Import Helpers

The Helper import allows you to import your member list directly with all the required information.

The import process consists of several steps that will guide you through the process. You can import any Excel file that meets the following requirements:

• 1st row = headings
• At least 3 columns (surname, first name, email address)
• At least 1 row of data

You can import all the Helper data you need. It is important to create the required additional fields beforehand under "Organisation" – "Helper data". If the additional fields do not exist, no data can be assigned to them.

Select file

First, select your import file under "Import data" and click "Next". If your import file does not meet the import requirements, an error message will be displayed.

Assign fields

In the next step, you can assign the fields. The columns in your Excel file are mapped to the corresponding fields in VOLAGIC. Important: The fields in VOLAGIC must be created BEFORE the import – fields cannot be imported directly. If you have many fields to assign, you will find a scroll bar at the bottom that allows you to scroll to the right.

Important: If your import file contains clubs, sections, teams or Groups, you can import them directly. Simply map the relevant column to the "Group" field in VOLAGIC.

Select Groups

In the next step, if you have assigned the "Groups" field, you will be asked to specify what should happen with the different entries:

• Assign to an existing Group – people associated with the corresponding Group name are assigned to an existing Group that you select.
• New Group – if there is no existing Group matching the corresponding Group name, the import can create a new Group and assign the people to it automatically.
• Discard Group – this Group name is ignored during the import. People with this Group name in their row are imported without being assigned to a Group.

Review

Once the Groups have been assigned, the prepared import is displayed so that you can review it. If everything is correct, you can run the import.

Run import

When you run the import, which may take a moment, the import status is displayed. It shows how many Groups and Helpers were imported. You can also see how many rows contained no email address or an invalid email address. Any potential duplicates are also displayed directly.

Import as an "update"

The import does not overwrite existing data fields unless the import file contains different information. It also does not create duplicates. Instead, it checks the existing records and updates them where necessary. This allows you to refresh or update your member data, including Group assignments, by running an import.