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Adding Service Provider Organizations via Import

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

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

To access the Service Provider Manager and import your organizations, 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 organizations from the organization list in your account.

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

1. Go to Tools > Service Provider Manager

You will land on the Organizations list.

2. Click Add Organizations

3. Select the Download the Organization Import Template link

download_template.png

4. 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 organizations. The only information that is required is the Name and Status of the organization, 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.

CSV_Headings.PNG

Type – The type of organization. This is a fixed value with choices coming from WhosOnLocation. 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.

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 WhosOnLocation, e.g. United States rather than USA

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

Locations (separated by “/”) – The locations in your organization the organization has access to. These must match the name of the locations set up in WhosOnLocation.

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

Save_As.PNG

Importing your CSV file

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

1. Go to Tools > Service Provider Manager

You will land on the Organizations list.

2. Click Add Organizations

3. Select Import your Organization List from a CSV File

Add_template.png

4. Click Select CSV File

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

6. Click Import Organizations

Import.PNG

Your organizations 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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