Bulk Import Events

Template

• Use the following template to prepare your data for upload. A preview will be shown before anything is created and you will have the option to cancel   Download template (CSV file)   
• The template structure is as follows:*Start Date | *End Date | *Start Time | *End Time | *Subject | *Location | Description | Staff Name | Organiser | Optional | *Rotation | *Group | Meeting Link
  * columns bolded and marked with an asterisk are required fields. The optional columns must be present but can be left blank. The columns must be in the exact same order
  Field descriptions – any optional fields can be left blank in the spreadsheet:
  • Start Date and Start Time: When the event begins (required)
  • End Date and End Time: When the event ends (required)
  • Subject: The main title of the event (required)
  • Location: Where the event is taking place. If no location available, type N/A, and if the event is online, type Teams/Zoom/Online or whatever is appropriate (required)
  • Description: The additional notes section of the event when the student opens the event in the calendar. Useful if you want to provide additional useful information to students. Note that students only see it if they choose to open the event (optional). Leave blank if not required
  • Staff Name: This will be added to the description field above, it’s usually the person leading the session (if applicable) (optional). Leave blank if not required
  • Organiser: This will also be added to the description field above, and it’s the person the students could get in touch with in case of queries about the event (optional). Leave blank if not required
  • Optional: type “y” without the quote symbols into the cell. This automatically adds “(Optional)” to the front of the event subject. e.g. “Ward Round” becomes “(Optional) Ward Round” (optional). Leave blank if not required
  • Rotation: The rotation number – see more info below (required)
  • Group: The name of the group – see more info below (required)
  • Meeting Link: The Zoom or Teams link if applicable (optional). Leave blank if not required

General

• The importer will only accept the data if all data is valid. If even one column is invalid on one row, the importer will not accept any data in the whole file. You will need to correct the issues and retry
• Any new events created will immediately reflect on student calendars belonging to the groups
• The importer only adds new events. Nothing is ever overwritten or deleted. To edit or delete an event, do this individually per event. Go to the calendar view, click the event then edit and update, or delete
• The importer only accepts CSV files as per the template provided. Excel files (.xls or .xlsx) will not be accepted
• The Valid? column in the preview indicates if the data provided for that row is okay:
  • Data all okay
  • Some missing or invalid data found in row
  • Data valid but check groups and/or event clashes

Dates and Times

• Start Date and End Date: must be in DD/MM/YYYY format
• Start Time and End Time: must be in HH:MM format (24 hours)
• The event’s Start Date and Start Time must be before the End Date and End Time

Rotations

• Rotation must match the given rotations in the admin view, excluding the word “Rotation”, e.g. 1, 2, 3a, 3b, etc.
• Rotation numbers are not case sensitive, e.g. “1A” is treated the same as “1a”

Groups

• To assign an event to all students in the rotation, use the word All in the group column – this needs to be an exact match. Anything else (e.g. “All 2”) will be considered a new sub group and you will be given the option to create new groups
• The importer checks whether the groups provided exist already within that rotation – it will look for an exact match. If a group you’ve provided does not exist,  you will be asked if you wish to create the group. If you do not wish to proceed, edit your file and try again
• Group names are not case sensitive, e.g. “Group A” is treated the same as “group a”
• If a group is created by the importer, don’t forget to populate it with students
• You may have more than one group assigned to a single event and these will need to be separated by comma’s, e.g. Group 1, Group 2, Group 3

Optional Fields

• Staff Name, Organiser and Meeting Link will all be automatically added to the Description in a templated format
• Anything you add within the Description field will then be shown below the templated text within the “description” of the event

Clashes

• The importer checks for any clashes within the spreadsheet or with events already in the system
• Clashes are only checked against events assigned to the same group or the All Students group, e.g. if two events are assigned to two different sub groups but occur at the same time, these will not be highlighted as clashes
• If you do not wish to proceed, edit your file and try again