How to Batch Upload Registrants to Activity for Credit Claiming

How to Batch Upload Registrants to Activity for Credit Claiming

Part one:  Uploading Registrants
 

Sign into the admin side

Select your activity under Activity search


 
In the drop down click on 'Select Activity' to keep the activity selected.
 
 
Once the activity is selected, scroll down and click on 'Import Data'
 
 
Choose Template-Attendance
 
This will give you the template in which to put your attendee information. Once you’ve put your attendee names in here save it as an Excel spreadsheet on your desktop or elsewhere to be uploaded.
 
Important Notes:
 
  • The Excel file you are going to import needs to have firstName, lastName and emailAddress. If you include Profession, it must be worded in same manner as profession choices available on the profile page. If you enter “Other” as the profession, it will change the profession in the users profile causing potential issues when they claim credit as credit is given based on the profession.

  • You cannot import profession fields that do NOT exist in your system or the file will be rejected.

  • Note: importing registrations or attendees is ONLY done at the activity level.

  • If you copy and paste, please be sure not to add extra spaces in any field or it will not import·

  • If you format this spreadsheet and put a border around it, the data will not import (leave the import sheet as is and only use it for importing data into the system

  • ALWAYS check your data file before importing it into the activity
 
Click Import Type Attendance
 
Click on CHOOSE FILE and select the Excel file you want to import (file you created in Step 4) and OPEN

Click submit
 
Preview will show
 
Click 'Start Test Import'
 
 
Import is not COMPLETE YET.
 
Download the Importresults file to make sure the results are successful.
 
 
The results file includes these additional file that provides you the status of the import.
 
 
 
Once the results show as Import Successful, then check off  the confirmation box and click on 'Stat Live Import'
 
Download the Importresults file to make sure live import is successful.
 
 
Part One complete.
 
Part two: Sending Email
 
 
1.      Go to Reports > Run Report > Saved Reports  - you need to run a report on both
Registrant: Existing Profiles (Previous Sign-In)and Registrant: New Profiles (Never Signed In) (could include a learner who has a profile already but has never signed in)
 
 
2.     Click on the one of the reports named above (note you must run BOTH reports)
 
3.      Click on Select Criteria and Run and choose your activity under Assigned people > 'Activity' field – click on RUN REPORT
 
 
4.      Results show
 
5.      Click on upper right hand corner button that says SEND EMAIL
 
 
6.      Choose Attendee Roster Email (Existing) or Attendee Roster Email (New) depending on for which group you ran the report.
 
 
7.      Make any adjustments to email or send list as needed and SEND (Please note that new profiles will receive a temporary password while existing profiles will receive their user name and a password reset – so make sure you send the correct email to the correct list.
 
IMPORTANT:  The email do not have any specific login instructions to the FDA Learners that are supposed to login via SSO sign in.
 
 

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