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How can I create or update Competencies in bulk or via a spreadsheet?
How can I create or update Competencies in bulk or via a spreadsheet?
Kathleen McGahey avatar
Written by Kathleen McGahey
Updated over a week ago

As the Admin of your Tribal Habits portal, there will be times when you need to manage Competencies in bulk. The "Bulk upload or enrol" feature allows admins to use CSV spreadsheets to manage data in bulk.

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 Competencies data - to create new or update existing Competencies.

NOTE: Only Super and Standard admin access levels can create or update Competencies via the upload / import CSV function.

What are the steps in uploading Competencies?

The Competencies upload follows four steps:

  1. Select the import type (Competencies).

  2. Select Continue

  3. Upload your CSV.

  4. Map the columns in your CSV to the fields in your portal.

  5. Process the upload.

Step 1 - Type

In Step 1, select Competencies.

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 Competencies.

What columns/fields are required for an upload of Competencies?

If you are uploading a CSV with EXISTING Competencies, then you need:

  • Competency ID - mandatory for updating existing Competencies

  • Competency name - mandatory

  • Competency code - optional see NOTE below

  • Competency description - optional - see NOTE below

  • Skills - optional - see NOTE below

    • To add multiple Skills, ensure you include a comma with no spaces

    • You can check your Skills by navigating to Admin -> Account -> Roles -> Skills tab

  • Active - Mandatory

NOTE: Whilst some fields are 'Optional' - please note that if you have existing data for optional fields populated - not including this data on your CSV upload will remove existing data.

If you are uploading a CSV with NEW Competencies, then for each new Competencies you need the following columns:

  • Competency ID - leave blank to create a NEW Competency

  • Competency name - mandatory

  • Competency code - optional

  • Competency description - optional

  • Skills - optional

    • To add multiple Skills, ensure you include a comma with no spaces

    • You can check your Skills by navigating to Admin -> Account -> Roles -> Skills tab

  • Active - Mandatory

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 Competencies 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:

  • You already have a Competency with this name - this error occurs when you have left the 'Competency id' field blank but used existing Competency data (for an update)

    • Ensure that if you are updating an existing Competency that you have populated data for the Competency id field OR

    • If you are creating a NEW Competency, one does not already exist with the same Competency name field details

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