The Import Tool allows administrators to bulk-import events, contacts, organizations, master definitions, and budgets into your environment using Excel spreadsheets.
To access the tool, select Import Tool (New) from the Go to Tool section of the 25Live More menu. More > Go to Tool.
Image: Import Tool options for event imports.
Importing Events
1. Select Events From the Dropdown
- Select Events from the Select Import Type dropdown.
2. Configure Routing
- Fallback Folder — Select a folder to route imported events to when they do not match any existing folder routing rules.
- Override Folder — Select a folder to force all imported events into, regardless of routing rules.
- Move conflicts to preferences — Check this box to save conflicting location assignments as event preferences. If left unchecked, it removes conflicting assignments.
3. Download and Complete the Events Template
- Download Excel Template to get the pre-built spreadsheet. Fill in your event data and save the file.
4. Upload Your Completed File and Start the Import
- Drag and drop your completed file into the upload area or use the Upload a file button.
- Click Import Events to begin the import.
- If validation errors are found, they display below the import instructions. Correct the errors in your file and upload it again. Once validated, a success message displays and the imported events are available in your environment.
Required Columns
| Column | Type | Description |
|---|---|---|
EVENT_ID |
string | Unique identifier for the event |
EVENT_NAME |
string | Name of the event |
EVENT_TYPE |
string|number | Event type name or ID |
SCHEDULER |
string|number | Contact email or contact ID |
REQUESTOR |
string|number | Contact email or contact ID |
PROFILE_ID |
string | Unique identifier for the event profile |
FIRST_OCCURRENCE_DATE |
string | ISO date format (YYYY-MM-DD) |
START_TIME |
string | ISO datetime format (YYYY-MM-DDTHH:mm:ss) |
END_TIME |
string | ISO datetime format (YYYY-MM-DDTHH:mm:ss) |
Optional Columns
| Column | Type | Description |
|---|---|---|
EVENT_TITLE |
string | |
DESCRIPTION |
string | |
INTERNAL_NOTES |
string | |
PRIMARY_ORGANIZATION |
string|number | Organization name or ID |
REG_HEADCOUNT |
number | |
EXP_HEADCOUNT |
number | |
CATEGORIES |
string | Pipe-separated category names or IDs (e.g., "Category1|Category2") |
INSTRUCTOR |
string|number | Contact email or contact ID |
PROFILE_NAME |
string | |
PRE_EVENT_TIME |
string|number | Time string (HH:mm:ss) or minutes |
POST_EVENT_TIME |
string|number | Time string (HH:mm:ss) or minutes |
REPEATING_RULE |
string | Recurrence pattern code (or use ADHOC_DATES instead) |
ADHOC_DATES |
string | Pipe-separated ISO dates — alternative to REPEATING_RULE (e.g., "2024-01-15|2024-01-22") |
LOCATIONS |
string | Pipe-separated location names or IDs. Append :shared for shared locations (optional; omitted locations default to unshared) |
RESOURCES |
string | Pipe-separated resource names or IDs; append :quantity (e.g., "Projector:2|Microphone:1") |
BOUND_PROFILE_ID |
string | Pipe-separated profile IDs |
RELATED_EVENT_ID |
string | Pipe-separated event IDs |
CUSTOM_ATTRIBUTES |
string | Pipe-separated, format: name:value (e.g., "Attribute1:Value1|Attribute2:Value2") |
Additional Notes
- If an event has more than one occurrence, either
REPEATING_RULEorADHOC_DATESmust be provided. - Contact fields can use email addresses (system will resolve to contact IDs).
- Organization/Event Type fields can use names (system will resolve to IDs).
- Locations and Resources can use names (system will resolve to IDs). For objects with numeric names, prepend with
$NAME-.
Importing Organizations
1. Select Organizations From the Dropdown
Select Organizations from the Select Import Type dropdown.
2. Determine if Data Should Be Identified for Connect25
Optionally, check Mark all organizations and contacts as Student Engagement if the Student Engagement designation should be added to all imported organizations and contacts.
3. Download and Complete the Events Template
Click Download Excel Template to get the pre-built spreadsheet. Fill in your organization and membership data and save the file.
4. Upload Your Completed File and Start the Import
- Drag and drop your completed file into the upload area or use the Upload a file button.
- Click Import Organizations to begin the import.
- If validation errors are found, they display below the import instructions. Correct the errors in your file and upload it again. Once validated, a success message displays and the imported organizations are available in your environment.
Required Columns
| Column | Type | Description |
|---|---|---|
Organization Name |
string, max 40 chars | Organization name (or use Organization ID for existing organizations) |
role_name |
string | Role in the organization. Required for memberships |
contact_email |
string, max 80 chars | Contact's email. Required for memberships |
contact_first_name |
string, max 40 chars | Contact's first name. Required for memberships |
contact_family_name |
string, max 40 chars | Contact's last name. Required for memberships |
Optional Organization Columns
| Column | Type | Description |
|---|---|---|
Organization ID |
number | Use to update an existing organization; when provided with a different Organization Name, the name will be updated |
Title |
string, max 80 chars | Organization title |
Account Number |
string | Account number |
contact_name |
string | Contact name |
S25 Name |
string | Schedule25 Optimizer name |
Type |
string|number | Organization type name or ID (numeric names should use $NAME- prefix) |
Rating |
string|number | Organization rating name or ID (numeric names should use $NAME- prefix) |
Category |
string | Pipe-separated category names or IDs (e.g., "Category1|Category2") |
Optional Address Columns
Administrative Address
| Column | Type | Description |
|---|---|---|
Administrative Street Address |
string, max 150 chars | Street address for the organization's administrative location |
Administrative City |
string, max 40 chars | City for the organization's administrative location |
Administrative State / Province |
string, max 40 chars | State or province for the organization's administrative location |
Administrative Zip / Postal Code |
string, max 20 chars | Zip or postal code for the organization's administrative location |
Administrative Country |
string, max 40 chars | Country for the organization's administrative location |
Administrative Phone |
string, max 24 chars | Phone number for the organization's administrative location |
Administrative Fax |
string, max 24 chars | Fax number for the organization's administrative location |
Billing Address
| Column | Type | Description |
|---|---|---|
Billing Street Address |
string, max 150 chars | Street address for the organization's billing location |
Billing City |
string, max 40 chars | City for the organization's billing location |
Billing State / Province |
string, max 40 chars | State or province for the organization's billing location |
Billing Zip / Postal Code |
string, max 20 chars | Zip or postal code for the organization's billing location |
Billing Country |
string, max 40 chars | Country for the organization's billing location |
Billing Phone |
string, max 24 chars | Phone number for the organization's billing location |
Billing Fax |
string, max 24 chars | Fax number for the organization's billing location |
Additional Notes
- Column names are case-insensitive and support variations (e.g.,
"Organization ID","organization id", or"OrganizationID"all work). - Address fields are optional — you can include Administrative, Billing, both, or neither.
- Organization type and category fields can use names (the system will resolve to IDs).
Importing Contacts
1. Select Events From the Dropdown
Select Contacts from the Select Import Type dropdown.
2. Determine if Data Should Be Identified for Connect25
Optionally, check Mark all contacts and users as Student Engagement.
3. Download and Complete the Events Template
- Click Download Excel Template to get the pre-built spreadsheet. Fill in your contact data and save the file.
- Each row carries a contact's data and, optionally, a user (Username, Password, Security Group) plus any custom attribute columns. Contacts and users are matched (or created) by email; security groups must already exist and are matched by name.
- Use a single sheet (no separate tabs). Each row is one person. Include only the columns you need.
4. Upload Your Completed File and Start the Import
- Drag and drop your completed file into the upload area or use the Upload a file button.
- Click Import Contacts to begin the import.
- If validation errors are found, they display below the import instructions. Correct the errors in your file and re-upload. Once validated, a success message displays and the imported contacts are available in your environment.
Contact Identity Columns
| Column | Type | Description |
|---|---|---|
Email |
string | Contact's email address; used to find or create the contact |
First Name |
string | Contact's first name; used to find or create the contact |
Last Name |
string | Contact's last name; used to find or create the contact |
Contact ID |
number | ID of an existing contact to update directly; names not required when provided |
Optional Contact Columns
| Column | Type | Description |
|---|---|---|
Middle Name |
string | Contact's middle name |
Name Prefix |
string | Prefix for the contact's name (e.g., Dr., Mr., Ms.) |
Name Suffix |
string | Suffix for the contact's name (e.g., Jr., III) |
Title |
string | Contact's job title or role |
Address |
string | Contact's street address |
City |
string | Contact's city |
State |
string | Contact's state or province |
Zip |
string | Contact's zip or postal code |
Country |
string | Contact's country |
Phone |
string | Contact's phone number |
Fax |
string | Contact's fax number |
Internal ID |
string | SIS identifier for the contact; must be unique within the upload |
Optional User Columns
| Column | Type | Description |
|---|---|---|
Username |
string | Username for the contact's user account; required when creating or updating a user |
Password |
string | Password for the user account; encrypted on save. Leave blank to keep an existing password (new users get a random one) |
Security Group |
string | Security group to assign to the user; must already exist and is matched by name. Requires Username |
Custom Attribute Columns
- Prefix the header with
CA:to import a contact custom attribute (one attribute per column). - Type codes:
Stext,Rlong text/URL,Nnumber,Ffloat,Bboolean,Edatetime,Ddate,Ttime
| Column | Type | Description |
|---|---|---|
CA: <TYPE> Name |
string | Auto-creates a custom attribute with the given type if it does not exist yet
(e.g., CA: <B> Veteran, CA: <S> Major, CA: <N> Credits). |
CA: Name |
string | Uses an existing custom attribute matched by name; no type needed |
Importing Master Definitions
Use the Master Definitions import to create or update lookup items, such as categories, custom attributes, roles, and event types, from a spreadsheet instead of entering them one at a time. Each row creates a new item or, when the name already exists, matches that existing item.
Security Note
Only users in the (-1) administrator security group can import master definitions.
1. Select Master Definitions From the Dropdown
Select Master Definitions from the Select Import Type dropdown.
2. Choose a Definition Type
Select the kind of item you are importing from the Definition type dropdown. Each import handles one definition type. Available types:
- Event Category, Organization Category, Location Category, Resource Category
- Event Custom Attribute, Organization Custom Attribute, Contact Custom Attribute, Location Custom Attribute, Resource Custom Attribute
- Other Requirement, Calendar Requirement
- Event Contact Role, Organization Contact Role
- Organization Type, Organization Rating
- Location Feature, Location Layout, Location Partition, Rate Group
- Event Type
3. Download and Complete the Template
- Select Download Excel Template to get the template for the definition type you chose. The
Namecolumn is required. Enter one item per row and save the file. - If a cell contains a number, the import treats it as the ID of an existing item, and that item must already exist. To import a name that contains only digits, add the prefix
$NAME-(for example,$NAME-123). Names that do not exist yet are created. - Custom attribute definition types also require a
Typecolumn with a single-character code. See the table below.
4. Upload Your Completed File and Start the Import
- Drag and drop your completed file into the upload area or use the Upload a file button.
- Select Import Master Definitions to begin the import.
- When the import finishes, the results show how many items were created and how many were updated, plus any row errors. Correct the errors in your file and re-upload.
Custom Attribute Type Codes
| Code | Type |
|---|---|
S |
Text |
X |
Long Text |
R |
URL/File |
N |
Integer |
F |
Float |
B |
Boolean |
D |
Date |
E |
Datetime |
T |
Time |
I |
Image |
2 |
Organization |
3 |
Contact |
4 |
Location |
6 |
Resource |
L |
Duration |
Event Type Rules
Event type rows require two additional columns: Node Type and Parent. Enter the Parent as an ID or a name.
- C (cabinet) - Leave Parent blank. Cabinets have no parent.
- F (folder) - Set Parent to a cabinet.
- E (event type) - Set Parent to a folder. An event type cannot have a cabinet as its parent.
The import does not change the parent of an existing event type that already has a different parent.
Note: Abridged Status
The import does not set Abridged status. After the import, set Abridged status on the Master Definitions page.
Image: The Import Tool with Master Definitions selected, showing the Definition type dropdown, the Download Excel Template button, and the Import Master Definitions button.
Importing Budgets
Note: Availability & Security
The Budgets import is available only to institutions that license Connect25, and only to users with the Connect25 administrator role. The import cannot create organizations, fiscal years, or line item categories. These must already exist.
Image: The Import Tool with Budgets selected, showing the Download Excel Template button, the Budget Import Instructions, and the Import Budgets button.
Image: The Import Tool with Budgets selected, showing the Download Excel Template button, the Budget Import Instructions, and the Import Budgets button.
1. Select Budgets From the Dropdown
Select Budgets from the Select Import Type dropdown.
2. Get a Budget Spreadsheet
- Upload a file exported from Budget Admin, or select Download Excel Template to get the template. Edit the file and save it.
- One sheet lists organization budgets, budget plans, and line items. On each row, repeat the parent columns, or leave them blank to continue the same organization budget or plan from the row above.
- Required columns: organization (ID or name), fiscal year (name), and organization budget name. Also include the plan name when you import plans or lines, and the line name when you import line items.
- Plan start and end dates are optional. If you leave them blank, plans use the date range of the organization budget (the fiscal year).
- Spent, committed, utilization, and plan status columns from export files are read-only. The import ignores them.
3. Upload Your Completed File and Start the Import
- Drag and drop your completed file into the upload area or use the Upload a file button.
- Select Import Budgets to begin the import.
- If validation errors are found, they will display below the import instructions. Correct the errors in your file and re-upload.