Training Setup: Class Import

Training Setup: Class Import

Purpose Statement

The Class Import section within the Training Module Setup allows administrators to efficiently bulk import multiple training classes using a standardized spreadsheet format. This feature streamlines the process of adding numerous classes simultaneously, saving time and ensuring consistency when setting up large-scale training programs or migrating existing training data into the FirstDue system.

Background Information

Class Import provides a powerful bulk data entry capability that enables departments to create multiple training classes at once through spreadsheet uploads. This functionality is particularly valuable for departments transitioning from other systems, setting up annual training schedules, or managing large training programs with numerous classes. The system uses a color-coded template that distinguishes between flexible data fields (green) that don't require system matches and critical data fields (yellow) that must exactly match existing FirstDue data. Import results are tracked and stored for reference, allowing administrators to review successful imports and identify any data issues that prevented class creation.

Required Permissions

These permissions are located in the Admin Section of Training Permissions:
  1. Classes--Allows User to access the Class import as well as the Read, Update Create and Delete Classes within the Training Module.
Info
User must have a Minimum or Create to be able to access the Class Import Section within Training Setup.

Video


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

Do's

  • Always download and use the official sample spreadsheet template
  • Carefully verify that yellow column data exactly matches existing FirstDue entries
  • Test with a small batch of classes before importing large datasets
  • Review the result file after each import to understand any issues
  • Keep backup copies of your original spreadsheet data
  • Use consistent date and time formatting throughout your spreadsheet
  • Double-check instructor names and attendee information for accuracy

Don'ts

  • Don't modify the spreadsheet column structure or headers
  • Don't assume data will import correctly without checking yellow column matches
  • Don't ignore warnings in the result file, even for successful imports
  • Don't delete import history immediately in case you need to reference results
  • Don't mix different date formats within the same spreadsheet
  • Don't skip the template download step and create your own format

Tips & Recommendations

  • Start with a small test import to verify your data format and system matches
  • Create a reference document of your FirstDue categories, topics, locations, and other yellow column values
  • Use find/replace functions in your spreadsheet to ensure consistent formatting
  • Consider importing classes in smaller batches for easier error management
  • Review existing instructor and attendee data in FirstDue before preparing your spreadsheet
  • Document any data transformation rules for future imports
  • Keep your template spreadsheet for reference when creating future imports

Troubleshooting & FAQs

Q: Why are some of my classes not importing even though the data looks correct?
A: Yellow column data must exactly match existing First Due entries. Check spelling, capitalization, and formatting of categories, topics, locations, training methods, and personnel names.

Q: What should I do if the numbers don't match (records in file vs. records imported)?
A: Download the result file to see specific error messages. The errors column will explain why certain classes failed to import.

Q: Can I modify the spreadsheet template structure?
A: No, the template structure and column headers should not be modified. Use the template exactly as provided to ensure compatibility.

Q: What does the warnings column in the result file indicate?
 A: Warnings show data that wasn't added to successfully imported classes, such as attendees or objectives that couldn't be matched to existing system data.

Q: How do I handle instructor data for external instructors?
A: Use the "Instructor Name (Outside Agency or External Instructor)" column for instructors not in your First Due system, and ensure the instructor type matches available options.

Q: Can I re-import the same data if there were errors?
A: Yes, you can correct the issues in your spreadsheet and re-import. However, be careful not to create duplicate classes for any that imported successfully.

Q: What date and time format should I use?
A: Follow the format shown in the sample spreadsheet exactly. Consistency is critical for successful import processing.

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