Importers

There are a number of import formats in myStage. For each file see the details below.

Running an import

Import files can be CSV files or Excel files (.xlsx or .xls). For Excel files, the first sheet is imported, and the first row must contain the column headings.

In Administration, click Import.
Choose the File Type (the import format, listed below).
Choose the Event to import into.
Choose the File to import, and click Submit.

You will see Import started. and a progress bar while the file is imported. When it finishes you will see Done! with the number of records imported, and a link to Import another file.

Import progress

If the import can't be completed, you will see Import failed. with the reason, for example "There are columns missing from the import file: Discipline,Age". Fix the file and click Try again.

Important

Importing can take a while, depending on the size of the file. Only one import can run at a time. If another import is running you will see "An import is already in progress. Please wait for it to complete." If an import fails and you can't work out why, contact support.

Excel dates and times

Excel files are read as the values are displayed in each cell. Make sure date and time columns are displayed in the format shown for each column below (e.g. dd/mm/yyyy), or format them as text.

Column headings must match the names below. Required columns are checked before the import starts.

Stardom

Stardom has a file export that gives the following columns. Details on each column and how they are used is below.

Example File

Column	DataType	Required	Notes
Program	Text	No	Not used
Discipline	Text	Yes
Session Date	Date	Yes	dd/mm/yyyy
Session Start Time	Time	Yes	hh:mm AM/PM
Session Description	Text	No	Not used
Section Order	Number	No	Not used
Section	Number	Yes
Section Description	Text	Yes	Name of the section
Competitororder	Number	Yes	Performance Order
Official Entry Name	Text	Yes	Name on the entry
Individual Competitor Names	Text	No	Used for duos etc
Date Of Birth	Text	Yes	dd/mm/yyyy hh:mm
School Name	Text	No	Imported as club
School Initials	Text	No	Not used
Teacher Name	Text	No	Not used
Registered First Name	Text	No	Registered user
Registered Surname	Text	No	Registered user
User Type	Text	No	If not competitor, a related user is created
address1	Text	Yes	User address line 1
address2	Text	No	User address line 2
City	Text	Yes	User city
Postcode	Text	Yes	User postcode
Email	Text	Yes	User email
phone1	Text	No	User phone
phone2	Text	No	Not used
Invoice Number	Number	No	Not used
Invoice Creation Date	Date	No	Not used
Entry Notes	Text	Yes	Column must be present, but it is not currently imported
Section Fee	Currency	No	Not used
Invoice Amount Paid By Stardom Credit Card	Currency	No	Not used
Invoice Total Amount	Currency	No	Not used
Invoice Total Unpaid	Currency	No	Not used
Adjudicator/s	Text	No	Optional column to record the adjudicator on the section
Writer/s	Text	No	Optional column to record the writer on the section
Coach Email	Email	No	Creates or finds a coach user and links them to the competitor
Coach Name	Text	No	Name of the coach, used with Coach Email
RD-name	Text	No	Registration data answers. Use `RD-` followed by the registration data Name, e.g. RD-Title

Important

Anything section specific will only be read from the first entry that refers to that section. e.g. If the writer etc is different on subsequent entries it will be ignored.

TryBooking

The TryBooking importer may not match what you get out of TryBooking, depending on how you have setup your entries. However as long as you update the file format to match below it will import for you.

How competitors are matched

For each row, the importer looks for an existing competitor before creating a new one:

If there is an Email, it looks for a user with that email. If the user's own competitor, or a competitor shared with them, has the same name as Competitor Name, that competitor is used.
Otherwise it looks for a competitor with the same name and Age.
If no competitor is found, a new competitor is created. If the email belongs to an existing user, the new competitor is linked to that user. If there is no user with that email, a user account is created for the email, linked to the competitor. The person can use the forgotten password option to log in and see their competitor.

Existing competitors that are found are linked to your organisation, and their address, date of birth and email are updated from the file. Second competitors on duo entries are also linked to your organisation.

Example File

Column	DataType	Required	Notes
Section Name	Text	No	Not used
Division	Number	No
Location Code	Text	Yes	Code that matches locations in codesets
Discipline	Text	Yes
Section Description	Text	Yes	Full name of section
Session Date	Text	Yes	dd/mm/yyyy
Session Start Time	Text	Yes	hh:mm AM/PM
Location	Text	No	Not used
Competitor Number	Number	No	Performance order and competitor number
Email	Email	No	User email, used to match or create the user
Entry Type	Text	No	Not used
Competitor Name	Text	Yes
Club/College	Text	Yes
Coach	Text	No
Age	Text	Yes	Recorded as text on competitor
Grade	Text	No
Extra - DVD	Yes/Y/True/1	No	See extras note below
Extra - Photos	Yes/Y/True/1	No	See extras note below
Entry Notes	Text	No	Added as an internal entry note
Adjudicator	Text	No	Added to section
Writer	Text	No	Added to section
Sponsor	Text	No	Added to section
Date of Birth	Date	No	dd/mm/yyyy
address1	Text	No	Competitor / User address
City	Text	No
Postcode	Text	No
State	Text	No
2nd Competitor Name	Text	No	Second competitor for duos
2nd Competitor Date of Birth	Text	No	Second competitor for duos
2nd Competitor Age	Text	No	Second competitor for duos
2nd Competitor Email	Email	No	Second competitor for duos
Official Entry Name	Text	No	Team name

Extras Import

The Extras - columns will import what comes after the - by matching to the codeset options for extras. e.g. DVD will add a DVD extra if it has a Yes, Y, True or 1 value.

Codeset

The Codeset importer lets you import a set of codeset values quickly. It will only import codes and values, you will need to edit other values from the Admin screen.

Column	DataType	Required	Notes
Codeset	Text	Yes	The name of the codeset to import
Code	Text	No	Unique code for the codeset value
Value	Text	Yes	The value to add for the codeset
Discipline	Text	No	For the Item codeset, the discipline the item belongs to

Teams - Variable Items

The teams variable items importer imports a team schedule quickly, when you don't have all the competitor information.

Example File

Column	DataType	Required	Notes
Discipline	Text	Yes	Matches Code then Value
Date	Text	Yes	dd/mm/yyyy
Division	Text	Yes	Matches Code then Value
Age Group	Text	Yes	Matches Code then Value
Start Time	Text	Yes	hh:mm (24 hour time)
Location	Text	Yes	Matches Code then Value
Adjudicators	Text	Yes
Writers	Text	No
Item	Text	Yes	Name of the item
Time Limit	Text	No	Matches code in the time limit codeset
Performance Type	Text	No	Matches code in the performance type codeset
Split	Text	No	Matches Code then Value
C1	Text	Yes	Team name See competitor columns, below
C1-#	Number	No	Performance order for the team See competitor columns, below
C1-#E	Number	No	Number of competitors in team See competitor columns, below
C1-EX-DVD	Text	No	Yes/Y/1

When importing with this file, any blank cells in columns before the competitor details (Cn) columns will use the value from the cell above that has a value. For example, you can put the date in the first row, and leave subsequent rows blank until the date changes.

Competitor columns

The competitor columns are listed in performance order, so that a program schedule can be imported. These work by looking for columns of Cn, where n is the competitor number. IE C1 might be Ballarat, C2 Geelong etc. The importer will stop once it can no longer find a Cn column in number order, i.e. 1-7 are there, but no 8.

Cn-# is the performance order for that team. If it's blank, the team is added to the end of the section. Cn-#E is the number of competitors in the team. For the example above you would need C1-# to C7-# (and C1-#E to C7-#E if you are recording team sizes).

Cn-EX-xxx is for importing extras. As above, Cn would be the number. -EX- says we are looking for an extra, and xxx is the code e.g. DVD.

Multiple teams for the same club

When a club has two teams performing in the same age group / division they need to be imported as the same competitor for aggregate calculations.

To do this, in the Cn column you need the team name, with the number in brackets after. ie. Ballarat for team 1, and Ballarat (2) for the second team.

Warning

If you don't put the team number in brackets (1) they will import as two competitors, showing up separately in the aggregate.

Codeset Matching

When importing and matching codesets, the Teams - Variable Items importer will check for a matching code first. If it doesn't find a match, it will then check for a value. If neither are found a new codeset value will be created to match.

Users

The user import lets you import public users to allow them to manage competitor profiles.

Column	DataType	Required	Notes
Club	Text	Yes
First name	Text	Yes
Last name	Text	Yes
Email	Text	Yes
Link	Boolean	No	true to find any competitors with this name as a coach, and link them.
User Type	Text	No	Recorded as the relationship when competitors are linked

User - Invite

Choose Users - Invite as the file type. The same as the user import above, but it will invite the users with an email.

Coaches

Import a list of coach names. Used when you want to restrict entries to competitors that have an approved coach.

Column	DataType	Required	Notes
First Name	Text	Yes
Last Name	Text	Yes

Clubs

Choose Clubs (and Classes) as the file type. The club import is used like the coach import, when you want to have the competitor enter only if they are from an approved club/school. You can also upload the class times if they have to choose that during their entry process.

Column	DataType	Required
Name	Text	Yes
ClassName	Text	No
Day	Text	No
Time	Text	No