Importing users

Note: You need to reach out to Grouptrail in order to import users as Guest Users instead of Restricted Users

This process creates invites but does not send them unless the email address is already in Grouptrail

Short form:

1. In Grouptrail, verify the Teams and the custom email field
2. Prepare an Excel spreadsheet with users, email addresses, and teams
   • Each Team name must exactly match the Team name in Grouptrail, otherwise a new team will be created.
   • Team names are separated by a comma
3. Reach out to Grouptrail to update the site so that users will import as General Users, not as Restricted Users
4. Run the Import
5. Send Invitations

Step-By-Step:

1. Prep In Grouptrail

• Verify that the Teams have been created. If a new Team is needed, create it before proceeding
  • Admin > Teams

Here is a link to more information on Updating Teams

• Verify that the Custom Field for the email address is data type "email"
  • Admin > Data Categories
  • Staff > Enabled Data Fields > Text fields
  • Click on "Create new or edit existing data fields"
  • (Email) after the field name indicates that the data type is email

2. Excel

Create an Excel spreadsheet to hold all the invitations to be generated. Include three columns:

• Name of Invitee (will map to the Workspace name in Grouptrail)
• Email address (will map to the custom field email address in Grouptrail)
• Team assignments (will map to Teams in Grouptrail)
  
  • each person will be on at least three teams:
    • Provider
    • Role in Grouptrail
    • School(s) (if someone needs access to multiple schools, list each needed school)
  • the team assignments must exactly match the names on the "Teams" page in Grouptrail 
    • Note that Provider names and Grouptrail roles start with a number. Include the number when listing the team assignments.
  • separate team assignments by commas
    
    • for example: Buckman Elementary, 2. Provider: Impact NW, 3. Sun Site Manager

3. Reach out to Grouptrail

Have Grouptrail update the site so that users will import as General Users, not as Restricted Users

After Grouptrail has confirmed the update, run the import.

4. Import

• Import > Import Workspaces

• Import: Step 1 Of 3 - Upload
  • Click "Upload file..."
  • Navigate to the saved spreadsheet. Once selected, the spreadsheet name is shown
  • What data category are you importing? > Staff
  • Click "Select mappings >"

• Import: Step 2 Of 3 - Mappings
  • Your Unique Key: > Workspace/Page Name
  • Name > Workspace Name (in the Workspace /Page grouping)
  • Email Address > Staff email (in the Text fields- Info grouping)
  • Team Assignments > Teams (in the Subcategory /Misc grouping)
  • Filtering options > leave as "None selected"
  • Click "Verify results"

• Import: Step 3 Of 3 - Verify

5. Send Invitations

• Admin> Users
• Manage invitations > Select: All (or select those to send now) > Click Send

Troubleshooting

The import did not create an invitation...

• Did you map the email address to the correct field in Grouptrail?
• Did you exceed the number of users allowed?
  • reduce the number of users 
    • are there duplicates?
    • are there current users who should be deactivated?
  • increase the number of licensed users
    • reach out to Grouptrail for a quote
• Does the invitee have an email address on the spreadsheet?

The invitation was created and sent but not received by the user

• Is the email address valid? Go to the user's workspace to check the email address

The invitation was received and accepted by the users but they don't have access to all the teams they need

• A team was missed in the spreadsheet
  • manually add the user to the team
• A new team was created unintentionally
  • This happens when a team name is used in the spreadsheet that does not exactly match the team name in Grouptrail
  • Rename the rouge team to clearly distinguish it from the team to keep
  • Assign the affected users to the correct team
  • Remove users from the rogue team
  • Delete the rogue team