Import Excel Spreadsheet to Populate the Calendar

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Import Excel Spreadsheet to Populate the Calendar

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Crew Manager has been updated with an event importer to permit information entered on an Excel spreadsheet to be imported into the All in One Event Calendar plugin. The attached Excel template may be populated with event information for import.

Excel Template Directions

The template has 3 tabs.
Directions are provided with instructions on how to populate and save the template as a CSV file for import.
Sample_Data contains 5 sample events that show the format and content for import. The sample data may be imported to become familiar with the event import feature, then those events may be deleted from your website.
import_template is the actual template that gets populated with data and used for import. Instructions for its use are below.

1. The first row (header row) contains titles with bold text and yellow background. The formatting is only a visual indicator and has no impact on the data being imported. Be careful not to change header row information since these column names are recognized by the import program to properly store imported information in the correct locations.
2. Events are added on a row by row basis with all information for an event entered on a single row. There is no relationship between any of the rows.
3. Field definitions are provided below. Any field prefixed with an asterisk (*) is mandatory and requires data in the field, or the row will not be imported.
  • (*)title - The event title that is displayed on the calendar
  • (*)start_date - The date that the event starts. Enter this in Excel using the format m/d/y
  • start_time - This is the time that crew should be at the boat for Crew Call. If no time is entered, it defaults to midnight. Use the format h:mm AM or PM
  • end_date - This is only used for events that span midnight, otherwise leave it blank. If a date is entered, use the format m/d/y
  • end_time - This is optional and may be used if you have a known end time for the event. Use the format h:mm AM or PM
  • boat_location - This is the location where the boat will be for Crew Call. An example is Newport YC Slip A49 or Launch Dock.
  • boat_address - An address may be entered to help the crew find the boat at locations away from the homeport.
  • club - This is the name of the club or organizing authority. The data in this field populate s the Contact name field on calendar events.
  • website_url - The URL link to the event or yacht club is entered. This allows easy crew access to the event website from the calendar. Use the format http://....
  • registration_url - The URL link for registration and payment. It is a good place to include the event Yachtscoring link . Use the format http://....
  • description - Free form text may be entered and will appear on the event.
  • category - The exact event category as available on boat website for event filters (e.g. PHRF, One Design, Delivery, etc.). Multiple categories may be comma separated.
  • tag - The exact event tag as available on boat website to allow event filters (e.g. J/70, J/109 if scheduling 2 boats on 1 site). Multiple tags may be comma separated.
4. Enter data in each row. If data is copied from another source, be sure to use the Excel Paste as Text function so the field formats in the template are not changed.
5. Save the Spreadsheet in Excel Format so that everything is available to edit in native format should you decide to make changes.
6. Use the Excel Save as CSV (Comma delimited)(*.CSV)  feature. The import_template tab must be displayed when saving as CSV. Depending on the Excel version, dialog boxes will appear warning that workbooks are not supported and about loss of format and features. Click through these dialog boxes to allow the save. You may rename the file, or use the default name. Remember the location where the file is saved as it will be needed when using the importer.

Once the file is saved, the Crew Manager event importer may be used.

Crew Manager Importer Directions

1. Log in as Skipper on the website where events are to be imported
2. Mouse over Skipper on the menu and click on WordPress Admin
3. On the left side WordPress Admin menu, mouse over Crew Manager and click on Import Events
4. The importer page opens with directions shown at the top. Assuming you already created the required CSV file for import, click the grey Choose File button, navigate to the directory where the CSV file is stored, select it and click the grey Open button in the dialog box.
5. When the dialog box closes, click the blue Import button.
6. A message indicating successful import with a table displaying the imported records is displayed if everything worked. There are error messages displayed with messages on the type of problem if there is a file problem. There is a number in front of each line so the total number of records imported is displayed. This should be checked with the number of lines in the saved template to confirm all records were imported. If there is a problem with a particular row that does not stop the import, the record will be bypassed to allow the other records to be imported.
7. Edit the imported Events by clicking on the Event Title link in the table. The event will open on a new page for editing. Events are automatically displayed on the Calendar and may also be edited via the Events menu on the left of the WordPress Admin page. You may want to assign the events to categories (e.g. PHRF, ORR, etc.), add an image and update the event descriptions.
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