Manually adding each of your participants and their registration information to your account individually can be time-consuming. We are happy to import your registration and tag information so you don’t have to!
Organizing your data so that it can be used efficiently is essential, and we know that for most, organizing giant sets of data can make your head spin. Not to worry, you don’t need to have a master's degree in computational mathematics or be an Excel wizard to setup your account. In fact, it's extremely easy, and you can review the sections below to see best practices for sending us the data we need.
Oh, and if you ever get stuck, we love Excel and organizing data, so just contact us for help.
In this article:
- Participant Imports
- Uploading An Import File
The Group Structure is the hierarchy in which sessions and programs are organized within the application. Groups refer to the different hierarchical levels of the organization's sessions and programs that the application uses to create the Group Structure, such as the Year, Location, and Participant Type (e.g. Camper, Staff).
This structure is the foundation of your account. Using the levels of the Group Structure, you can run reports and filter your participants. It is also used to customize the Health Profile forms for your different groups.
Our team will make recommendations for how to set up your Group Structure in the most effective way for your organization, taking into consideration the following:
- The different participant forms required for each group
- How your organization will want to filter and run reports on your participants
- How to easily run reports on the groups most often viewed together
Important: in order to make the launch process as smooth as possible, we recommend communicating your session/program information and reporting preferences to your Client Success Team as soon as possible. This will aid in setting up the best possible Group Structure for your organization.
A Group Structure can include as many different levels as needed. A simple Group Structure might include only two groups, for example, one group for the Year or Season, and another group for the Session. A more complex Group Structure might include several groups, including Participant Type (e.g. Camper/Student and Staff), and Year or Season. The image below gives an example of a more complex Group Structure, listing the Location, Year/Season, and the Session for each program.
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 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.
- 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.
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 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.
For organizations using their own registration system, we need a spreadsheet of all of your participants before your organization is ready to launch.
When a Participant Import is received, it is imported into your account and an automatic email is sent to any new email addresses attached to participants.
For every Participant Import:
- Each row must have a first name, last name, and date of birth for the participant. This helps ensure 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.
- Include a unique identifier if possible. Identifiers are located with the demographic information of the profile and are made up of a combination of numbers and/or letters. This is a great way to help us match participants and eliminate the risk of duplicates.
- 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.
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.
Please use these templates when creating your group structure and formatting your roster spreadsheets.
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 this article.
What if I don’t have my cabins or room assignments yet, and I want to add them as tags?
No problem! We can import your data without this information and then add cabins/room assignments when they are available.
Uploading An Import File
To upload an Import File to our data specialists:
- Log in to your Provider Portal.
- In the left column, in the Menu, click Data Import.
- In the submenu that appears, click Profile Upload.
- Click the Choose File button, and then select the file that you want to import.
- Click the UPLOAD button. An Upload Complete window will appear.
All imports should be submitted through the Data Imports tab in the application. Once imported by our data 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 data team receives an incorrectly formatted spreadsheet, the import will not be complete and the data 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.