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Creating visitors and service requests in bulk

Step-by-step guide to creating multiple visitor records and requests simultaneously.

Spreadsheet Template

Introduction

In order to speed up the process of creating a number of visitors at once we have added a bulk upload feature to the Services System. The process of creating visitors and requesting services in bulk is split into three steps, described below.

To access the bulk upload feature, log in to the Services System in the normal way  and go to the Visitors tab. Click on the Bulk Upload button (circled below) to be taken to step 1.

In each step of the bulk upload process you'll find a link to these instructions. If you exit the process at any stage before pressing the Process button in step three, no changes will be made.

Bulk Upload Button



If you don't see the Bulk Upload button it is likely that you haven't entered the Services System via the correct link.

Step 1

Having launched the Bulk Upload facility, you'll need to download the spreadsheet template and enter details for your visitors. Be aware of the limits -listed below- on the size of each field (in characters). Fields marked * are mandatory. You can upload a maximum of 100 records at a time.

FIELD LENGTH
UPI 7
First Forename* 30
Surname* 60
Title 15
Initials 15
Sex*
1
Date of Birth*
10, (dd/mm/yyyy)
Other Forenames
30
Previous Surname
60
NI Number
20
Known As
20
Home Email
50
Home Telephone
50
Mobile
50

Once you have entered details for all the visitors you wish to create, save the spreadsheet (retaining the CSV format) on your computer. Return to the Bulk Upload screen and click on the 'Upload Spreadsheet' button. Navigate to the spreadsheet you just saved using the dialogue box that appears.

A basic check on the file is done to ensure that there are neither too few nor too many records to upload. A check is also carried out to ensure mandatory fields are entered for each record. If these checks fail an error will be displayed.

The records uploaded from your spreadsheet will be displayed in a grid where any errors will be highlighted for you to correct. Entries that are too long or the wrong format are typical causes of errors.

Additional, non-mandatory details e.g. phone numbers are displayed by clicking the details button next to a record. Any errors in the additional details will be indicated by a highlighted box next to the details button as shown below. The additional details screen can also be used to enter an address for the visitor if required.


Once errors to personal details have been corrected you may proceed to step two. When proceeding to step two, uncorrected errors in additional details will result in the additional detail being removed. 

Step 2

This stage of the process involves searching for and either selecting an existing UPI to match the visitors you are creating or generating a new UPI for them.


Clicking on Auto Select will start the process of searching for possible matches and assigning UPIs where possible. Depending on the number of records this process may take a few minutes however no user intervention is required once the process has started. 

Bulk Auto Select

If there are no possible matches, a UPI will be generated for the record in question. Where a possible match is found with a very high probability that it matches the visitor details the existing UPI is automatically assigned. Where multiple matches are found and none are determined suitable for automatic assignment of a UPI you will need to select the correct UPI from a list of possible matches.

At the end of the auto select process the records are filtered to only show those that require manual intervention. At this stage it is necessary to select from the list of possible matches for a record, or generate a new UPI if appropriate.

Bulk UPI select or generate

Once all records have had an existing UPI assigned or new UPI generated you can proceed to step three. You will not be able to proceed until all records have a valid UPI.

Step3

At this final stage of the process you will select the department, visitor type and start and end dates for the visit. Once these are selected, you can choose the services to request for the visitors. All visitors will have the same department, visitor type, start/end date and services. You can request more than one service type (if applicable) for all the visitors, e.g. Computer Accounts and Library Access.

Bulk Visit and Service Selection

When creating visits and service requests in bulk, the same criteria apply as if you'd created each visitor individually e.g duration of visit, types of service available. Guidance on visitor types and entitlement are available here.

Once you have selected the services required click the process button to finish. Any visitors that could not be created will be listed on screen, this list is exportable. Creation of visitors may fail because they have an overlapping visit to your department.

Page last modified on 09 mar 12 18:20