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Bulk Data Import

Introduction

The Bulk Data Import feature allows organizations to add and update large amounts of data using a spreadsheet file. Supported import domains currently include Client and Client Assignment records. Payment imports are currently under development and may not be available in all environments.

Bulk Data Import is a licensed feature. Access is controlled through Permission Groups and must be enabled for the appropriate users. If you are interested in the Bulk Data Import, submit a support ticket with your request.

Accessing Bulk Data Import

Navigate to:

Home → Tools → Bulk Data Import

The Bulk Data Import window contains two tabs:

  • New Import – Start a new import.
  • Import History – View previous imports and download import results.

Import History

The Import History tab displays previously processed imports, including:

  • Import ID
  • Domain
  • Status
  • Operation
  • File Name
  • Total Records
  • Valid Records
  • Errors
  • User
  • Date

Users can download the import results file from this screen.

Import Status Definitions

Status Description
Committed Import completed successfully.
ValidationFailed One or more fields failed validation.
CommitFailed The import process failed.
Cancelled The import was cancelled before completion.

Download Results

The downloaded results file includes:

Column Description
Row Number Imported row number
Status Success or Failed
Action Insert or Update
Created/Updated ID Record affected by the import
Error Messages Validation or processing errors

Creating a New Import

Step 1: Select Domain

Choose the type of data you want to import:

Client

Import new client records or update existing client demographic and contact information.

Available operations:

  • Add
  • Update
  • Add & Update

Client Assignment

Import or update client enrollments and assignment information.

Available operations:

  • Add
  • Update
  • Add & Update

Payment

Payment imports are currently under development and may not be available in all environments.

Client Assignment Invoice Option

When using Add or Add & Update for Client Assignments, an Auto Create Invoices option is available under the Upload File step.

When enabled:

  • Invoices are created for newly added assignments.
  • Invoices are not created for updated assignments.

Click Next to continue.

Step 2: Download Template

Choose one of the following template options.

Blank Template

Downloads a spreadsheet containing column headers only.

Use this option when creating records from scratch.

Pre-filled Template

Downloads existing client data from a selected course.

Use this option when updating records in bulk.

Important

  • Search is performed using Course Code only.
  • Enter at least the first two characters of the Course Code before results appear.
  • The template will populate with existing client information from assignments within the selected course.

Click Download Template.

If you already have a properly formatted file, this step may be skipped.

Step 3: Upload File

Upload your completed CSV file by either:

  • Dragging and dropping the file into the upload area.
  • Clicking Browse Files.

Once uploaded, the file name will appear below the upload area.

Click Review Results.

Step 4: Review Results

The Review Results screen validates the uploaded file before processing.

The validation summary displays:

  • Total Rows
  • Valid Rows
  • Error Rows
  • Skipped Rows

Valid Rows

Rows that pass validation display the action that will be performed:

  • Insert
  • Update

Validation Errors

Rows containing validation issues are displayed in the Errors section.

Examples include:

  • Invalid date formats
  • Invalid select list values
  • Missing required information

Correcting Validation Errors

Click the Pencil icon next to an error row to edit the data directly within Bulk Data Import.

When a change is saved:

  • Validation automatically runs again.
  • The corrected row is validated again immediately.
  • The file does not need to be downloaded, corrected externally, and re-uploaded.

Partial Imports

Rows that fail validation are not imported.

Valid rows may still be processed even when other rows contain errors.

Click Continue when ready.

Step 5: Confirm Import

Review the import details including:

  • File Name
  • Rows to Import
  • Total Rows
  • Errors Skipped
  • Import Usage

Import Usage displays:

  • Today
  • This Week
  • This Month

Import limits are based on licensed usage settings and may vary by organization.

Click Confirm & Import to begin processing.

Import Completion

During processing, Bulk Data Import displays the progress of each row being committed.

Once complete, a summary is displayed showing:

  • Records Inserted
  • Records Updated
  • Records Failed

Available options include:

  • Download Results
  • New Import
  • Return to History

Required Fields

Client Import

Add

Required:

  • First Name
  • Last Name

Update

Required:

  • Client ID

Add & Update

  • Client ID updates an existing client.
  • Blank Client ID creates a new client.

Client Assignment Import

Add

Required:

  • Client ID
  • CourseID
  • SectionID
  • Enrollment Status

Update

Required:

  • Client ID
  • CourseID
  • SectionID

Add & Update

  • Existing assignments are updated.
  • New assignments are created.

Client Import Behavior

Add Operation

When using the Client Add operation:

Scenario Result
Client ID is blank New client is created
Client ID populated Client record is treated as an Update

Update Operation

Client records are identified using Client ID.

Important: A Client ID is required when using the Update operation. If the Client ID is unknown, it must be obtained before the record can be updated through Bulk Data Import.

Add & Update Operation

  • Existing Client IDs update existing records.
  • Blank Client IDs create new records.

Duplicate Client Detection

Bulk Data Import uses Client ID to determine whether a Client record is treated as a new record or an update. 

The import process does not perform duplicate checking based on:

  • First Name
  • Last Name
  • Email Address
  • Phone Number
  • SSN
  • Date of Birth
  • Other demographic information

To avoid creating duplicate client records, review your data carefully before importing and ensure existing clients include the appropriate Client ID.

Client Assignment Behavior

Add Operation

Creates new assignments.

Update Operation

Updates existing assignments.

Assignments are identified using:

  • Client ID
  • CourseID
  • SectionID

Add & Update Operation

  • Existing assignments are updated.
  • New assignments are added.

Important

Changing the SectionID does not transfer a student between sections.

Changing the SectionID is treated as a new assignment and will be processed as an Add.

Field Formats and Validation

Format Requirements

Field Format
SSN 123456789
Date of Birth MM/DD/YYYY
Phone Number (727) 123-1234


Select List Validation

The following fields must contain valid values that already exist in the system. Invalid values will generate validation errors during the import process.


Client Import Select List Fields

The following Client fields are validated against existing system values:

  • Sponsor Name
  • Ethnicity
  • Language
  • Funding Source
  • Staff Name
  • Diploma Status
  • Job Status
  • Adult Client
  • Client Type
  • Client Assignment Select List Fields

The following Client Assignment fields are validated against existing system values:

  • Enrollment Status
  • Registered By
  • Transcript Status
  • Sponsor (Company)
  • Marketing Source
  • Important

If a value entered in the spreadsheet does not match an existing value in the corresponding select list, the row will fail validation and must be corrected before it can be processed.

Important Notes

  • Bulk Data Import is a licensed feature and access is controlled through Permission Groups.
  • Payment imports are currently under development and may not be available in all environments.
  • Only fields provided in the import template can be added or updated.
  • Client imports use Client ID to determine whether a record should be updated.
  • New client records require First Name and Last Name.
  • Client Assignment imports can add or update assignments but cannot transfer students between sections by changing the SectionID.
  • For Client Assignment imports, invoices are only created for newly added assignments when Auto Create Invoices is enabled.
  • Updated assignments do not generate invoices.
  • Rows that fail validation are not imported.
  • Valid rows can still be processed even when other rows contain errors.
  • Import limits are based on licensed usage settings and may vary by organization.
  • Ensure all values entered in the spreadsheet use the proper format and valid select list values.
  • Many validation errors occur when values entered in select list fields do not exactly match existing values in the system. Before importing data, verify that select list values such as Enrollment Status, Marketing Source, Funding Source, Sponsor, and Transcript Status already exist and are spelled correctly.

Conclusion

Bulk Data Import provides a streamlined method for adding and updating large amounts of Client and Client Assignment data using spreadsheet templates. By validating records before processing and allowing corrections directly within the import workflow, users can quickly identify and resolve issues before committing data to the system. For further assistance, refer to related articles or contact support.

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