If you have a large number of profiles to create in VALD Hub, you can upload these in bulk using the bulk upload feature, instead of on an individual basis.
In order to upload multiple profiles at once, the patient or athlete data must be set up correctly in a CSV file format. Follow the below guide for steps on how to successfully bulk upload your patient or athlete profiles.
- Download the CSV template
- Prepare your CSV file
- Upload your CSV file
- How VALD Hub handles duplicate entries
Download the CSV template
To assist you with bulk uploading your profiles, we have provided two different templates, depending on your needs.
You can choose to either import all possible information for your patients and athletes or import the bare minimum requirements. Use the table in the 'Prepare your CSV file' section below to find out what information you can import into VALD Hub.
|CSV Template with all fields
Includes Email field
|CSV Template with required fields only
Given name, Family name, Date of Birth, Gender
|Download .csv||Download .csv|
Any columns that will not be used for the upload must be entirely deleted from the CSV file, as leaving columns with blank values will cause an 'Invalid' error.
Prepare your CSV file
With your CSV template downloaded and open in Microsoft Excel, you can start entering in your patient and athlete information.
If you have a PMS or AMS that already contains the necessary profile information, you can export a CSV file from your management system to remove the need for manual entry. For help exporting from your PMS / AMS, please contact your software vendor.
Use the below table as a guide for how to enter in the profile information for your bulk upload. To ensure you do not have any invalid errors occur during the upload process, the document must be completed correctly. Follow the important steps beneath the table before saving and uploading your file.
|given-name||Yes||The patient or athlete's first name.|
|middle-name||The patient or athlete's middle name.|
|family-name||Yes||The patient or athlete's surname.|
|date-of-birth||Yes||The patient or athlete's date of birth.
Must be in YYYY-MM-DD format. Date cannot be in the future.
|*||The patient or athlete's email address.
Profiles with no email will show as invalid, however, can still be uploaded.
* Email is required if you are wanting to prescribe programs to profiles through TeleHab.
|weight||The patient or athlete's weight.
Field must be numerical characters only. Weight will be converted to kilograms or pounds upon upload.
|height||The patient or athlete's height.
Field must be numerical characters only. Height will be converted to centimeters or inches upon upload.
|sport||The patient or athlete's sport (if applicable).
This must match a Sport available in the VALD Hub drop-down list, which is visible when creating a profile individually.
|position||Position of the patient or athlete in their sport (if applicable).|
|sex||Yes||The patient or athlete's sex.
If left blank, gender will upload as 'Unknown'.
If there is no sex column within the csv, profiles will show as invalid. These can still be uploaded, however, will upload as 'Unknown' and may affect gender and normative data reporting.
|allow-photo-and-video-recording||Upload video recordings for prescribed TeleHab exercises.
If included in CSV file, field must be set to TRUE or FALSE. Can only be set to TRUE for patients 13 years and older.
|external-id||External identifier for the patient or athlete, should you wish to link your profiles to an external system (e.g. PMS / AMS).|
|Category 1||The Category name in VALD Hub where you wish to place the patient or athlete. These must already be created in VALD Hub.|
|Group 1||The Group name in VALD Hub where you wish to place the patient or athlete. These must already be created in VALD Hub.
An individual profile can be assigned up to eight groups.
Before you save your document, you must ensure that:
- the date-of-birth column has been changed to YYYY-MM-DD format.
- any blank columns have been deleted.
When you are finished, save the CSV file.
Upload your CSV file
- Log into VALD Hub.
- Go to Profiles in the side navigation bar.
- Click in the top-right.
- Drag and drop your file into the box, or click Choose file.
- Click Continue.
- Review the list of Profiles to ensure they are correct. Any invalid profiles can be fixed in your .csv file, then reuploaded.
- Click the button.
- Click Yes, import now.
How VALD Hub handles 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 email field.
- The first name and last name fields. Both of these fields need to match an existing profile.
- The vald-id field. This field is included when exporting profiles from VALD Hub to a .CSV.
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: You must create profiles individually if you need to create two profiles with the same first and last name.
Please see our guide on editing profiles in bulk if you need to make any edits to a large number of profiles.
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