In this article
Objective
Ensure the .csv file you are importing is formatted correctly for an error-free import process.
Hot tips!
Most errors during the import process are the result of items improperly formatted in the .csv file. To minimize the potential for errors during this process, check out the following hot tips.
Assignments
When doing multiple imports, make sure that you import the assignment data last, as this data uses the external IDs from service, users, and locations as part of the upload.
Each row can have one user external ID and one location external ID. If loading assignments for a user at multiple locations, each location needs to have its own row on the .csv template file.
Column Headers
Make sure each column has the proper heading, as indicated in the .csv template.
Columns and Rows
Make sure when entering data that it is on one row. Do not apply any formatting to the row or column (for example, no line breaks or text wrapping).
Email Addresses
When entering email addresses, make sure they are entered in the correct email format: user@domain.domain-extension.
Encoded in UTF-8
Ensure your .csv file is encoded in UTF-8.
External ID Field
All new records within the .csv template file require a unique external ID listed in the external_id column. Existing records (services, staff, and locations) should also have a unique external ID. If performing a Full Scope Assignments import, existing records in Coconut Calendar will be archived if they do not have an external ID.
Location Address
If a location is a physical location (the virtual field on the .csv template file equals 0), the location's address will need a valid 2-digit province/state code and 2-digit country code. If the province/state code or country codes are invalid the upload will fail.
Open/Closed Hours
When entering hours, make sure that all hours are entered using the 24-hour clock format (for example, 5:00 pm should be entered as 17:00:00). Do not use 00:00:00 or closed to indicate a location is closed. Instead, leave both the open and closed fields blank.
Required Fields
Ensure all required columns for the import you are attempting to upload are filled out in the proper format. The .csv template file upload will fail if a required column is missing information.
Spaces and Whitespace
Ensure all spaces are removed from the column headers and data before attempting to upload the .csv template file.
Timezones
When entering time zones, use the PHP timezone format. PHP timezone formats can be found at: php.net/manual/en/timezones.php.
Unique Fields
The External ID and Username fields are unique fields in Coconut Calendar. The .csv template file upload will fail if these fields are not unique.
NOTE: If a record is archived and has the same External ID or Username as a record on the .csv template file, the upload will fail.
A note on access and visibility
Admin users can access Import/Export functionality.