Inputting visitor data into a CSV template

You can create a CSV template using the Download Template button if you have configured the selected visit site to have the Email Address Visitor field set to IsMandatory.

The format of the name of the CSV template is Visitors Template_<Sitename>_<Datetime>.csv .

SiteName is the name of the selected Visit Site and Datetime is the date and time the CSV template is created.

For example: Visitors Template_Main Campus_2017-09-28 15-11-668 .

The CSV template contains a header row with the names of the fields in the Active Fields of your Visit Site in the order that you configured them, as shown in Active Fields in Visit Site . You can add extra information to the file above the header and those lines will be skipped in the bulk add operation.

Note: If you plan on using a CSV file created with Excel 2013, you have to open this CSV file in Notepad and then change the encoding to UTF-8. Save the CSV file with this updated encoding as shown in Saving CSV file with UTF-8 encoding. If you are using Excel 2016, you need to select CSV UTF-8 (Comma delimited) as the file type when you save the file. If you do not save the file as UTF-8, it cannot upload to the Web Portal.
Figure 1. Saving CSV file with UTF-8 encoding
utf-encoding.png
Figure 2. Active Fields in Visit Site
Bulk-Add-Visitor.png

To create a CSV template and input data ready for the bulk upload operation, complete the following procedure:

  1. Create a Visit or edit an existing Visit.
  2. Click Import Visitors.
  3. Click Download Template.
    Note:
    • The CSV template appears in your browser's downloads folder.

    • The Import Visitors button is disabled if the selected Visit Site is All Sites or if a selected Visit Site other than All Sites does not have the Email Address Visitor field set to IsMandatory.

    • If you are using Firefox, clicking Download Template creates a DOWNLOAD TEMPLATE button. Click DOWNLOAD TEMPLATE. A pop up window appears.

      downloadfirefox.png
  4. Open the CSV template.
  5. Input the data for the required Visitor Fields into the template in the same order as the header.
    • If you are using a TXT file, separate the data with commas.

      For example:

      
LastName, FirstName, EmailAddress
Brown, Ian, ibrown@email.com
Hayes, Kelly, khayes@email.com
Matthews, Tim, tmatthews@email.com
    • If you are using an Excel file, input the data in the different columns.
      Note: There is a limit of 5001 rows for each file when bulk adding visitors to a Visit. A warning appears if you try to upload a file with more than 5001 rows. The row limit does not count the rows before the header row.
  6. Save the template.
    1. If the file does not contain a header row, it is not processed in the bulk add operation.
    2. If the header row of the CSV or TXT file does not match the expected header row for the selected Visit Site, it is not processed in the bulk add operation.
    3. When you input visitor data for enumerated type Visitor Fields, enter the value as a string. The string should be the same as the options in the combo box on the Personnel editor or in the Dynamic View of Personnel.

      For example: For the EscortOption Visitor Field you need to input either None , Unescorted Visitor , Escorted Visitor or Escort .

    4. When you input visitor data for logical fields, enter the value as True or False .