Sites Import

Overview

Use the Sites Import to bulk create Sites in your Astalty account from a CSV file — including each site's address, site manager and tags. Unlike most imports, nothing is created when you upload the file: every row is checked first and shown to you on a review screen, and sites are only created for the rows you tick and confirm.

Accessing the Import

Head to Settings → Imports, click Create Import in the top right, then select Sites.

Completing the Import

To complete the import, follow the steps below:

1. Read the Import Requirements below.
2. Click Download Template in the top right to download the Sites Import Template.
3. Populate the template with your sites' information. The two example rows show the kind of value each column accepts.
4. Remove the example rows from the template.
5. Tick the checkbox to confirm you understand that imports cannot be undone.
6. Upload the completed template to the file uploader.
7. Leave Skip duplicate sites ticked unless you deliberately want to create sites whose names already exist (see Duplicate sites below).
8. Click Start Import. You'll be taken to the import's detail page while your file is checked.
9. Review each row, tick the ones you want, and click Import Selected to create your sites.

Reviewing before you confirm

Once your file has been checked, the import shows a status of Awaiting confirmation and lists every row from your file. At this point nothing has been created yet.

Each row shows its Status, the site's Name, Type, Capacity, Site Manager, Address and Tags, along with any Error Messages:

• Ready to Import — the row passed all checks and can be selected for import.
• Failed — the row did not pass. The Error Messages column explains why (for example, a Site Manager Email that doesn't match a User on your account). Failed rows can't be selected; fix them in your file and run a new import for those sites.

The Tags column shows the tags each site will have once created:

• An outlined tag doesn't exist yet and will be created by this import.
• A solid tag already exists in your Site Tags and will simply be linked to the site.

Tick the rows you want to import — or use Select All — then click Import Selected. Any Ready to Import row you leave unticked is marked Skipped and is not created. You can only confirm an import once.

After you confirm, each row moves to Created, Skipped or Failed, and the person who started the import receives a notification when it finishes. Created sites appear straight away in Sites.

Import Requirements

These fields are required (marked with * in the template):

• Name — the site's name.
• Type — either SIL House or Other. Capitalisation doesn't matter.

The following fields are optional:

• Description — a longer description of the site.
• Capacity — the maximum number of Participants you intend to assign to the site. Must be a whole number of 1 or more, and can only be set on a SIL House site — a row with a capacity on an Other site will fail.
• Site Manager Email — the email address of an existing, active User on your account with the Admin or Manager role. If the email doesn't match such a User, the row will fail.
• Address Line 1, Address Line 2, Suburb, State, Postcode — the site's address. The address is optional as a whole, but if you provide Address Line 1 then Suburb, State and Postcode are also required. State must be a valid Australian state or territory (for example NSW, VIC), and Postcode must be 4 digits.
• Tags — a comma-separated list of Site Tags (for example Respite,High Needs). Each tag can be up to 50 characters. Tags are matched to your existing Site Tags regardless of capitalisation; any that don't exist yet are created during the import.

Template columns

Duplicate sites

Astalty doesn't stop you from having two sites with the same name, so the import checks for duplicates by Name — ignoring capitalisation and surrounding spaces — while Skip duplicate sites is ticked (it is ticked by default):

• A row whose name matches a site that already exists on your account — including archived sites — is marked Skipped when you confirm, with a note explaining why.
• A name that appears more than once in your file fails the row, so a single import can't create two identically named sites.

Untick Skip duplicate sites before uploading if you intentionally want to create sites with names that already exist. Neither check is applied when it is unticked.

How the Sites Import works

• Your file is read and every row is checked against the requirements above. Rows that pass are marked Ready to Import; rows that fail are marked Failed with the reason.
• Nothing is created until you confirm. Rows you leave unticked are Skipped.
• For each confirmed row, Astalty creates the site, then its address (if provided), then links its tags — creating any tags that don't exist yet in Settings → Sites → Site Tags.
• If any confirmed rows fail while being created, the import finishes as Completed with errors and the failed rows show their error.

Troubleshooting

If you encounter any issues during the import process, please contact imports@astalty.com.au for assistance.