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Introduction.

If you don't have a connection to your own website or if you don't use our education portal and the participants are provided by the training institute or your customer via a file, you can import them manually into Coachview. A training institute or client provides a CSV-import file containing the details of the participants to be registered and the course to be attended. The CSV import file is read by means of a special task. For each participant or group of participants, a web question is automatically created in Coachview. Via the function 'Web questions' in the function group 'Module(s)' the web questions are processed.


Note: you cannot set up the special task yourself.  Please contact our support department (support@coachview.net).


Important conditions:
The file that is often delivered is an XLSX file, an MS-Excel spreadsheet. Before this file can be ported by Coachview, it needs to be converted to a csv (text) file. This can be done in MS-Excel if you save the file as 'CSV (separated by list separator)'.
In the text file the data must be separated with a semicolon (;).
On the first line the column headers are placed, separated with a semicolon (;).
From line two, the data to be imported are placed, separated with a semicolon (;).
No changes may be made to the columns.
  1. The column names may not be renamed.
  2. The columns must not be sorted differently.
  3. No columns may be removed or hidden.
You can enter details of the company, the contact person and the participant in the csv file. On each line én company with or without contact person with or without participant can be filled in.
You can specify that the contact person is also a participant. Filling in the details of the contact person is then sufficient. For the contact person you don't have to fill in the participant data.
If the participant is not connected to a company then you do not fill in the data of the company. If there are no other participants and the contact person is also a participant, you only fill in the details of the contact person. You then indicate that the contact person is also the participant.
Participants from the same company can be bundled on én track demand in Coachview. This is done by giving all participants the same web question number. If the participants are placed on the waiting list when processing the web question or are directly enrolled in the course, an automatic én request is made for all participants. The specified company and contact person will be linked to this request. This is useful if, for example, an invoice has to be made for all participants.
The participants that are bundled must be placed immediately next to each line. The data of the company and/or contact person must be repeated per line.
If each participant has a unique track question number, or if no track question number is entered, then each participant is placed on a separate track question in Coachview. If the participant is placed on the waiting list when the track question is softened or is directly enrolled in the course, an automatic én request will be made per participant.
A maximum of 10 participants on one web question number may be bundled.
The course code and/or the course name must exactly match a course in Coachview.
If you do not enter a training code and/or training name, you can only put the participant(s) on the waiting list. Because no training type code and training type name can be given, you have to look up and select the training type yourself when processing the web request.
If the course code and/or course name do not exactly match a course in Coachview, you have two possibilities when processing the web question:
  1. You search for and select an existing course and register the participant(s) directly.
  2.  You just search and select a course type and register the participant(s) on the waiting list.
Coachview recognizes the company if 1, 2 or 3 are met:
  1. The completed Company ExternID and ExternSource match Coachview.
  2. The completed e-mail address exactly matches the e-mail address in the company file.
  3.  The completed name exactly matches the name in the company file.
Coachview recognizes a contact or participant if 1, 2, 3 or 4 are met:
  1. The completed Contact Person/Enterprise ExternID and ExternSource corresponds to Coachview.
  2. The completed e-mail address exactly matches an e-mail address in the personal file.
  3. The surname and date of birth exactly match a surname in combination with the date of birth in the personal file.
  4.  The initials and insertions and surname match exactly.
It is possible to import én free field for a contact and participant. The FreeFieldCode must match the FreeFieldCode as entered for the function person in Coachview.


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Steps:

How the CSV import file has to be composedRead the file via a special task