Import Users

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Import/Export User data

As a leader you can import your user data if you have it in the correct format. Scout Manager supports importing roster data from files using CSV (Comma separated values) or TSV (Tab separated values). It's a widely supported format by many spreadsheet software company's including MS Excel. Nearly all spreadsheet editing software packages available support saving into one or both of these formats. You can also use a Unit Roster export from ScoutNet to import scouts.

Prepare your User data

Before starting the import ensure your data is in a tabular format. That means one value per column (like a spreadsheet). You might have the Scout's first/last name in the same field. If so you should split it into 2 columns. If you want to import the Scout's Parents and automatically associated them you should add their information on the same line as the scout. Up to 2 parents on the same line are supported for imports.

The format looks like this:

 Last, First,Intial,suffix,Den,Rank,Age,dob,phone1,phone2,email,parent1 first, parent1 last,...
 Smith,John,,,,Bobcat,,20071109,,,john.smith@mail.com,Bill,Smith,...
 Jones,Jeff,K,,,Bobcat,,20071028,,,jeff.jones@mail.com,,...

Don't try to write this format yourself, let a spreadsheet or other application do it for you. The position of each data element must be exactly the same top to bottom in the file and applications like MS Excel can do this for you in seconds.

You don't have to provide a value for each column for each Scout. For example you might not have an email for some of your scouts. That's ok, just leave it blank and your spreadsheet software will do the right thing. And to make the import process much easier we recommend adding a header row to your data on the first row that describes what's in each column. During the import process this row will show at the top of the screen and you'll be able to more quickly figure out what column of data you're looking at.

At a minimum you must provide a first name and a last name for each scout.

Supported User import fields

  "First name", "Middle initial", "Last name", "Suffix", "Nickname", "Birthday"
  "Home phone", "Work phone", "Mobile phone", "Email Address", "Email Address #2"
  "Address Line 1", "Address Line 2", "City", "State", "Zipcode"
  "Den or Patrol", "Rank", "BSA Id", "Join Date", "Grade", "School", "Notes" 
 Your account must be setup as a pack/troop leader to import data.  The person who registered with ScoutManager will already have this access and can delegate it others.

Start the import

  1. . Using the menu, click on *Administration* and select *Import Data*.
  2. . Click on the *Membership (File import)* link to import scouts and parents.
  3. . Select your file format (csv or tsv), use the *Browse* button to select your file and press the *Next Step* button to continue.

User-import.png

You'll be prompted to "Choose the File" then click "Next Step Map Columns". Scout Manager will read in your file and display a sample of it to you. Use the dropdown boxes at the top of the list to tell Scout Manager what is in the column of data. Take your time and ensure that each one is correct. You should also determine whether you need to check the box at the top labeled Check here if this file has a header row. In the example below we've selected it because the very first row has the names of the columns. By checking the box Scout Manager will ignore the first line when importing the data.

User-import-map.png

Finish the import

  1. Map your data to Scout Manager columns. Go through each column and use the dropdown select box at the top of each column to select the cooresponding data for the column. If you have fields that you don't want to bring just leave the selection as Do not import.
  2. When you are done mapping all the columns press the Next Step -> Preview button. You should see each Scout's information mapped correctly. If not use the browser's Back button to go back and make changes. You can map/preview as often as you need.
  3. When you have completed mapping and previewed the results, press the Next Step -> Final Import to import all the data.

Once you're satisfied with your selections click Next Step Preview. This gives you another opportunity to review your work before Scout Manager does the final import. This screen provides a view of how Scout Manager will import the data and at the top is a count of the number of records it expects to process. Review the data again and when you're ready click Next Step Final Import to complete the import.

User-import-review.png

Data Import Errors

You may encounter some errors while loading or mapping your data. Read the error message to see what the problem is and which *line number* the problem is occurring on. Usually, the problem is we're expecting a *numeric* value for grade and you have it spelled out, or the *date format* we're expecting is not in the proper format.

If the data import says


 The number of columns must be same in every row.

Then somewhere in the file you have a *stray* tab or comma causing your CSV or TSV to not be consistent. If you look closly at the error message, you'll see it also says:


Please correct the problem and try again. row=NN

Look at the exact row in your file and somewhere you find the extra comma or TAB causing the additional column. Remove the offending data and try the import again.

Don't struggle with it!

If you're having trouble, contact us and we'll be glad to help you work through the data import process.