How to create and import new relations (contacts & organisations)?

Modified on Mon, 22 Aug 2022 at 04:59 PM



TABLE OF CONTENTS


Creating contacts & organisations


There are multiple ways to create new contacts in Eduframe. Contacts can be created one by one or by importing multiple contacts at once by using a .csv file.


  1. Manually creating a new contact in the administrator portal
  2. Batch importing multiple contacts using CSV import
  3. Registering a new contact on the signup, which can be an order contact or student and can be done by the contact or student him- or herself


If you want to add contacts directly to an organisation, first import or create organisations within Eduframe.


If you want to have multiple fields connected to a contact, create custom fields first. If you want to know more about this, click here. 


If you want to have labels connected to a contact, create labels first. If you want to know more about this, click here. 


How to create new Contacts?

Manually create a new contact in the administrator portal

Within Eduframe you can create contacts by adding them one by one. To create one contact, follow the steps: 

  • Click on the + Contact button
  • Fill in the fields for this contact:

First NameMandatory
Middle Name-
Family NameMandatory
EmailMandatory
Email login to contactEnable/Disable (creates an account for the new contact and sends the Contact created email)
LanguageDefault or other language for the student portal
LabelsCreate labels at Settings > Labels > Contacts
Comments
NewsletterEnable/Disable
Add fileUpload
OrganisationLink a contact to existing organisations
Billing address
Address
TeacherEnable/Disable
Notes Educator


If you want to know more about creating a teacher, click here.






Importing multiple contacts at once using a spreadsheet file (CSV file)


In Eduframe you can import new contacts in bulk by uploading a CSV file or copy pasting from a spreadsheet. It is only possible to create multiple new contacts at once with the CSV import.


It is NOT possible to update already existing contacts through the CSV import. Updating contact information has to be done per contact.


  1. Create a spreadsheet

    Create a spreadsheet. Mention the first name of the contacts in the first column. Use the other columns for all other fields you would like to import. This can be anything from regular Eduframe fields like 'Family name' or custom contact fields. An example file is attached to this article (scroll down).


    Note: It is possible to only import specific columns of the CSV file that are already in Eduframe 
    (see step 3)


    Here you will find some more information about the way Eduframe will accept the import of the columns:

    WhatHow to import
    Checkbox (e.g. Newsletter, is teacher)Write "TRUE" or "FALSE"
    LabelsUse the same labels as defined in Eduframe when adding labels to contacts. Not existing labels will be ignored. Adding multiple labels per contact? Use "/" to divide them (e.g. Software / Leadership / Education). 
    OrganisationMake sure that organisations already exist and are spelled the same way when connecting organisations to contacts. Not existing organisations will be ignored.
    CountryUse the 2 letter ISO country code (check it here)
    Select field with multiple answers When adding multiple answers to a contact field, use "|" to divide them (e.g. Math | Biology | English). Make sure that the answers are spelled the same way as the answers you attached to that custom field. 
    AddressFill in both the street name and house number (e.g. Kalverstraat 14)



    Tip: scroll down to download an example CSV file


  2. Copy paste the spreadsheet

    Go to Relations > Contacts > Import Contacts (CSV)


    • Copy contacts: Open the created spreadsheet. Select all content (CTRL-A on Windows or CMD-A on Mac) and copy the selected content (CTRL-C on Windows or CMD-C on Mac)
    • Paste contacts: Select the 'Contacts to import' field and paste the copied contacts (CTRL-V on Windows or CMD-V on Mac).
    • Organisation: Choose to which organisation you want to link ALL the contacts you are going to import
      • If an 'Organisation' column is present in the copied spreadsheet this organisation can be used. In that case, do not select an organisation on the import screen.
      • If no 'Organisation' field is present in the copied spreadsheet you can select to what organisation you want to link ALL imported contacts.
    • Separation character: Specify which separation character your spreadsheet used. In most cases "TAB" is used, so this is selected by default.

  3. Select the right field in Eduframe for each column you want to import. An exact name match on the column header is not needed. Even if you have named a column differently you can link it to an existing Eduframe field.

    Note: If you don't select an Eduframe field, the import will ignore that specific column.

    • Check whether all the custom fields, organisations and labels already exist in Eduframe before you import the new contacts. Non existing elements will be ignored.
    • Leave the checkbox "skip first line" checked if your spreadsheet has headers on the columns. This will ignore the first row, which is usually used for the headers.
    • This page shows the first three contacts (rows) of the spreadsheet so you match the right columns of the import with the right fields in Eduframe. The contacts that are not visible here will still be imported.

      When all the columns you want to import are linked to an Eduframe field, scroll down and click on "Check".


      It should look like this:

      TIP: If the page looks like this screenshot, try another separation character. 





  4. Check the import


In this last step you can check the import. When the contacts are highlighted green, the status is "OK", which means those contacts will be imported and their data seems right.


NOTE: When you are importing contacts with an organisation, e.g. Shell for James Johnson, and Shell doesn't exist in Eduframe, the status can still be "OK" but James will not be linked to the Shell because Shell doesn't exist yet. Therefore always test the import first with a few contacts before importing everyone and make sure you use exactly the same spelling for the organisation name.


When a contact is highlighted red, it means these contacts will not be imported.


Error messages:

  • "Email is already taken": As the email needs to be unique these contacts cannot be imported because they already exist in Eduframe. 
  • "Signup answers [0] value Topic has no valid answer": You are trying to import an answer for the custom field "Topic" which doesn't exist. Therefore these contacts will not be imported. 

           

In the example of this screenshot only James and Mark will be imported in Eduframe. In this example, Becky can't be imported because her email address has already been taken. To fix this, it is possible to customise the columns again, or to delete this import, modify the spreadsheet and try again.




How to create a contact with an account?

A contact with an account is created when: 


  • A new contact uses the signup form to order their first course. When saving the order, automatically a new contact with an account will be created. 
  • As an admin you create a new contact with the 'Email login to contact' checkbox enabled
  • Ad an admin you created new contacts in bulk through the 'Import users (csv)' option. 





How to check whether a contact has an account? 

  1. Go to Relations > Contacts 
  2. Click on the contact 
  3. Click on the Security tab 
  4. Check the text of the button in the Password block 
    1. If the button says 'Send login information' this means the contact has no account yet
    2. If the button says 'Reset Password' this means the contact has an account




How to create new Organisations?

There are multiple ways to import or enter new organisation into Eduframe. You can create them one by one, but you can als import multiple users at once with a CSV file. 


If you want to have multiple fields connected to an organisation, create custom fields first. If you want to know more about this, click here

If you want to have labels connected to an organisation, create labels first. If you want to know more about this, click here


Create one organisation (separate)

Within Eduframe you can create organisations by adding them one by one. To create one organisation, follow the steps: 

  • Click on the + Organisation button 
  • Fill in the fields for this organisation:
NameMandatory
Labels
Billing address
FileUpload file
Key contacts
Contacts



Importing multiple organisations at once (with CSV file)

Besides contacts it is also possible to import multiple Organisations at once. Go to Relations > Organisation and click on Import Organisation (CSV). 
To import Organisations take the same steps as when you want to import contacts. The only difference is in Step 3 in which you need to link other Eduframe fields to the CSV columns (the data for organisations).In Eduframe you can import new organisations in bulk by uploading a CSV file. It is only possible to create new organisations with the CSV import.


It is NOT possible to update already existing organisations through the CSV import. Updating organisation information has to be done per organisation (manually).


1. Create an Excel file

Create an Excel file. You can create one on your own or you can use the example CSV file. An example CSV file is attached to this article (scroll down) or you can find it after you clicked on the button: Import Organisations (CSV)



Note: It is possible to only import specific columns of the CSV file that are already in Eduframe 
(see step 3)


When finished, export the Excel file as a CSV file.  


    2. Select the CSV file

  • Go to Relations > Organisations > Import Organisations (csv)
  • Select .csv file on your computer/laptop: Choose the CSV file that you created (NOT an Excel file). 
    Ensure it is UTF-8 encoded.

    How to create a CSV file which is UTF-8 encoded:
    - After opening your Excel file go to File > Save
    - A window will open in which you can enter the name of the file and select CSV (Comma delimited) (CSV) from the Save as type drop down. Click on Tools and click on Web Options. A new window for web option will open. 

    - Go to the Encoding tab and select the option Unicode (UTF-8) from the Save this document as dropdown. 
    - Click Ok and Save the file.
  • Separation character: Specify here which separation character your .csv file uses. Often the ; or , is used.  



After uploading the CSV file into Eduframe, you will have to combine the columns of the .csv with the information in Eduframe. Select for each column the right field in Eduframe. Even if you gave a column a different name than is visible in Eduframe, you can combine them. 


Tips: 
Check whether all the custom fields and labels already exist in Eduframe before you import the new organisations.

Leave the checkbox skip first line checked. This will ignore the first row of your CSV file as this is frequently used for the column title.

This page only shows the first three rows of the CSV file to let you match the right columns of the CSV file with the right fields in Eduframe.


When all the fields you want to import are linked, scroll down and click on Check


4. Check de import

In this last step you can check the import. When the organisation is  highlighted green, the status is Ok, which means those contacts will be imported and their data seems right. When an organisation is highlighted red, it means these organisations will not be imported. 


More information


Click here for other Articles around the Settings page in Eduframe



Click here if you have any questions for support.


Was this article helpful?

That’s Great!

Thank you for your feedback

Sorry! We couldn't be helpful

Thank you for your feedback

Let us know how can we improve this article!

Select atleast one of the reasons

Feedback sent

We appreciate your effort and will try to fix the article