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Adding Service Provider Members via Import

How to add Service Provider Members using CSV import. You must have the Service Provider Manager user role assigned to access this feature.

If you have multiple service provider members you want to add to your account, we have made this simple to do by using a CSV file import. To add these members, download our CSV import template for members, add your members, and import them to WhosOnLocation.

You can use your own spreadsheet file if required and the heading for each column will be matched up by our system. If you are using your own file, you will need to ensure the information added is formatted to fit our system, e.g. full name in one column rather than separated, and you will need to save this as a CSV file. Please see below for more information on the required formatting.

To access the Service Provider Manager and import your members, the Service Provider Manager Add-on needs to be enabled by the account owner and you must have the Service Provider Manager user role assigned. If either of these are missing, Service Provider Manager will not appear in your Tools menu.

Downloading Your CSV Template

You can download our CSV template for adding members from the member list in your account.

Please Note: The member CSV import template is a unique template used for importing members only. This is not used for importing service provider organizations.

1. Go to Tools > Service Provider Manager

2. Select Members from the left-hand menu

3. Click Add Members

4. Select the Download the Member Import Template link

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5. Save the file to your computer

You can now add information to the file to import into WhosOnLocation.

Preparing your CSV file

You can import the below information for members. The only information that is required is the Name and Status of the member, but the more information you add, the better your records will be.

Please Note: Do not remove or change any column headers of the CSV import, this will cause an error on importing. You can just leave these fields blank for any information you do not have.

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WOL ID – Leave this blank. It is automatically generated by our system and will cause an error on import if filled in.

Name – The member’s full name. You must provide a first and last name.

Title – The member’s job title.

Primary Email – The member’s primary email address. This will be used for automatic messaging to the member from WhosOnLocation including expiry notifications.

Alternate Email – If the member has a secondary email address it can be entered here and can be used for some contact from WhosOnLocation including sending induction courses.

Phone – The member’s direct dial phone number.

Mobile – The member’s mobile number. If no country code is entered the number will default to the account country code. If entering a country code, please use the format Code space Number, e.g. 1 55258456 or 61 40025845.

Please Note: The mobile number will be used for any automatic text messages from WhosOnLocation including during a WolEvac event.

Extension – If the member has a direct extension for contact you can enter this here.

ICE – The emergency contact number of the member.

Status - The status of the member in WhosOnLocation. This is a fixed value with choices coming from WhosOnLocation. You can choose between Pending, Active, Inactive, and On-Hold

Organization Name – The name of the organization the member belongs to. This must be an organization that is already set up in WhosOnLocation. If the member belongs to more than one organization, you can assign the additional organizations from WhosOnLocation but not in this initial import.

Contact Role Type 1 & 2 – You can enter a member’s contact role types here and add additional columns if required. Contact role types must be already set up in WhosOnLocation.

Location Permissions 1 & 2 – If the member requires different location permissions from the organization they are assigned, you can list them here and add more columns if necessary. Otherwise, location permission will default to the organization’s permissions.

Qualification Name – The name of a qualification the member has achieved. This must be set up in Qualifications Manager in WhosOnLocation before importing.

Qualification Completed – The date the member achieved the qualification

Qualification Expiry – The date the member’s qualification expires if required.

Qualification Number – The reference number of the qualification.

If you need to enter multiple qualifications, you can create new columns with the same headers after the original qualification. Each qualification must have the columns for name, completed, expiry, and number even if you are not entering all the information. You do not need to number these.

Induction Course 1 – The name of an induction course, that is set up in WhosOnLocation in the Induction Management section, that the member has passed.

Induction Course Completed 1 – The date the induction course was completed.

If you need to enter multiple inductions, you can create new columns with the same headers after the original induction. Each induction must have the columns for name and completed date and must be numbered.

Token Type 1 – The name of the type of token assigned to the member

Token Number 1 – The token number assigned to the member

Token Issues 1 – The issuance date of the token

Token Expires 1 – The expiry date of the token.

If you need to enter multiple tokens, you can create new columns with the same headers after the original token. Each token must have the columns for type, number, issues, and expires and must be numbered.

Once you have entered this information, save your spreadsheet as a CSV file. For best results, use the CSV UTF-8 file type.

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Importing Your CSV File

Once your CSV file has been prepared and you are ready to add the members to your WhosOnLocation account:

1. Go to Tools > Service Provider Manager

2. Select Members from the left-hand menu

3. Click Add Members

4. Select Import your Member List from a CSV File

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5. Click Select CSV File

6. Select the saved file from your computer and click Open

7. Click Next

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The headings of your columns will be matched automatically with the appropriate fields in WhosOnLocation. If you have entered your information correctly then they will all match up.

8. Click Next

Your members will import automatically and you will be notified how many were imported.

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If you receive an error of any type, please have a look at our troubleshooting tips below. If the error persists, please get in touch with us at support@whosonlocation.com for assistance.

Troubleshooting Your CSV Import

  • Ensure you remove all double-ups in your file. If you have two organizations with the same name, these will not import.
  • Any fields that need to match settings in WhosOnLocation exactly, e.g. Type, Country, etc, must be spelled correctly and match the matching setting exactly.
  • Check that the file type is CSV and not XLS or XLSX or another file type, and preferably use the CSV UTF-8 file type.

Tips for Best Practice

Spell Check - Make sure all of your data is inputted correctly, this is especially important for when you're adding service providers so that you aren't trying to add them to an incorrectly spelled organization.

Complete Records - Add as much information in the initial setup as you can. You can always add more information later, but it will save you time if you input as much information at the start.

Remove Double-Ups - Not all double-ups will be the exact same name, you may have many versions of the same organization, e.g. Statewide Engineering, Statewide Ltd, and SW Engineering Ltd may all be one company. You will want to only have one record for this organization for consistency and clean records.

File Type - Save your file using the CSV UTF-8 file type. This will automatically fix any inconsistent characters and extra spaces.

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