a separate column, and session/program names in the participant spreadsheet must match those listed in the group structure in your account.

 For a step-by-step video tutorial, we recommend watching the video below: 

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Import Templates

Please use these templates when creating your group structure and formatting your roster spreadsheets. 

 

CampDoc	SchoolDoc
Electronic Health Record Only	Electronic Health Record Only
Registration	Registration

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Tag Imports

In addition to importing your Groups, Participants, and Registrations, you can import your Tags. You can add columns for Tags to your Participant Import, or you can send us a file just for Tags. For every Tag Import:

• Each category of information must be listed in a separate column.
• Each row must include a first name, last name, date of birth, and identifier (if applicable) for the participant. 

If you want to learn more about Tags, you can check out our Tags article.

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Self-Service Importer Tool (DIY Imports)

If your organization is processing your own imports, these instructions will walk you through how to prepare, format, and submit your file, as well as how to correct import errors and conflicts. We encourage you to follow the steps below in order to ensure a smooth importing process. 

It is important to note that you must have permission for Import Profiles enabled for your Role in order to use the Importer tool.

In this section:

• Download Import Template
• Export Group Structure
• Populate Import Template
• Import File
• Import Checklist
• Import Errors & Conflicts
• Incorrect Import Protocol

 

Download Import Template

The Import Template includes the appropriate headers for the groups and tags associated with your organization. Depending on the type of information that you want to import, you can include groups, tags, or both when you download the template. 

1. Log in to your Provider Portal.
2. In the menu, click Data Import.
3. In the submenu that appears, click Profile Import.
4. Click the YES or NO buttons to include or exclude Groups, Tags, and Immunizations.
   Tip: Always include Groups in your template. You can elect to include Tags and Immunizations if desired.
5. Click the DOWNLOAD TEMPLATE button. 

Export Group Structure

To ensure that your group names are correct in your import file, you will want to export the names of each of your groups as they exist in your account. The group names listed in your import file must match exactly the groups names that exist in your account (e.g. columns, spelling, spacing, characters, etc.). Any deviation from the group names will produce a conflict (or error) when you attempt to import your file. Check out the Import Errors & Conflicts section below to learn about common import errors.

1. Under Export Group Structure In Profile Import, click the EXPORT button.

Populate Import Template

1. Fill in the Import Template with your roster (participant) information.
   Important: Use your group structure export to populate the “L” columns and ensure that your group names exactly match the names in your account. See our Import Checklist for a few tips and tricks to help you complete this process.

Import File

1. In the Menu, click Data Imports.
2. In the submenu that appears, click Profile Import.
   Important: The type of file you use must be .csv, .xls, or .xlsx
3. Click the Choose File button, and then select the file that you want to import.
4. Click the UPLOAD button. If you have any conflicts, please see Import Errors & Conflicts.
5. Once your file is uploaded, spot check all three sections in the preview: Existing Profiles, New Profiles, and Conflicts. See our Import Checklist for a list of items to review in the preview.
   Note: You can view a preview of a profile by clicking the name of the profile section, and then clicking the name of a profile.
6. In the Terms and Conditions section, check the boxes to confirm that you accept each one.
7. Click the IMPORT button. 
8. In the Import Profiles window that appears, click the CONFIRM button. An Import Complete window will appear.

Import Checklist

Before You Upload

Before you upload your file, follow the checklist below as you are populating your import template to prevent conflicts, duplicate profiles, and incorrect information:

• Make sure the first and last names are in the appropriate columns, and that the names of existing profiles match the spelling and capitalization of the names in your account.
  Important: If any names do not match exactly, a duplicate file will be created.
• If your import file includes unique identifiers, make sure the identifiers for existing profiles match those for profiles in your account. You will need to use unique identifiers consistently for all imports to avoid creating duplicate profiles.
• Make sure an email address for an authorized user is included for each new participant record. 
  Important: If a new participant record is added without an email address, the user will not receive an invitation to manage the participant's profile and complete the Health Profile information.
• Make sure the correct headers are included in the first row of each import file. 
• Make sure the names of your groups listed in your import file match exactly the names of your groups that exist in your account. Any deviation from the group names (e.g. extra space, incorrect capitalization, misspelled word) will produce a conflict (or error) when you attempt to import your file.

 

After You Upload

Uploading a file will give you a preview of the information that will be imported into your account. You will have the opportunity to review the information before finalizing your import. After you upload your file, spot check all three sections in the preview page: Existing Profiles, New Profiles, and Conflicts. You can preview a profile by clicking on the profile name and viewing the import data associated with that profile.

Consider the following checklist as you go through the preview: 

• Are the number of New versus Existing Profiles what you expected? Check for any inconsistencies or uncharacteristic information for your organization. For example, if there is a higher number of New Profiles when you have many returning participants, spot check the information in your columns to make sure the first and last names are in the correct columns, the birthdates are correct, and any unique identifiers are correct (if applicable).
• For the Existing Profiles, did any of the information change? Check for any yellow Warning icons for Existing Profiles. For example, there may be an issue if you notice too many new email addresses adding new authorized users to profiles that already exist. 
  Important: Any email address that appears in the preview of an Existing profile is new, as email addresses that are already in your account will not appear in the preview.
• Export and review any conflicts. You can export the conflicts to view more details and check for any patterns. For example, a particular group name may be spelled incorrectly. Check out our Import Errors & Conflicts section below for more information on potential import issues. 
  

 

Import Errors & Conflicts

Although rare, you may encounter errors or conflicts when uploading your import file. Take a moment to watch the video and review the sections below in the event you receive errors or conflicts when importing or uploading your file. 

Errors

• Preview Error: A result of incorrect headers or formatting problems that prevents your file from being imported. The cause of the problem will be identified in the error message.

Conflicts

Any conflicts that exist in your import file will be identified when you upload and preview your file. Click on the Conflicts section of the preview page to view and export a list of any records with conflicts, as well as the reasons for these conflicts.

• Group Name Not Found: Means that the group in your file does not match any groups in your account.
  What You Can Do: Compare the group names listed in the conflicts with the list of group names in your account. Refer to Export Group Structure for guidance.
  Important: If you find that a group name in your file does not exist in your account or that the name of the group in your account needs to be corrected, please contact your Client Success Manager.
• Invalid Birth Date: Means that the information in the Date of Birth column does not match an actual date.
• Invalid Email Address: Means that the information in the Emails column does not match the format of an email address.
• Ambiguous Name: Means that there is more than one profile in your account that matches the demographic information in your file. Merge the duplicate profiles together to resolve this type of conflict. You can learn more about merging duplicates in our Merge Profiles article.

 

Protocol for Incorrect Import

In the event your file is imported with incorrect information, follow the steps below so that we can fix the problem together as soon as possible. 

1. Email you Client Success Team at accounts@docnetwork.org right away. We will work with you on the best strategy for correcting the issues, and we may be able to reverse the import.
   Please include the following in your email:
   • Incorrect information in your import (e.g. email addresses, registrations, first and last names switched, etc.), and issues that you are seeing.
   • The day that the import was processed.
   • Include the spreadsheet that was imported.
2. Disable your Welcome Notifications so users do not receive invitations to manage the wrong profiles. Your Client Success Team may also temporarily hide the Health Profile in your account to limit any issues.
3. After the import has been fixed, re-enable your Welcome Notifications.

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Uploading An Import File

If your organization utilizes our importing services, you can upload your file for our data specialists to upload and process from your provider profile. 

To upload an Import File:

1. Log in to your Provider Portal.
2. In the Menu, click Data Import.
3. In the submenu that appears, click Data Upload.
4. Click Choose File, and then select the file that you want to import.
5. Click the UPLOAD button. An Upload Complete window will appear.

 

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Import Policy

All imports should be submitted through the Data Import menu in the application. Once imported by our team, the provider will receive a confirmation email.

If an import is not correctly formatted, a variety of issues can arise compromising participant registrations and privacy. When the team receives an incorrectly formatted spreadsheet, the import will not be complete and the team will reach out to the organization directly.

If an organization is unable to submit properly formatted spreadsheets, they may be asked to sign a waiver. 

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FAQ

 I'm using a separate registration system. How can I easily export and import my data?

We recommend that you export all of your participants and programs from your current system and share this file with your Client Success Manager. Your Client Success Manager will work with you to organize your Group Structure in a way that aligns with your current registration system to allow for efficient imports. This way, the files you export do not have to be manually manipulated to match the spreadsheet you upload to us, and you can reduce the chance of errors.

 Can I add or remove columns from the import template?

Yes, you can customize the information you submit based on your organization’s information. The Group Structure template provided by your Client Success Manager is just a starting point, so feel free to add or remove columns as needed. Just a heads up--we will always need session names, start dates, end dates, due dates, and lockout dates.

 Should I send a list of only the newest registrants or the entire master list to be imported?

It’s totally up to you. If you send the entire master list for each import, our system will filter out duplicates based on the unique identifier or using the first names, last names, and dates of birth of the participants.

 What if I don’t have my cabins or room assignments yet, and I want to add them as tags?

No problem! You can import your participants without this information and then add tags (e.g. cabins/room assignments) when they are available.

 What do I do if I process an import with incorrect information?

Please follow the steps below:

1. Email you Client Success Team at accounts@docnetwork.org right away to let us know. Please indicate what information in your import is incorrect (e.g. email addresses, registrations, first and last names switched, etc.), and what issues you are seeing. Let us know what day the import was processed and include the spreadsheet that was imported. We will work with you on the best strategy for correcting the issues and may be able to reverse the import.
2. Disable your Welcome Notifications so users do not receive invitations to manage the wrong profiles. Your Client Success Team may also temporarily hide the Health Profile in your account to limit any issues.
3. After the import has been fixed, re-enable your Welcome Notifications. 

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