Resource Import Type

Overview

The Veracross Data Importer allows you to both import new and update existing resources for use in resource reservations and class scheduling within Veracross. This import type is considered both an importer and an updater — it allows you to import new resources and also update resources that already exist in the database. To update an existing resource, the values that must match the existing resource are:

  • resource_type
  • description

Uploading resources involves the following two steps:

  1. Preparing the data for upload using the Resource import type template, which is provided before data import on the Importer site.
  2. Uploading the data using the Veracross Data Importer.

Preparing the Data for Upload

Prepare a comma separated value (CSV) file containing all data to import. This file must contain all columns in the order listed below, even if no content is populated in the columns. If there is no content in a column, that row must be left blank.

Recommendation: Use the import template provided at import.veracross.com/your_school, rather than creating your own CSV file. This can eliminate many unintentional errors.

Fields in the Import Type Template

There are a mix of columns in this import type where columns are required to be populated by a value and where the column being populated is optional. These are detailed in the Value Considerations column below.

Column (Field) NameValue Considerations
resource_typeRequired field. Text format. What type of resource this resource is. This value can either be the Description or the ID in the Resource Type query.
descriptionRequired field. Text format. The name of this resource. This is found as the Description field in the Resource List query. This field has a 100 character limit.
abbreviationText format. The abbreviation for this resource, if applicable. This is found as the Abbreviation in the Resource List query. This field has an 8 character limit.
school_levelText format. The school level this resource is associated with. This can be populated by one of three values found on the School Levels query:
  • ID
  • Description
  • Abbreviation
campusText format. The campus this resource is associated with. This can be populated by one of three values found on the Campus List query:
  • ID
  • Description
  • Abbreviation
buildingText format. The building this resource is associated with. This can be populated by either the ID or Description value in the Building List query.
NOTE: The "responsible person" fields are entirely optional but — if you wish to use them — you must use one of the following sets of data:
responsible_person_id
or
responsible_person_reference_type and responsible_person_reference_value
responsible_person_idNumeric format. The person_id can be found in the Person ID field in a standard Find Person query.
responsible_person_reference_type

Text format. Must be an already existing person reference type. This information can be found in a Person Reference Type query. Must be either of the following:

  • person reference type id (numeric format)
  • person reference type description (text/numeric format)
responsible_person_reference_valueText format. This value is the reference value in a Find Person Reference Number query.
reservation_approval_requiredBoolean format. Whether a reservation is required to use this reservation. Options are:
  • Yes, Y, or 1
  • No, N or 0

If left blank during import, this field defaults to the "No" option.

setup_time_requiredNumeric format. The amount of setup time required to use this resource. Value should be listed in number of minutes.

If left blank during import, this field defaults to 0 minutes required for setup.  
teardown_time_requiredNumeric format. The amount of setup time required to pack up this resource after using it. Value should be listed in number of minutes.
If left blank during import, this field defaults to 0 minutes required for teardown.  
capacityNumeric format. The capacity of this resource, if applicable.
If left blank during import, this field defaults to 0 for a capacity.
hourly_costNumeric format. The hourly cost of this resource, if applicable. This number must be a whole number.
If left blank during import, this field defaults to 0 for hourly cost.
notesText format. Any additional notes you want to include about this resource. The character limit for this field is 1000 characters. 
allow_multiple_reservationsNumeric format. Determines whether or not this resource allows for multiple simultaneous reservations. There are three options:
  • — This does not allow for multiple reservations.
  • 1 — Allowed as long as the reservations are made by the same requestor.
  • 2 — Allowed as long as the capacity is not exceeded.

If left blank during import, this value defaults to option "1".

maximum_hours_per_weekNumeric format. Determines the maximum number of hours this resource can be reserved per week. Value must be between 0 and 255 and be a whole number.
If left blank during import, this field defaults to a value of "40".
subjectText format. Determines whether or not this resource is associated with a particular subject. This field may be populated by either the ID or Description field in the Subject List query.
include_in_schedulerBoolean format. This determines whether this resource is included in the Scheduler. This field is primarily used if the resource in question is a room. Available options are:
  • Yes, Y, or 1
  • No, N or 0

If left blank during import, this field defaults to the "No" option.

makeText format. The make of the resource, if applicable. This field allows for a maximum of 75 characters.
modelText format. The model of the resource, if applicable. This field allows for a maximum of 75 characters.
model_identifierText format. The model identifier of the resource, if applicable. This field allows for a maximum of 75 characters.
serial_numberText format. The serial number of the resource, if applicable. This field allows for a maximum of 75 characters.
purchase_dateDate format. The date when this resource was purchased. This should be entered in the MM/DD/YYYY format.
jrpo_codeText format. The JRPO code for the resource, if applicable. The following are available options for this field; you may either include the ID (left of the "=" sign) or the description (right of the "=" sign):
  • 0 = N/A
  • 1 = Laptop - Faculty
  • 2 = Desktop - Faculty
  • 3 = Laptop - Student
  • 4 = Desktop - Student
  • 5 = Server

If left blank during import, this field defaults to option "0".

screenText format. The screen of the resource, if applicable. This field allows for a maximum of 20 characters.
memoryText format. The memory of the resource, if applicable. This field allows for a maximum of 20 characters.
storageText format. The storage of the resource, if applicable. This field allows for a maximum of 20 characters.
ethernet_mac_addressText format. The ethernet mac address of the resource, if applicable. This field allows for a maximum of 20 characters.
wireless_mac_addressText format. The wireless mac address of the resource, if applicable. This field allows for a maximum of 20 characters.
extensionText format. The extension for the resource, if applicable. This field allows for a maximum of 10 characters.
part_numberText format. The part number of the resource, if applicable. This field allows for a maximum of 75 characters.
processorText format. The processor of the resource, if applicable. This field allows for a maximum of 75 characters.
include_on_portalsBoolean format. This determines whether this resource is included in the Portals. Available options are:
  • Yes, Y, or 1
  • No, N or 0

If left blank during import, this field defaults to the "Yes" option.

used_by_athleticsBoolean format. This determines whether this resource is used during Athletic Programs. Available options are:
  • Yes, Y, or 1
  • No, N or 0

If left blank during import, this field defaults to the "No" option.

allow_multi_day_reservationBoolean format. This determines whether people are able to reserve this resource for multiple days. Available options are:
  • Yes, Y, or 1
  • No, N or 0

If left blank during import, this field defaults to the "Yes" option.

allow_recurring_reservationBoolean format. This determines whether people are able to set up a recurring reservation for this resource. Available options are:
  • Yes, Y, or 1
  • No, N or 0

If left blank during import, this field defaults to the "Yes" option.

Common Questions

Can I create new resource types, campuses, buildings, and school levels through this import tool by inserting values that don't exist yet?
No — if you include a resource type, campus, building, or school level that doesn't exist yet, the import will fail.

I know I need to be certain of SOMETHING when specifying people responsible for resources; what is it again?
Including a responsible person on a resource isn't required, but if you do, then either one of the data sets must be included:

  •  responsible_person_id OR
  • responsible_person_reference_type AND responsible_person_reference_value

What do I have to make sure match if I want to update an existing resource through this import type?
To update an existing resource type, you must ensure that the following values match on the original resource and the new line in your csv file with edits:

  • resource_type
  •  description