Add contractor organizations by CSV import

Add multiple contractor organizations by importing a CSV file. You must have the Contractor Manager user role assigned to access these settings.

How to add new organizations

If you have multiple contractor organizations to add to your account, import them using a CSV file. There are 3 steps to adding organizations:

  1. Download the CSV import template for organizations
  2. Add your organizations
  3. Import the file into OnLocation

To access the Contractor Manager and import your organizations, the Contractor Manager add-on must be enabled by the Account Owner. You'll also need the Contractor Manager user role. If either is missing, Contractor Manager will not appear in your Tools menu.

If you need to record information that is not included in the default fields for organizations, add custom fields in Contractor Manager. Once you’ve added your fields, download the organization import template, it will contain both the default and custom fields. 

Download your CSV template

You can download our CSV template for adding organizations from the Organizations list in your account.

The organization CSV import template is a unique template used for importing organizations only. This is not used for importing contractor members.

  1. Go to Tools > Contractor Manager.
  2. Click Add Organizations.

  3. Click Download the Import Template.

  4. The file will download to your computer. Open it and save it as a CSV UTF-8 file.

You can now add information to the file to import into MRI OnLocation.

Prepare your CSV file

Add your organizations

You can enter the below information for organizations. The only default information that is required is the Name and Status of the organization, but the more information you add, the better your records will be. If you've added mandatory custom fields, you'll also need to complete these in your template. 

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.

Default fields include: 

  • Contractor Type – The type of organization. This is a fixed value with choices coming from OnLocation. You can enter any of the following – Charitable Organization, Discretionary Trading Trust, Government Agency, Family Partnership, Fixed Unit Trust, Hospital, Individual/Sole Trader, Limited Liability Company, Local Body Agency, Other Trust, Partnership, Private Company, Publicly Listed Company, Sole Proprietorship/Sole Trader.
  • Organization Name – The legal name of the organization
  • Trading As – The trading name of the organization if different from the legal name. If the trading and legal names are the same the trading name will be automatically added.
  • Legal ID – The legal ID number of the organization e.g. GST, VAT, Business number, etc
  • Legal ID Type – The type of the legal ID number above
  • Phone Number – The contact phone number for the organization
  • Email Address – The main contact email of the organization
  • Physical Address – The main physical address at which the organization is located
  • Country – The country the organization is from. This must match the format in OnLocation, e.g. United States rather than USA
  • Status – The status of the organization in OnLocation. This is a fixed value with choices coming from OnLocation. You can choose between Pending, Active, Inactive, and On-Hold
  • Locations (separated by “/”) – The locations the organization has access to. These must match the name of the locations set up in OnLocation.

Tips for Best Practice

  • Spell check - Make sure all of your data is inputted correctly, this is especially important for when you're adding contractors 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.

Import your CSV file

Once your CSV file has been prepared, add the organizations to your OnLocation account:

  1. Go to Tools > Contractor Manager.
  2. Click Add Organizations.
  3. Select Import List from a CSV File.
  4. Click Select CSV File, select the saved file from your computer and click Open.
  5. Click Upload CSV File.

  6. Check that the headers in the template match the fields in OnLocation. If you're using our template, this should happen automatically. Click Submit for Validation. 
  7. Click Confirm & Submit, click Close.

Troubleshoot your CSV import

If you receive an error of any type, have a look at our troubleshooting tips below:

  • 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 OnLocation 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.