Imports

Add a bunch of users all at once.

Access Imports from Operations or by appending /import to your KeepnTrack URL.

Create new imports from our pre-existing templates, set them up, and save them to use when you need them.

Create a new import

Use the plus (+) icon in the top right to create a new utility from a template.

Available imports:

Import Users: Add

Import Overview

Use the Overview tab to enter a descriptive name for this import. For example, “Add Users – Students”. You can also keep notes to help you and other operators understand your purpose for this import.

Import Settings

Every import has settings that determine matching and/or how barcodes are handled.

Import Defaults

Every import has defaults for new users, for example what role they are or what site they belong to.

Import File Source

File Source lets the import know what type of file it’s getting, and where that file comes from. Currently, the only option is a one-time manual file upload, i.e. you choose the file from your computer that you are importing.

KeepnTrack accepts tab-delimited files (.txt or .tab).

Import Users: Add

Import new users into your KeepnTrack system. If you only need to add a few records, we recommend doing that from Users Management. Use the import when you need to add a lot of records that are already available in some other format.

Settings tab

Defaults tab

Field Mapping – Users

Here are the fields that KeepnTrack supports, and the import code for those.

About the import header and import codes

Tab-delimited formats are accepted in KeepnTrack when they include special information on the first line of the file, used to interpret the data in the file. This first line is called a header because it’s at the head (or beginning) of the file. The header allows programs to figure out where the data in the file belongs. KeepnTrack headers look like this:

###*KV01/FieldCode/FieldCode/FieldCode/ <return>

The ###* doesn’t mean anything, but it is a rather unusual character combination, unlikely to be found at the beginning of most files. If KnT discovers ###* at the beginning of a file, it assumes that the file is in a familiar format.

The Field Code numbers (such as 1000 for barcode) don’t have any special meaning other than acting as unique identifiers for each of the fields that can be imported or exported.

FIELD	import code	notes
Barcode	1000	Number; between 4 and 9 digits; greater than or equal to 1000.
First Name	1007	50 characters max.
Middle Name	1008	25 characters max.
Last Name	1006	50 characters max.
Nickname	1070	25 characters max.
Sex	1032	Integer indicating sex or gender: Unspecified=0 or U, Male=1 or M, Female=2 or F
Birthdate	1045	Accepted formats: MMM DD, YYYY (e.g., Dec 1, 2010); ISO (e.g., 2010-12-01T00:00:00.000); YYYYMMDD (e.g., 20101201)
Home Phone	1017	50 characters max.
Mobile Phone	1018	50 characters max.
Primary Email Address	1019	100 characters max.
Other Emails	1054	400 characters max.
Address Line One/Two	1011	Supports two Address lines for import. It breaks apart the address at the \ into two different address fields.
City	1012	100 characters max.
State	1013	100 characters max.
Postal Code	1014	50 characters max.
Country	1016	50 characters max.
Community ID *	1001	e.g. Student ID (16 characters max; must be unique).
PictureID	1003	Number or text, i.e. driver’s license number followed by state (Up to 500 characters long).
Location *	1004	e.g. Homeroom (100 characters max).
2nd Location *	1005	e.g. Teacher (100 characters max).
Level *	1010	e.g. Grade (2 character max).
Status	1026	1=Active, 2=Inactive, 3=No Access, 4=Pending, 5=Transferred, 6=Archived
Site	1050	Site Code (2 to 8 characters). Site will default to the site set in the ‘Defaults’ tab if the site code is not recognized.
Username	1052	100 characters max; must be unique.
Password	1063	Plain text password
Is Role 1	1301	Blank=No, Yes=Yes, No=No
Is Role 2	1302	Blank=No, Yes=Yes, No=No

* Terminology

Not sure where to start?

Download these sample .txt files that include the header codes and column names: operators sample or visitors/students sample

When importing a file with a column name be sure to ‘skip first record’, or plan on deleting the user named “First Name Last Name” 🙂

Imports

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