You can save time by creating your Profiles in bulk using the VALD Hub bulk upload feature.
The process to create profiles in bulk is the following steps:
- Obtain the Profile .CSV template from VALD Hub
- Prepare the .CSV for upload
- Upload the .CSV file
Other useful information:
1. Obtain the Profile .CSV template from VALD Hub
To assist with the bulk upload, you will first need to download the current Profile .CSV template from VALD Hub. To do this you will do the following steps: *Note you will need at least one created profile in your system, a group, and a group assigned to the profile.
- Log in to VALD Hub
- Go to Profiles
- Select a single profile
By clicking on the profile photo/initial - Click Export Selected
- Open the exported .CSV, remove the information relating to existing profiles.
- Save the .CSV
Note: the .CSV template also includes the ability to assign profiles to Categories and Groups. However before uploading you will need to ensure the Categories and Groups have already been created in VALD Hub.
2. Prepare .CSV file
If you have a PMS (Practice Management System) that already contains the necessary profile information, a .CSV export from your PMS can serve as the basis for your bulk upload.
To prepare your profiles for bulk upload:
- Obtain the Profile .CSV template
- Compile your list of profiles in the .CSV file
- Ensure the required fields – Given Name, Family Name, Sex and Date of Birth are completed for each profile. All other columns are optional. A warning will be shown if Gender or Email are not included, however profiles missing these fields can still be uploaded.
- Enter Date of Birth – must be in YYYY-MM-DD format. {{giff from Excel}}
- If you choose to include a value in the Sport column, ensure the value matches one of the existing sports in VALD Hub. To confirm, manually add a single profile in VALD Hub and view the sports in the drop-down list.
- To Allow Photo and Video Recording, add the value "True" in the column. This field can only be set to “True” for profiles 13 or older.
- If you wish to link your Profiles to external systems, you can add an External ID for all relevant Profiles
- If you choose to include a value in a Category and Group column, ensure the value matches one of your existing Categories and Groups in VALD Hub. An individual can be assigned to 8 Groups
3. Upload .CSV file
To upload your .CSV file into VALD Hub:
- Log in to VALD Hub
- Go to Profiles
- Click Upload from CSV
- Select your .CSV file and click Continue
- Review the list of Profiles to ensure that they are correct. Invalid Profiles can be fixed in the .CSV file and re-uploaded.
- Click Import profiles
- Click Yes, import now
Duplicate entries
Three sets of criteria are used to determine if a profile being uploaded is a duplicate of a profile that currently already exists in VALD Hub:
- The vald-id field. This field is included when exporting profiles from VALD Hub to a .CSV.
- The email field.
- The first name and last name fields. Both of these fields need to match an existing profile.
If a profile being bulk uploaded is a duplicate of a profile currently in VALD Hub, the information in the profile being uploaded will be used to update the profile that currently exists.
Note: The individual profile creator can be used to create two profiles with the same email or the same first and last name.
Editing profiles in bulk
To bulk edit profiles using this feature:
- Log in to VALD Hub
- Go to Profiles
- Select the profiles you would like to edit
- Click Export Selected
- Open the exported .CSV and edit the profiles. Do not edit the vald-id column.
- Save the .CSV
- Follow the steps to upload a .CSV listed above.
- Instead of creating new profiles, when the upload is complete profiles that currently exist in VALD Hub will be updated with the information in the CSV.
Note: Editing profiles in bulk will not work for profiles that have an email assigned to them.
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