Importing Trainees via CSV

Objective

To provide a clear and concise step-by-step guide for team members to effectively import multiple trainees into a specific training program using a CSV file, ensuring accuracy and minimizing errors.

Key Steps

1. Access the Administration Panel

   • Navigate to the Administration section of the platform.

2. Select Import Trainees

   • Click on the "Import Trainees" option within the Administration panel.

3. Prepare the CSV File

   • Ensure that your CSV file is structured correctly, with all required headers that match the fields used by ResearchLogix. Common headers include trainee name, email, cohort, begin date, and mentor information.

4. Upload the CSV File

   • Click on the "Upload Data File" button.

   • Select the prepared CSV file from your device and upload it.

5. Map CSV Fields

   • Use the data mapper tool to match the columns in your CSV file to the corresponding fields in ResearchLogix.

   • Review any automatic mappings suggested by the system for common names.

6. Import Records

   • After completing the mapping process, click on the "Import Records" button to initiate the import.

   • Wait for the confirmation message indicating successful upload.

7. Verify Imported Data

   • Navigate to the trainees section to verify that all information has been populated correctly.

   • Check for trainee names, emails, cohort affiliations, begin dates, and mentor mappings.

8. Review Training History

   • Click on a trainee’s profile and navigate to their training history to confirm that the training record has been created with the associated mentor.

9. Make Edits if Necessary

   • If any errors are found, make the necessary edits directly in the trainee’s profile after the upload.

Cautionary Notes

• Ensure that the CSV file is free of errors before uploading, as incorrect data can lead to confusion and additional work.

• Double-check that all required fields are filled out in the CSV file to avoid incomplete records.

• Keep a backup of the original CSV file in case you need to reference it later.

Tips for Efficiency

• Use a consistent naming convention for your CSV file to easily identify its contents.

• Before importing, run a quick check for duplicates in your CSV file to avoid importing the same trainee multiple times.

• Familiarize yourself with the data mapping process to speed up the import for future training programs.

• Consider creating a template CSV file with the necessary headers for future use, making it easier to prepare data for import.

Link to Loom

https://loom.com/share/f3e5c9a5198843468361e0165a3752b7?src=composer