The Manage Delegates menu on the Delegates tab provides access to tools for the bulk management of delegates.

The following bulk management facilities are available:

  • Delegates can be registered on the system in bulk.
  • The records for existing delegates can be edited in bulk.

Before registering or editing delegates, you should download your existing delegate list to Excel. This Excel file will form the starting point for bulk management of delegates.

To download centre delegates to Excel:

  1. On the Delegates list toolbar, click Download Centre Delegates for Bulk Upload
  2. All existing centre delegates will be exported to an Excel document. Each row in the spreadsheet will contain one delegate record.
  3. Save this document and open it to begin editing.

You should also download the Job Groups ID list to allow the correct Job Group ID to be provided when editing / registering delegates:

  1. On the Delegates list toolbar, click Manage Delegates
  2. From the drop down list, click Download Job Groups and IDs

To bulk edit delegate details:

  1. Locate the row that you wish to edit in the downloaded Excel document.
  2. Modify the row as required. The following should be considered when editing a delegate:
  • Do not edit the DelegateID row. Providing a different ID will cause the update to fail. Providing a blank DelegateID will cause the system to attempt to re-register the delegate.
  • The AliasID field must either be left blank or contain a unique value (it can be used in place of the DelegateID to login to the system so must be unique to the delegate).
  • Ensure that the JobGroupID provided matches an entry in the Job Group ID spreadsheet downloaded earlier.
  • Ensure that a unique or blank e-mail address is provided for each delegate.
  1. Repeat steps 1 and 2 until all required records have been edited and save.

To bulk register delegates:

  1. Locate the first blank row in the spreadsheet.
  2. Enter details in each of the columns. The following should be considered when adding a delegate:
  • Leave the DelegateID blank. This will instruct the system to register the delegate and issue a new delegate ID.
  • The AliasID field must either be left blank or contain a unique value (it can be used in place of the DelegateID to login to the system so must be unique to the delegate).
  • Ensure that the JobGroupID provided matches an entry in the Job Group ID spreadsheet downloaded earlier.
  • Ensure that a unique or blank e-mail address is provided for each delegate.
  • The following fields are mandatory and must be completed:
    • LastName
    • FirstName
    • JobGroupID (must match an ID from the Job Groups spreadsheet)
    • Active (must contain either TRUE or FALSE usually TRUE)
    • Approved (must contain TRUE or FALSE usually TRUE)
  • If EmailAddress is left blank, the registration will succeed but the delegate will have to provide an e-mail address on first login.
  1. Repeat steps 1 and 2 for all delegates being registered and save.

To upload bulk updates:

Once you have made changes to and added all required delegate records, save the Excel document.

  1. On the Delegates list toolbar, click Bulk Upload Delegates
  2. Choose whether to Send welcome email to registered delegates with a link to set their password.
  3. If sending the welcome email, choose the date to Deliver email on or after. Emails are sent on a daily basis at around 6am, so leaving the current date will usually result in the emails arriving the following morning.
  4. Click Browse and locate your edited Excel file. Click to select it and click Open.
  5. Click Upload and Process.
  6. The system will process each row in the uploaded document and provide you with a summary detailing how many records have been edited, added and how many couldn't be processed because of errors (with details).

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