Administration
Imports
Participant Import

Participant Import

Overview

The Participant Import creates Participants and can fill or update supported details on existing Participants. Create Users and Plan Managers first when the import should link them.

Accessing the Import

Open Settings > Imports, select Create Import, then Participants.

Completing the Import

How to Use the Participant Import

Create or import Users and Plan Managers needed by the Participant rows.
Download the current template.
Populate it and remove the example rows.
Choose Skip it, Fill in empty fields, or Update with the file's values for matches.
Upload the CSV and select Start Import.
Wait for validation, review the rows, select the intended rows, and choose the count-specific confirmation button, such as Import 3 Participants.

Nothing is created or updated before confirmation. Rows left unticked become Skipped.

First Name and Last Name are required for a new Participant. Dates use dd/mm/yyyy. Mobile values must be unique. When creating a Participant whose email is already used by another Participant, Astalty creates or reuses a shared Contact and links it to both Participants instead of assigning the email to both Participant records. On a matched Participant update, an email already held by another Participant is ignored and no shared Contact is added.

A row matches an existing Participant by NDIS Number or UUID:

UUID is Astalty's Participant ID from the Participants Export. Leave it blank for new Participants.
External ID is never used for matching.
A row fails when its NDIS Number and UUID identify different Participants, or its UUID matches none.
A duplicate NDIS Number within the file fails. An NDIS Number already in the account is an existing-record match, so the selected matching mode applies.

An update can fill a blank NDIS Number or External ID, but it never replaces a value already stored in either field. It also never changes an existing Participant's Status, Date Archived, Exit Date, Exit Reason, or Exit Details. Primary Coordinator Email assigns a coordinator only if that Participant has none. The email must match an active or invited User in Astalty. Plan Manager Invoice Email must match an existing Plan Manager to make that link. A missing Plan Manager match is logged but does not fail the Participant row.

A Mobile used by a different Participant fails. Supported Gender values are Male, Female, Non-binary, Other, and Prefer not to say. Supported Sex values are Male, Female, and Another term.

Template Columns

Column	Requirements and Behaviour
First Name	Required for a new Participant.
Middle Name	Optional.
Last Name	Required for a new Participant.
Preferred Name	Optional.
UUID	Astalty Participant ID. Use it to match an existing Participant; leave blank for a new one.
NDIS Number	Optional; when supplied, it must contain 9 digits and start with 43 or 5. Used for matching. It can fill a blank value on a matched Participant but cannot replace an existing value.
External ID	Optional unique source reference. It is not a match key. It can fill a blank value on a matched Participant but cannot replace an existing value.
Gender	Male, Female, Non-binary, Other, or Prefer not to say.
Sex	Male, Female, or Another term.
Date of Birth	Optional; dd/mm/yyyy.
Email	Optional. During creation, an email held by another Participant becomes a Contact shared by both. During a matched update, that duplicate email is ignored and no shared Contact is added.
Phone	Optional landline.
Mobile	Optional valid mobile. It must be unique in the account and file.
Preferred Contact Method	Call Mobile, Call Phone, Email, SMS, or Video Call.
Pronouns	Optional free text.
Preferred Language	Optional free text.
Primary Coordinator Email	Matches an existing User. It only fills an empty Primary Coordinator on an existing Participant.
Plan Manager Invoice Email	Must be a valid email and match an existing Plan Manager to create the link.
Self Managed Invoice Email	Optional valid email.
Ethnicity	Optional.
Medicare Number	Optional.
Centrelink Number	Optional.
Status	Enter inactive to archive a newly created Participant. This field is not changed on an existing Participant.
Address 1	Optional. When supplied, Postcode and State are required.
Address 2	Optional.
Address 3	Optional.
Suburb	Optional.
Postcode	Required with Address 1.
State	Required with Address 1 and must be a valid Australian State or Territory.
Country	Optional.
Primary Diagnosis	Optional free text.
Secondary Diagnosis	Optional free text.
Current Plan Start Date	Optional; dd/mm/yyyy and no earlier than 01/01/2019.
Current Plan End Date	Required with Plan Start Date; dd/mm/yyyy and later than the start.
Is Pace Plan (Y/N)	Optional; Yes, No, Y, or N.
Commencement Date	Optional; dd/mm/yyyy.
Date Archived	Optional; dd/mm/yyyy. It is not changed on an existing Participant.
Exit Date	Optional; dd/mm/yyyy. It is not changed on an existing Participant.
Exit Reason	Legacy optional exit detail. Exit Details takes precedence when both are supplied.
Exit Details	Optional exit detail. It is not changed on an existing Participant.
Additional Information	Optional long text stored in the corresponding Information Item.
Additional Contacts	Optional long text stored in the corresponding Information Item.
Tags	Optional comma-separated Tag names.

Troubleshooting

Review every warning before confirmation. The import can complete with errors if a selected row fails during creation. Use Download Failed Rows to correct those rows and run a new Participant import with the intended matching mode.

Command Palette