Importing Records

Importing records


Certain types of records can be imported into Skills Base to save Administrators having to manually enter them. Records are imported by way of CSV (Comma Separated Values) file, with templates provided by Skills Base.

The following records types can be imported:

Record type Notes
People  
Roles
Skills Only a flat category structure can be imported. Once the import is complete, you can re-arrange Categories into a hierarchy. Skills will be added to any existing skills that are in the system. Ensure that a skill does not already exist, otherwise there will be two with the same name and it will be difficult to distinguish them.
Teams Only 2 levels of hierarchy can be imported (Team and Parent Team). Once the import is complete, you can re-arrange Teams into a more extensive hierarchy. Teams will be added to any existing teams that are in the system.
 Qualifications  


Requesting an import

To request an import of records, please contact our Support team stating:

  • The types of records you wish to import
  • The shortcut link for your Skills Base instance


The Skills Base Support team will reply with the templates and will arrange the import which can generally be completed within 1 day.

Note: When contacting Skills Base Support to request an import, the email address you use on the contact form must be registered as an Administrator within the target instance. If the email address is not registered as an Administrator the support team will not be able to complete the import.


Import fields

Following are descriptions of the fields that are present in the import templates:


People Import Template (With login)

Field Mandatory  Max. Length Description
First Name Yes   The person's first name
Surname Yes   The person's surname
Role No 45 chars A Role name corresponding to an existing Role in the system which should be assigned to the person
Team No 45 chars  A Team name corresponding to an existing Team in the system which should be assigned to the person
Location No   A Location name corresponding to an existing Location in the system which should be assigned to the person
Skill set Yes   One of: "All", "Team", "Role", or "Custom". Note that skill categories cannot be assigned via import and so selecting the "Custom" skill set will necessitate manual work after the import.
Security Group If email set   A Security Group name corresponding to an existing Security Group in the system which should be assigned to the person
Email No 55 chars The person's email address. Note that anyone able to receive email at the email address entered here will be able to reset the password of the account and gain access to it.

People Import Template (No login)

Field Mandatory Max. Length Description
First Name Yes
The person's first name
Surname Yes
The person's surname
Role No 45 chars A Role name corresponding to an existing Role in the system which should be assigned to the person
Team No 45 chars A Team name corresponding to an existing Team in the system which should be assigned to the person
Location No
A Location name corresponding to an existing Location in the system which should be assigned to the person
Skill Set Yes
One of: "All", "Team", "Role" or "Custom".  Note that skill categories cannot be assigned via import and so selecting the "Custom" skill set will necessitate manual work after the import.


Roles Import Template

Field Mandatory Max. length Description
Role name Yes 45 chars The name of the Role


Skills Import Template

Field Mandatory Max. length Description
Category name No 60 chars The name of the Skill Category that the Skill will be placed under. A new Skill Category will be created even if one with the specified name already exists.
Skill name Yes 80 chars The name of the Skill
Description No 1000 chars An optional description to add to the skill which is displayed in various places throughout the system


Teams Import Template

Field Mandatory Max. length Description
Team name Yes 45 chars The name of Team
Parent team No 45 chars The name the team that this team should be made a sub-team of (optional)


Qualifications Import Template

Field Mandatory Max. Length Description
Email Yes 55 chars The email address of the Person record associated to the qualification
Qualification Name  Yes 255 chars The name of the Qualification.  If the Qualification name already exists, the person will be associated to the existing qualification.  If the Qualification doesn't exist, a new qualification record will be created
Status Yes
Qualification Status.  Possible values are "completed", "completing", "nominated"
Start Date No 10 chars A Start Date (YYYY-MM-DD)
End Date No 10 chars An End Date (YYYY-MM-DD)