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Import Credentials
Admin > Processes > Import Credentials
Watch How To: Import Credentials NOW!
The Import Credentials menu item of Admin > Processes allows an Admin User to import an Excel spreadsheet of certification/license data into the student credential table. Visibility Software recommends not importing more than 1,000 records at a time not only because of the time it takes but smaller imports allow for better control and verification of correct information.
How do I set up the Spreadsheet?
How do I set up the Import Credentials process?
Frequently Asked Questions
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There are several fields that can be used in this import as listed in the table below, but the first five fields (in red) must be included in each record (row) in the spreadsheet.
| Field Name |
Type |
What is it?/Where to find it? |
| Company Code |
Code Table Text Field |
Admin > Codes > Companies |
| Employee Number |
Open Text Field |
Student File > Contact Info Page > Job Details Tab |
| Credential Code |
Code Table Text Field |
Admin > Curriculum > Credentials |
| Status Code |
Code Table Text Field
|
Admin > Codes > Credential Statuses |
| Status Date |
Date Field |
Enter the Date Associated with the Status |
| Date Attained |
Date Field |
The Date most Recently Attained |
| Date Expires |
Date Field |
The Date the Credential will Expire if it does. |
| Misc1 - Misc10 |
Open or Code Table Text Fields |
Misc. Fields as Defined in Admin > Page Builder > Student > Credential Requests > Misc. Tab |
| Note |
Memo |
Any note/explanation as needed for this Credential |
| Request Date |
Date Field |
The Date the Student submitted the request for this Credential |
| Start Date |
Date Field |
The Date the Student started the process to achieve this Credential |
Use the COLUMNS to hold the fields that should be included in the import and each ROW for the complete credential record for each credential the student has attained.
Below is an example of a credential import spreadsheet.
IMPORTANT NOTES:
1. Before saving the spreadsheet for import, always remove the column headers, but make note of the fields included and order.
2. When modifying a spreadsheet, be sure to delete ROWS and COLUMNS that are not needed instead of Edit > Clear Contents; otherwise the import will recognize those blank ROWS and COLUMNS and generate an error or add blank records.
3. Make sure to save the spreadsheet as an Excel 1997-2003 file (i.e. an xls file) as the import cannot accept an xlsx file.
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- Use the field lists on the left hand side to Add >> any additional fields to the right hand side that are in the spreadsheet.
- Be sure the fields listed on the right hand side are in the same order as the COLUMNS in the spreadsheet. Use the Move Up and Move Down buttons to rearrange the fields as necessary.
- If too many fields are listed on the right hand side use the << Remove button to take off the field.
- Once all the necessary fields are selected on the right hand side and they match the order of the fields on the spreadsheet click the >> Continue button.
On the next page select your spreadsheet and click import.
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Why am I getting an error when trying to import my credentials spreadsheet?
Make sure that the worksheet has the same number of columns as fields selected in the setup. Note: if contents were cleared from a column instead of deleting the whole column, this could cause issues.
Make sure that the spreadsheet is saved as an xls file and not an xlsx file. Cyber Train can only import xls files.
Make sure that the name of the page in the worksheet is Sheet1, anything else will cause an error.
See also
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