Importing Data - Revision history

Anna: /* Importing Registrations */

2026-10-12T19:32:08Z

Importing Registrations

← Older revision		Revision as of 12:32, 12 October 2026
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	== Importing Registrations ==		== Importing Registrations ==

			Watch how to do Bulk Registrations [https://youtube.com/shorts/XMM63cjEEB8?feature=share HERE].

	These instructions are the same for these types registrations: Participant, Judge, Teacher, school accounts and special user accounts. Currently, there is not an option for importing Volunteers or Attendees. If you need help importing information for these user types, please reach out to support@zfairs.com.		These instructions are the same for these types registrations: Participant, Judge, Teacher, school accounts and special user accounts. Currently, there is not an option for importing Volunteers or Attendees. If you need help importing information for these user types, please reach out to support@zfairs.com.

Anna: /* Importing Registrations */

2026-10-12T19:01:15Z

Importing Registrations

← Older revision		Revision as of 12:01, 12 October 2026
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	# Go to Staff > Import Data		# Go to Staff > Import Data
			#* ''If you are a Teacher doing student imports (Bulk registrations), Navigate to 'Create Account' in your menu, then down to "Register Participants (Bulk)''".
	# It will take you to this screen:		# It will take you to this screen:
	#: [[File:Import screen for registrations.png]]		#: [[File:Import screen for registrations.png]]
	# Make sure the correct tab is open. It defaults to participants, but it is always good to confirm you are importing information for the correct user type before starting.		# Make sure the correct tab is open. It defaults to participants, but it is always good to confirm you are importing information for the correct user type before starting (''Teachers only have the ability to do participant imports, so they do not need to worry that they have the right tab selected'').
	# Then select Choose File. Select the CSV file that you want to load.		# Then select Choose File. Select the CSV file that you want to load.
			#* You can download a template of the csv columns by clicking on "Download Template".
			#* Username, First Name, Last Name are the only columns that MUST contain information, otherwise all other columns will just
	# Then you are asked to Map the columns:		# Then you are asked to Map the columns:
	#: Each of the columns in your file should show, along with the title you named the column. You then need to select the item from the drop down list that matches the item in the CSV file.		#: Each of the columns in your file should show, along with the title you named the column. You then need to select the item from the drop down list that matches the item in the CSV file.

Anna: /* For Registrations */

2026-08-07T18:22:12Z

For Registrations

← Older revision		Revision as of 11:22, 7 August 2026
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	== ~~For~~ Registrations ==		== Importing Registrations ==

	These instructions are the same for these types registrations: Participant, Judge, Teacher, school accounts and special user accounts. Currently, there is not an option for importing Volunteers or Attendees. If you need help importing information for these user types, please reach out to support@zfairs.com.		These instructions are the same for these types registrations: Participant, Judge, Teacher, school accounts and special user accounts. Currently, there is not an option for importing Volunteers or Attendees. If you need help importing information for these user types, please reach out to support@zfairs.com.
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	* When creating TEAM projects, be sure to add an Entry ID column. Then assign any number to the projects with team members receiving the same number.		* When creating TEAM projects, be sure to add an Entry ID column. Then assign any number to the projects with team members receiving the same number.
	* If using multiple entries, add an External Entry ID. ALL PROJECTS should be assigned DIFFERENT numbers. First Name, Last Name and email of the participant should be provided for every project as well. NOTE: multiple entries will create what appear to be duplicate accounts on the people page. Just take note that multiple entries does not mean multiple participants, and the counts will show different numbers.		* If using multiple entries, add an External Entry ID. ALL PROJECTS should be assigned DIFFERENT numbers. First Name, Last Name and email of the participant should be provided for every project as well. NOTE: multiple entries will create what appear to be duplicate accounts on the people page. Just take note that multiple entries does not mean multiple participants, and the counts will show different numbers.


	==Assigning Judges to Projects With Import==		==Assigning Judges to Projects With Import==

Anna: /* For Assigning Judges to Projects */

2026-08-07T18:21:53Z

For Assigning Judges to Projects

← Older revision		Revision as of 11:21, 7 August 2026
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	==~~For~~ Assigning Judges to Projects==		==Assigning Judges to Projects With Import==



	==Importing Scores==		==Importing Scores==

Anna: /* For Scores */

2026-08-07T18:21:17Z

For Scores

← Older revision		Revision as of 11:21, 7 August 2026
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	==~~For~~ Scores==		==Importing Scores==

	== Related pages ==		== Related pages ==

Anna at 18:20, 7 August 2026

2026-08-07T18:20:46Z

← Older revision		Revision as of 11:20, 7 August 2026
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	* When creating TEAM projects, be sure to add an Entry ID column. Then assign any number to the projects with team members receiving the same number.		* When creating TEAM projects, be sure to add an Entry ID column. Then assign any number to the projects with team members receiving the same number.
	* If using multiple entries, add an External Entry ID. ALL PROJECTS should be assigned DIFFERENT numbers. First Name, Last Name and email of the participant should be provided for every project as well. NOTE: multiple entries will create what appear to be duplicate accounts on the people page. Just take note that multiple entries does not mean multiple participants, and the counts will show different numbers.		* If using multiple entries, add an External Entry ID. ALL PROJECTS should be assigned DIFFERENT numbers. First Name, Last Name and email of the participant should be provided for every project as well. NOTE: multiple entries will create what appear to be duplicate accounts on the people page. Just take note that multiple entries does not mean multiple participants, and the counts will show different numbers.


			==For Assigning Judges to Projects==



			==For Scores==

	== Related pages ==		== Related pages ==

Anna: /* For Registrations */

2026-08-07T18:16:26Z

For Registrations

← Older revision		Revision as of 11:16, 7 August 2026
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	# Go to Staff > Import Data		# Go to Staff > Import Data
	# It will take you to this screen:		# It will take you to this screen:
	#: [[File:~~Import_Data_Screen~~.png]]		#: [[File:Import screen for registrations.png]]
	# Make sure the correct tab is open. It defaults to participants, but it is always good to confirm you are importing information for the correct user type before starting.		# Make sure the correct tab is open. It defaults to participants, but it is always good to confirm you are importing information for the correct user type before starting.
	# Then select Choose File. Select the CSV file that you want to load.		# Then select Choose File. Select the CSV file that you want to load.

Anna: /* Importing registrations */

2026-08-07T18:16:03Z

Importing registrations

← Older revision		Revision as of 11:16, 7 August 2026
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	~~== Importing registrations ==~~
	== For Registrations ==		== For Registrations ==

Anna at 22:51, 6 August 2026

2026-08-06T22:51:31Z

← Older revision		Revision as of 15:51, 6 August 2026
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	== Importing registrations ==		== Importing registrations ==
	== For Registrations ==		== For Registrations ==

			These instructions are the same for these types registrations: Participant, Judge, Teacher, school accounts and special user accounts. Currently, there is not an option for importing Volunteers or Attendees. If you need help importing information for these user types, please reach out to support@zfairs.com.

	# Go to Staff > Import Data		# Go to Staff > Import Data
	# It will take you to this screen:		# It will take you to this screen:
	#: [[File:Import_Data_Screen.png]]		#: [[File:Import_Data_Screen.png]]
	# Make sure the correct tab is open. It defaults to participants, but it's always good to ~~check~~.		# Make sure the correct tab is open. It defaults to participants, but it is always good to confirm you are importing information for the correct user type before starting.
	# Then select Choose File. Select the CSV file that you want to load.		# Then select Choose File. Select the CSV file that you want to load.
	# Then you are asked to Map the columns:		# Then you are asked to Map the columns:
	#: Each of the columns in your file should show, along with the title you named the column. You then need to select the item from the drop down list that matches the item in the CSV file.		#: Each of the columns in your file should show, along with the title you named the column. You then need to select the item from the drop down list that matches the item in the CSV file.
	#: Note: ~~All~~ of the ~~entries~~ in your CSV file should match ~~entries~~ in your registration. If you notice that there is a field/column in your file that is NOT in your registration, close the file and DO NOT process. The item will need to be added to the registration in order for the data reports to collect the correct information. Go into your registration and add the ~~item~~, then retry the import.		#: [[File:Import_Data_Screen.png]]
	#: If you have headers, don't forget to select that the first row are headers, or else it will create a "header" account.		#: Note: You will notice in the School, Judge and Other Users import that there is an option to add fields. Do this before uploading your file. Otherwise, all of the fields in your CSV file should match fields in your registration. If you notice that there is a field/column in your file that is NOT in your registration, close the file and DO NOT process. The item will need to be added to the registration in order for the data reports to collect the correct information. Go into your registration setup and add the field, then retry the import.
			#: If you have headers on your csv file, don't forget to select that the first row are headers, or else it will create a "header" account.
	# When you are done mapping, select “process file”, double check to make sure your file looks correct, then click "Load".		# When you are done mapping, select “process file”, double check to make sure your file looks correct, then click "Load".

Anna at 22:37, 6 August 2026

2026-08-06T22:37:22Z

← Older revision		Revision as of 15:37, 6 August 2026
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	== Importing registrations ==		== Importing registrations ==
	~~# Go to '''Staff → Import Data'''~~		== For Registrations ==
	~~# Confirm you are on the correct tab (defaults to participants)~~

	# ~~Click ''~~'Choose File~~''' and select your~~ CSV		# Go to Staff > Import Data
	# Map the columns:		# It will take you to this screen:
			#: [[File:Import_Data_Screen.png]]
			# Make sure the correct tab is open. It defaults to participants, but it's always good to check.
			# Then select Choose File. Select the CSV file that you want to load.
			# Then you are asked to Map the columns:
			#: Each of the columns in your file should show, along with the title you named the column. You then need to select the item from the drop down list that matches the item in the CSV file.
			#: Note: All of the entries in your CSV file should match entries in your registration. If you notice that there is a field/column in your file that is NOT in your registration, close the file and DO NOT process. The item will need to be added to the registration in order for the data reports to collect the correct information. Go into your registration and add the item, then retry the import.
			#: If you have headers, don't forget to select that the first row are headers, or else it will create a "header" account.
			# When you are done mapping, select “process file”, double check to make sure your file looks correct, then click "Load".

	~~# Each CSV column should map~~ to ~~the matching registration field via the dropdown~~		=== Some things to take into consideration: ===
			* As long as the First Name, Last Name and Email are the same, any other differences for accounts will be changed if uploading the CSV file multiple times, without creating a duplicate account. This can also cause information to be cleared from existing accounts.
	~~'''Important~~:''' All CSV columns should match fields in your registration. If a column is not in registration, '''do not process''' — add the field to registration first, then retry. Otherwise data reports will not collect correctly.		* When creating TEAM projects, be sure to add an Entry ID column. Then assign any number to the projects with team members receiving the same number.
			* If using multiple entries, add an External Entry ID. ALL PROJECTS should be assigned DIFFERENT numbers. First Name, Last Name and email of the participant should be provided for every project as well. NOTE: multiple entries will create what appear to be duplicate accounts on the people page. Just take note that multiple entries does not mean multiple participants, and the counts will show different numbers.
	~~If the file has headers, select that the first row is headers; otherwise a “header” account may be created.~~

	~~When mapping is done, select '''Process file''', verify the preview, then click '''Load'''.~~

	== ~~Considerations~~ ==
	* ~~Matching '''~~First Name + Last Name + Email~~''' updates an existing~~ account ~~on re-import (other fields~~ can ~~change or clear). Avoid accidental data wipes~~.
	* ~~For '''~~TEAM~~'''~~ projects, add an ~~'''~~Entry ID~~'''~~ column~~; teammates share~~ the same number.
	* ~~For '''~~multiple entries~~''' per person~~, add an ~~'''~~External Entry ID~~'''~~. ~~All projects get '''different'''~~ numbers. ~~Provide~~ First Name, Last Name, and email for every project. ~~Multiple~~ entries ~~can look like~~ duplicate people ~~accounts; counts for~~ entries vs participants will ~~differ~~.

	== Related pages ==		== Related pages ==