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Overview
The Veracross Data Importer allows schools to add existing calendar events to their school’s calendar. This can be helpful when a school converts its existing calendar system (e.g., Google Calendar) so that parents can see school events in their Portals, or when different school constituents (e.g., clubs and sports teams) want to convert their calendar events to display in Portals.
Uploading event information involves the following two steps:
- Preparing the data for import, which involves creating a CSV file. See below.
- Importing the data using the Veracross Data Importer
Preparing the Data for Import
Prepare a comma-separated value (CSV) file containing data for the fields listed below. This CSV file must contain all of the required columns in the order listed below, even if no content is populated in the columns. If a cell, or even a whole column is left blank in the import file for any of the fields, the import process will leave existing data for that field. This way, this import type can be used to simply “update” the values that are provided in the file, and leave untouched any values currently in the database.
Fields on the Import Type Template
Fields marked with an asterisk (*) are required to have data.
| description* | Text field. Description of the event. |
| event_type* | Text field. The event type must already exist and the text must match exactly. Review your event types in Events section on the System homepage in Axiom. (See more documentation on Group Event Types). The standard event type options are:
|
| school_level | Text field. Can be either abbreviation or full text, e.g., “MS,” or “Middle School.” Note: If school_level is specified, grade_level must be left blank. To apply the event to all levels of the school, leave both school_level and grade_level blank. |
| grade_level | Text field. To specify multiple school levels, schools can use the grade levels column to enumerate the grades for the event, e.g., MS + US would be 6,7,8,9,10,11,12. Note that in the grade level column, the format must match either school’s “Grade level” abbreviation, which, depending on the school’s settings, may be numeric but that is not necessarily the case (e.g., the Abbreviation for 1st Grade may be “1” while the Abbreviation for Kindergarten may be “KG”). Values entered in this column are brought into the database on the event record as Classifications on the Classifications tab and appear on the General tab under Grade Level. Note: If grade_level is specified, school_level must be left blank. To apply the event to all levels of the school, leave both school_level and grade_level blank. |
| school_year* | Specify a four-digit year, e.g., 2018 for the 2018-2019 school year. |
| public_calendar | Will this be a public calendar? Yes/no field. Values accepted are yes, true, 1; no, false, 0. |
| parent_calendar | Will this be visible on the parent calendar? Yes/no field. Values accepted are yes, true, 1; no, false, 0. |
| student_calendar | Will this be visible on the student calendar? Yes/no field. Values accepted are yes, true, 1; no, false, 0. |
| staff_faculty_calendar | Will this be visible on the faculty calendar? Yes/no field. Values accepted are yes, true, 1; no, false, 0. |
| alumni_calendar | Will this be visible on the alumni calendar? Yes/no field. Values accepted are yes, true, 1; no, false, 0. |
| group_members_calendar | Will this be visible only to certain groups? For example, if a particular class has a field trip or the math department has a meeting, the individual class or department could be selected as a group on the event and only those people would see the event on their calendars. Yes/no field. Values accepted are yes, true, 1; no, false, 0. |
| primary_groups | Text field. Specify a single group (e.g., a sports team, grade level, faculty/staff group). Please note that the name must match exactly in order to be imported properly. |
| start_date* | Several formats accepted: yyyy-MM-dd, mm/dd/yy, mm-dd-yy, mm-dd-yyyy, mm/dd/yyyy |
| end_date | If no end date specified, the default is the same as the start date. Several formats accepted: yyyy-MM-dd, mm/dd/yy, mm-dd-yy, mm-dd-yyyy, mm/dd/yyyy |
| start_time | 12-hr and 24-hr time formats accepted. |
| end_time | 12-hr and 24-hr time formats accepted. |
| location | Text string for the Location of the event. Max 255 characters. |
| leave_class_time | If students will be dismissed from class early in order to attend the event, schools should enter the Leave Class Time. This field is only required for events where students will need to be dismissed before school is over. 12-hr and 24-hr time formats accepted. |
| leave_campus | If students will be leaving the campus in order to attend the event, schools should enter the Leave Campus time. 12-hr and 24-hr time formats accepted. |
| return_to_campus | If students will be returning to campus after the event, schools should enter the Return to Campus time. 12-hr and 24-hr time formats accepted. |
| notes | Text field. |
| resource_id | Numeric field. Run a “Find Resources” query to locate ID numbers. Enter multiple resources for the event with a comma-separated list. |
| campus | Text field. If no campus specified, this field will default to “None” when imported. |
| contact_person_id | Numeric field. Run a “Find Persons” query to locate Person IDs. |
| security_notes | Text field. Notes for the security team. |
| cleaning_notes | Text field. Notes for the cleaning team. |
| maintenance_notes | Text field. Notes for the maintenance team. |
| catering_notes | Text field. Notes for the catering team. |
| av_notes | Text field. Notes for the AV team. |