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Batch Importing Activities

Customer Success
  • Updated

 

What's my access level?

Publisher Admin Only.png

Keep in mind...

Access Level: Publisher, Administrator

This article is intended for users with Publisher or Administrator access in Suitable. If you don’t have one of these roles, some of the steps outlined below may not be available in your account.

Ineligible Roles: Student, Contributor, Advisor

The Curriculum Import feature saves time by allowing you to upload multiple activities (Tasks and Events) at once.

Watch a video on how to batch import activities here:

 

 

How to Batch Import Activities

  1. Prepare and Download the Import Template

    1. Navigate to Activities.
    2. Click the down arrow next to 'Create New Activity'.
    3. Select Upload Curriculum.
    4. Click Download Import Template.

  2. Fill Out the Template

    • Use the downloaded Excel file to enter your activity data. Please refer to the Template Field Guide below for specific requirements for each column.
      • Fields marked with a *asterisk in the guide are required fields.
      • Do not fill out the Reserved columns.

  3. Upload and Import your Activities

    1. Save your completed template file.
    2. In the Upload Curriculum window (where you downloaded the template), click Select a file.
    3. Choose your saved file.
    4. Click Import activities.
Click on curriculum-import

 

Click on curriculum-import

 

Import Confirmation and Troubleshooting

  • Success: A confirmation box will appear.
  • Errors: A red box will pop up, detailing the rows that contain errors. Update the errors in the file, save, and re-import the file.

Template Field Guide

All Columns Designated with *Asterisk are Required

Template Column Instructions Notes
Title* The title of the activity. This should be student-friendly.  
ID Used for updating activities in bulk. Leave blank if creating new. Refer to instructions below for locating Activity ID.
Description* Description and instructions for completing activity. Should be student-friendly.  
Type* Enter either 'Task' or 'Event' Experience Sets & Point Total Activities cannot be created via import
Level* Spell out the full level name, e.g. 'Level 1', 'Level 2', etc. Only one level can be applied.

Suitable Levels:

Level 1

Level 2

Level 3

Level 4

Level 5
Competencies* Must match a valid competency in your pathway letter for letter.

To apply multiple competencies, separate with a semi-colon. 

E.g. Career & Self-Development; Professionalism
Incentive Having some sort of incentive is recommended, e.g. pizza, recognition. Leave blank if no incentive is offered.
Requires Submission* Write 'Yes' if activity is a Task and requires an item to be uploaded. Must write 'Yes' or 'No', regardless of activity type.
Requires Smart Code SKIP SKIP; automatically applied for Events, cannot be applied for Tasks.
Requires Reflection* Write 'Yes' if activity is a Task and requires a reflection to be written. Must write 'Yes' or 'No', regardless of activity type.
Requires Approval* Write 'Yes' if an Admin must approve the completion before credit is awarded. Must write 'Yes' or 'No'; applicable to Tasks or Events.
Start Date* Required for Events, Optional for Tasks. Format: MM/DD/YYYY
Start Time* Required for Events, Optional for Tasks (required for Tasks if a Start Date is given). Format: HH:MM AM/PM
End Date* Required for Events, Optional for Tasks. Format: MM/DD/YYYY
End Time* Required for Events, Optional for Tasks (required for Tasks if an End Date is given). Format: HH:MM AM/PM
Time Zone* Required for Events, Required for Tasks if a Date/Time is Supplied.

Time Zones

EST/EDT: input 'America/New_York'

CST/CDT: input 'America/Chicago'

MST/MDT: input 'America/Denver'

Arizona: input 'America/Arizona'

PST/PDT: input 'America/Los_Angeles'
Location Enter a location, if applicable.  
Option of (IDs) If Experience Sets with Options exist in the pathway, enter the unique Experience Set ID to add activity as an option.

Refer to instructions below for locating Experience Set ID.

Cannot be used for Requirements of an Experience Set.
Reserved Columns SKIP SKIP
External ID Applicable for tracking against an artifact in another system, e.g. Career event in Suitable, adding Handshake ID for easier tracking. This is filled in automatically by some integrations. Reach out to your Solutions Success team with questions.
Allows RSVPs Only for Events, and if RSVP is enabled. If RSVP is enabled, default is Yes. Write 'Yes' or 'No'. To enable RSVP, reach out to your Client Success team.
RSVP Capacity Limit Only for Events, and if RSVP is enabled. Limits the number of RSVPs an event can have. Only update is 'Allows RSVPs' is set to Yes.
Reserved SKIP SKIP
Resource Link Labels If adding resource links, add the title of the link here. E.g. Career Center Homepage  
Resource Link URLs If adding resource links, add the URL of the link here. E.g. https://www.careercenter.com/  
FormID If Forms are enabled and available for activities, enter the unique Form ID to attach a specific Form. Refer to instructions below for locating Form ID.
Experience Tags If your program has Experience Tags, you will see additional columns to fill in. Fill in as appropriate.  

Quick Guide: Finding Activity, Experience Set, & Form IDs

Finding and Entering the Activity ID

The Activity ID is the unique number used for editing activities in bulk. Keep in mind that Activities cannot be edited without this number; otherwise, a duplicate version of the activity will be created.

To find the ID in Suitable:

  1. Go to the Activities section of the web app.
  2. Locate the Activity using the search bar or by filtering by 'Types'.
  3. Click on the Activity to open it.
  4. The ID is the set of numbers at the very end of the URL in your browser's address bar.

mceclip0.png

Alternatively, you can find the Activity ID in the ID column of your Curriculum Export file.

To enter the ID in the batch import template:

  • Enter the ID in column B, 'ID'. This ensures that any changes made for this activity are updated upon upload.

Finding and Entering the Experience Set ID

The Experience Set ID is the unique number used to group activities into an Experience Set. Keep in mind that Experience Sets cannot be created via import, and must exist in Suitable in order to have activities added as options.

To find the ID in Suitable:

  1. Go to the Activities section of the web app.
  2. Locate the Experience Set using the search bar or by filtering by 'Types'.
  3. Click on the Experience Set to open it.
  4. The ID is the set of numbers at the very end of the URL in your browser's address bar.

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Alternatively, you can find the Experience Set ID in the ID column of your Curriculum Export file.

To enter the ID in the batch import template:

  • To apply a single Experience Set, enter the ID number into the Option of (IDs) column for the associated activity.
  • To apply multiple Experience Sets, list the IDs in the Option of (IDs) column separated by commas.

Finding and Entering the Form ID

The Form ID is the unique identifier used to link a Form to an Activity (only available if Forms are enabled for the pathway). First ensure the Form is enabled to be added to Activities.

To find the ID:

  1. Go to the Forms tab on your Dashboard.
  2. Locate the desired Form.
  3. Select the action menu (three dots) next to the Form's name.
  4. Select 'Copy ID' to copy the unique Form ID.
Click on Copy ID

To enter the ID in the template (FormID column):

  • Paste the copied Form ID directly into the FormID column of your Curriculum Import Template for the corresponding activity. This can also be done when editing an activity, after initial creation.

 

If you have additional questions, chat with us below or send us an email at support@suitable.co.

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