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Bulk Importing Resources/Locations

Resources and Locations are areas within or outside a building. Resources are schedulable rooms or items (i.e. Gymnasium at a school; laptop carts). Each resource/location must be assigned to a Building.

 
*The ability to bulk import data is set up at the user type level by each module.
 
1. Navigate to Bulk Imports tab on the left-hand side of your page:

BULK_IMPORTS.png

2. Click on the Import button at the top right of the page:

IMPORT.png

3. Select Resource Import:

Resource_Import.png

4. Populate the template with the required information; these are all columns that contain an asterisk (*):

Name*: This is where you name the resource or location. Make sure this name is unique and recognizable:
 
               Name: Auxiliary Gym
 
Building*: This is where your resource can be found.
 
               Name: Auxiliary Gym
               Building: FMX High School
 
Address: This is not required, but can be included if you'd like.
 
Custom Field: This is always an option if you need to add any other required/non-required details.
 
Location: This is where you would type ‘yes’ or leave blank. If a resource is also considered a location, then you can attach several different resources to it:
 
              Building: FMX High School
 
              Location: Auxiliary Gym
 
              Location 2: Weight Room
 
If a location is SCHEDULABLE, then it is something that users (depending on their schedule request access) can schedule to use/rent, depending on your organization's preferences.
 
This is why the Resource Import template also contains the Schedule Request Settings section:
 
 
This is where you will fill in the details regarding the location’s schedulable settings:
 
Requires approval: This is a “yes” (or leave blank if no) response. Does scheduling the weight room in the Auxiliary Gym at FMX High School require someone’s approval before a guest can use it?
 
Requires estimating: This is a “yes” (or leave blank if no) response. If scheduling the weight room in the Auxiliary Gym at FMX High School costs money, then there needs to be an estimate sent to the requester that tells them how much this will cost.
 
Requires invoicing: This is a “yes” (or leave blank if no) response. If a cost estimate is created and sent to the requester, then an invoice will be created where they will then pay the owed amount for this request.
 
Quantity: This is a “yes” (or leave blank if no) response, followed by a ‘ALT+Enter’ Excel shortcut that adds another line to the cell containing the quantity amount (this only applies if the answer is ‘yes’).
 
Disable conflicts: This is a “yes” (or leave blank if no) response. Does someone (a specific User Type) have access to go into this request and disable any scheduling conflicts that might have arisen?
 
Permitted user types: This is where you would use ‘ALT+Enter’ again to create separate lines within the cell. Which User Types will have access to specific schedulable resources/locations? This will vary based on each resource/location.
 
Approval Order: This is where you would enter the approval order based on User Types (using ‘ALT+Enter’), and/or which users can access these schedule requests after business hours.

 

5. Once you have completed filling out the import template, save the document to your computer.

6. Navigate back to the import page of your FMX site.

7. Title the name of your import in the Title section.

8. Click on the paperclip icon in the Template section to upload your import template. This will bring you to your saved documents where you find and attach your template.

TITLE_TEMPLATE.png

9. Scroll to the bottom of the page and hit Save.

SAVE.png

10. If you receive any errors, correct your import template so the information matches exactly to the data in your site (If a building is in your site as "High School" and you populated this field in your import template with "HS", you will need to correct this field to say "High School" so it matches the building name exactly to what is in your site). Click here to read more about bulk import errors and how to fix them. 

11. Once you have corrected the errors on your template and hit save, repeat steps 7-9.

12. When your import has been completed, a green message will appear at the top of your screen that reads "Success! (Your template name) has been imported with (# of records) records".

 

For more on Bulk Import Templates, click the links below!

 

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