Training Setup: Class Import

Training Setup: Class Import

Video


Purpose Statement

The Class Imports feature allows administrators and training officers to bulk upload training classes using a standardized spreadsheet format. This process streamlines the creation of multiple training classes at once, saving time and ensuring consistency across data entry.

Background Information

The Class Imports section is designed for efficient data entry, especially when importing multiple training classes at once. Users can download a sample spreadsheet, populate it with required information, and upload it back into the system. All previous import attempts are recorded and displayed for tracking purposes.

  • Common Users: Admins, Training Officers

  • Use Case: Mass data entry for scheduled training programs.

  • Prerequisites: Access to Class Imports section and understanding of First Due data standards.

Step-by-Step Guide

1. Navigate to the Class Imports Section

  • Go to Training > Class Imports in the main navigation menu.




2. Download the Sample Spreadsheet

  • Click on the “Download Sample Spreadsheet” link.

  • This file contains preset column headers for data entry guidance.




3. Fill Out the Spreadsheet

  • Complete each field in the spreadsheet.

  • Refer to the lists below to determine data matching requirements:

    • Free-entry fields (No matching required):

      • Training Class Name

      • Description

      • National Course ID

      • State Course ID

      • Internal Course ID




    • Matching-required fields (Must match existing data in First Due):

      • Associated Categories

      • Associated Topics

      • Associated Objectives

      • Location

      • Training Methods

      • Instructor Name (existing user)

      • Instructor Name (external)

      • Instructor Type

      • Attendees




4. Upload the Completed Spreadsheet

  • Click Choose File and select your completed spreadsheet.

  • Click Import to begin the upload process.




5. Review Import Status

  • Once uploaded, the import will appear in the list of previous imports below.

  • Click the right caret ( > ) beside an import to expand the details.




  • A successful import will show identical values for:

    • Total Records

    • Processed Records

    • Imported Records




6. Download and Review the Result File

  • Click Download Result File to open the feedback spreadsheet.




  • Review the following columns in the result:

    • ERRORS: Lists specific issues that prevented a class from being imported.

    • WARNINGS: Identifies data that was not added, even though the class was imported successfully.




7. Manage Previous Imports

  • To remove an old import from the list, click the trash can icon beside it.



Best Practices

  • ✅ Ensure all matching-required data matches exactly (spelling, formatting) with data that exists in First Due.

  • ✅ Review the sample file thoroughly before populating your data.

  • ✅ Use clear and consistent naming conventions for classes and descriptions.

  • ❌ Do not alter column headers or formats in the spreadsheet.

  • ❌ Avoid entering incomplete rows, as these may cause the entire row to fail import.

Troubleshooting & FAQs

Q: Why didn’t my class import?
A: Check the ERRORS column in the result file. Most often, issues stem from unmatched categories, instructors, or locations.

Q: Can I edit an imported class later?
A: Yes, once a class is imported, it can be edited like any manually created class via the Training > Classes section.

Q: What does the WARNINGS column mean if the import was successful?
A: Warnings indicate that some optional data (e.g., objectives, methods) were skipped due to mismatches or formatting, but the class was still created.

Q: Can I import attendee names that aren’t in the system?
A: No. All attendees must exist in the system before being referenced in the spreadsheet.

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