As the Admin of your Tribal Habits portal, there will be times when you need to manage Groups in bulk. The "Bulk upload or enrol" feature allows admins to use CSV spreadsheets to manage data in bulk.
FEATURE ACCESS - ACTIVE OR CREATOR 50 PLAN OR LARGER
Please note that the Groups feature is only available on Active 50, Creator 50 or higher plans. This feature is not available on Starter 10, Creator 10 or lower plans. Please contact our team at [email protected] if you would like access to this feature but it is not activated on your plan.
Admins can navigate to the People menu in the admin area and use the "I want to..." menu on the top right of the page to select "Bulk upload or enrol". There are a variety of data imports available via this feature. Please see this article for an overview of the choices.
In this article, we review uploading Groups data - to create new or update existing Groups.
NOTE: Only Super and Standard admin access levels can create or update Groups via the upload / import CSV function.
What are the steps in uploading Groups?
The Groups upload follows four steps:
Select the import type (Groups).
Select Continue
Upload your CSV.
Map the columns in your CSV to the fields in your portal.
Process the upload.
Step 1 - Type
In Step 1, select Groups.
You will need to create your CSV for the upload. There is a template CSV you can download for this type, which will also export your current Groups.
What columns/fields are required for an upload of Groups?
If you are uploading a CSV with EXISTING Groups, then you need:
Group id - the unique id of your Group
Group name - the name of your Group
NOTE: You can locate your Group ID and Group names by navigating to Admin -> Account -> Fields or by downloading the CSV template in Step 1.
You will only see 'Custom Groups' option if you have this feature enabled.
If you are uploading a CSV with NEW groups, then for each new group you need the following columns:
Group id - leave this blank to create new Groups
Group name - populate this field with your desired new Group name
Step 2 - Upload
You can now upload your CSV (only standard CSV files are accepted).
Step 3 - Map
You now need to map your CSV to your fields in Tribal Habits and select a few key settings.
Mapping
Now review each column in your upload and select which Tribal Habits field to map the data to. Select 'Ignore this column' if a column does not need to, or cannot be, mapped. All CSV columns must be mapped or ignored.
Checklist
Please check that you have mapped all columns in your upload to your fields, or selected 'Ignore this column' if not required.
Step 4 - Process
Your upload will now be processed. You can return to other tasks or go to the overview page to see the results of your uploads and any errors.
On the overview page you can view your uploads (Super Admins can see uploads from all users, while other admins access levels can only see uploads of their own).
What if there are errors?
If there errors in your upload, you will see an Errors file to download on the overview table and a number of errors. Admins can download that Error file, which is a CSV containing each row in the upload which had an error.
NOTE: Rows with errors will not be processed. This means Groups were not updated or added.
When you open the 'Errors' file, the final row of the CSV will outline the errors in that row. Admins can fix those errors and re-upload the file with the fixed rows to import those users.
Common errors include:
Group ID provided does not exist - this error occurs if you have added an ID in the 'Group id' column that doesn't exist in your portal.
Remember - to add NEW Groups - this field must be left blank, only populating the Group name column