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Bulk Upload Background Checks

Purpose​

Import multiple background check records simultaneously using an Excel template, enabling efficient initial setup or large-scale updates of compliance data.

Access​

From Background Checks page:

  1. Click the ⬆ Bulk Upload button
  2. Bulk Upload dialog opens

Screenshot​

Bulk Upload dialog showing Excel template and upload interface
Bulk Upload dialog showing Excel template and upload interface

Description​

The Bulk Upload dialog provides a streamlined process for importing multiple background check records from an Excel file. Using a standardized template ensures data consistency and allows for efficient population of the background checks database.

Dialog Header​

  • Title: "Bulk Upload"
  • Close Button: X icon in the top-right corner to dismiss
  • Purpose: Mass import of compliance records

Upload Interface​

Upload Data Section​

Section Header​

  • Icon: ⬆ Upload icon
  • Label: "Upload Data"
  • Background: Light blue/cyan background
  • Purpose: Primary upload area

Action Buttons (Right Side)​

📄 Excel Template​
  • Icon: Document icon
  • Label: "Excel Template"
  • Color: White/outlined button
  • Action: Download the template Excel file
  • Purpose:
    • Get the correct format for upload
    • Ensures all required columns included
    • Provides column header names
    • Shows expected data format
  • File: Typically named "background_checks_template.xlsx" or similar
  • Use: Always download template before creating import file
⬆ Upload Excel​
  • Icon: Upload arrow icon
  • Label: "Upload Excel"
  • Color: Green background
  • Action: Select and upload filled Excel file
  • Purpose: Import data from completed template
  • Accepts: .xlsx, .xls file formats
  • Validation: Checks data format and required fields

Column Headers Display​

The interface shows the expected column structure:

Required Columns​

FirstName

  • Data Type: Text
  • Required: Yes
  • Example: "Austin", "John"
  • Validation: Cannot be empty

LastName

  • Data Type: Text
  • Required: Yes
  • Example: "Abbott", "Smith"
  • Validation: Cannot be empty

Address

  • Data Type: Text
  • Required: Optional
  • Example: "123 Main Street"
  • Format: Street address

City

  • Data Type: Text
  • Required: Optional
  • Example: "Indianapolis"

State

  • Data Type: Text
  • Required: Optional
  • Example: "IN", "Indiana"
  • Format: Two-letter code or full name

DOB

  • Data Type: Date
  • Required: Yes
  • Format: MM/DD/YYYY or YYYY-MM-DD
  • Example: "06/16/1985", "1985-06-16"
  • Validation: Must be valid date

EmailAddress

CrimDisc (Criminal Check)

  • Data Type: Text
  • Required: Optional
  • Values: "Yes", "No"
  • Default: "No" if blank

CrimDiscExpiry

  • Data Type: Date
  • Required: Optional (Required if CrimDisc is "Yes")
  • Format: MM/DD/YYYY or YYYY-MM-DD
  • Example: "01/20/2026"

BGAuth (Background Authorization)

  • Data Type: Text
  • Required: Optional
  • Values: "Yes", "No"
  • Default: "No" if blank

BGAuthExpiry

  • Data Type: Date
  • Required: Optional (Required if BGAuth is "Yes")
  • Format: MM/DD/YYYY or YYYY-MM-DD

Teams (Training)

  • Data Type: Text
  • Required: Optional
  • Values: "Yes", "No"
  • Default: "No" if blank

TeamsExpiry

  • Data Type: Date
  • Required: Optional (Required if Teams is "Yes")
  • Format: MM/DD/YYYY or YYYY-MM-DD

DNR (Do Not Recruit)

  • Data Type: Text
  • Required: Optional
  • Values: "Yes", "No"
  • Default: "No" if blank

NFL (Credentialed)

  • Data Type: Text
  • Required: Optional
  • Values: "Yes", "No"
  • Default: "No" if blank

Actions

  • Purpose: System action column (may be for internal use)
  • User Entry: Typically left blank

Data Preview Area​

Empty State​

  • Message: "Please upload an excel file based on the template to see the records"
  • Purpose: Indicates no file uploaded yet
  • Visual: Empty table area with navigation controls

After Upload​

  • Shows: Preview of imported data
  • Columns: All column headers displayed
  • Rows: Imported records shown
  • Validation: Highlights any errors or issues
  • Review: Opportunity to verify before saving
  • ⏮ First: Not active when empty
  • ◀ Prev: Not active when empty
  • ▶ Next: Not active when empty
  • ⏭ Last: Not active when empty
  • Purpose: Navigate through imported records for review

Group Assignment​

Group Selector​

  • Label: "Group:"
  • Type: Dropdown select
  • Placeholder: "Select Group"
  • Purpose: Assign all uploaded records to a specific organization/group
  • Required: May be required depending on system setup
  • Use: Bulk assign organization to all imported members

Action Buttons​

✕ Close​

  • Position: Bottom-right, left button
  • Action: Close dialog without saving
  • Result:
    • Uploaded file is not processed
    • No records are imported
    • Returns to Background Checks page
    • All work is discarded

💾 Save All (Green)​

  • Position: Bottom-right, right button
  • Action: Import all records from uploaded file
  • Requirements:
    • File must be uploaded
    • Data must pass validation
    • Group must be selected (if required)
  • Result:
    • All records imported to database
    • Records appear in main Background Checks list
    • Dialog closes
    • Success notification shown
    • Count of imported records provided

Upload Process​

Step-by-Step Upload​

1. Download Template​

  1. Click Excel Template button
  2. Save template file to computer (typically "xls_backgroundChecks.xls" or similar)
  3. Open in Microsoft Excel, Google Sheets, or LibreOffice

2. Review Template​

  1. Open the template file
  2. Review the Documentation sheet for guidance:
    • Column names and requirements
    • Sample data formats
    • Optional vs required fields
    • Note: "For optional values, leave blank if not needed"
  3. Switch to the Data sheet (main sheet)

3. Prepare Data​

  1. Work in the Data sheet (not Documentation)
  2. Review column headers (do not modify headers)
  3. En4. Upload File
  4. Click Upload Excel button
  5. Navigate to saved file
  6. Select file
  7. Click Open/Upload
  8. Wait for file to process
  9. System reads data from Data sheet

5e file (keep as .xlsx format)​

3. Upload File​

  1. Click Upload Excel button
  2. Navigate to saved file
  3. Select file
  4. Click Open/Upload
  5. Wait for file to process

4. Review Preview​

  1. Examine uploaded data in preview table
  2. Check for any validation errors (often highlighted in red)
  3. Verify data looks correct
  4. Note count of records to be imported
  5. If errors, close and fix Excel file, then re-upload
  6. Select Group
  7. Click Group dropdown
  8. Select appropriate organization
  9. All imported records will be assigned to this group

7​

6. Save​

  1. Click Save All button
  2. Wait for import to complete
  3. Review success message
  4. Dialog closes
  5. Verify records in main list

Use Cases​

Initial System Setup​

Scenario: Populating background checks for existing organization

Process:

  1. Download Excel template
  2. Gather all background check records
  3. Enter data systematically into template:
    • All member names
    • Contact information
    • Current check statuses
    • All expiry dates
  4. Review for completeness and accuracy
  5. Upload file
  6. Select organization from Group dropdown
  7. Review preview carefully
  8. Click Save All
  9. Verify all records imported correctly
  10. Spot-check several records for accuracy

Annual Renewal Import​

Scenario: Importing renewed background checks from vendor

Process:

  1. Receive renewal data from background check vendor
  2. Download template
  3. Format vendor data to match template columns
  4. Copy/paste or manually enter data
  5. Include updated expiry dates
  6. Upload file
  7. Preview shows all renewals
  8. Select group if applicable
  9. Save All
  10. Updated records now current

New Member Batch​

Scenario: Adding background checks for group of new members

Process:

  1. Collect information for all new members
  2. Download template
  3. Enter new member information
  4. Set initial statuses (use "No" for not completed, "Yes" for completed)
  5. Add expiry dates for completed checks
  6. Upload file
  7. Select appropriate group
  8. Review and save
  9. New members now in system

Third-Party Data Import​

Scenario: Importing data from external screening service

Process:

  1. Export data from screening service
  2. Download template from system
  3. Map screening service columns to template columns
  4. Transfer data (may require transformation)
  5. Ensure date formats match
  6. Upload completed template
  7. Review for any format errors
  8. Correct and re-upload if needed
  9. Save when clean

Migrating from Old System​

Scenario: Moving background check data from legacy system

Process:

  1. Export all data from old system
  2. Download template
  3. Map old system fields to new template
  4. Handle any data format differences
  5. Convert dates to required format
  6. Import in batches (e.g., by organization)
  7. Verify each batch
  8. Address any import errors
  9. Complete migration systematically

Excel Template Guidelines​

Template Structure​

The Excel template contains two sheets to guide your data entry:

Documentation Sheet​

  • Tab Name: "Documentation"
  • Purpose: Provides instructions and column specifications
  • Contents:
    • Title: "Bulk Stand Upload"
    • Instruction: "For optional values, leave blank if not needed."
    • Column reference table showing:
      • Column names
      • Required/Optional status
      • Sample data formats
  • Usage: Reference this sheet while filling data
  • Do Not Edit: Keep this sheet for reference only

Data Sheet​

  • Tab Name: "Data" (or main sheet)
  • Purpose: Where you enter actual records
  • Usage: This is the sheet that gets imported

Header Row (Data Sheet)​

  • Row 1: Column headers exactly as provided
  • Do Not Modify: Changing headers causes import failure
  • Case Sensitive: Maintain exact capitalization
  • No Extra Columns: Only use provided columns
  • Column Order: LastName, FirstName, Address, City, State, DOB, EmailAddress, CrimDisc, CrimDiscExpiry, BGAuth, BGAuthExpiry, Teams, TeamsExpiry, DNR, NFL

Data Rows​

  • Start: Row 2 and below
  • No Limit: Can have many rows (thousands)
  • No Blank Rows: Don't leave blank rows between data
  • Complete Rows: Fill all required fields for each row
  • Optional Fields: Leave blank if not needed (as noted in Documentation sheet)

Data Entry Best Practices​

Text Fields​

  • Plain Text: No special formatting
  • No Leading/Trailing Spaces: Trim spaces
  • Consistent: Use same format for all entries
  • Character Limits: Stay within reasonable lengths

Date Fields​

  • Format Options:
    • MM/DD/YYYY (e.g., 01/20/2026)
    • YYYY-MM-DD (e.g., 2026-01-20)
    • yyyy-mm-dd (as shown in template documentation, e.g., 1985-06-16)
  • Excel Date Cells: Can use Excel date format
  • Consistency: Use same format throughout file
  • Valid Dates: Ensure dates are real (no Feb 30)
  • Future Dates: Expiry dates should be in future
  • Sample Formats from Template:
    • DOB: yyyy-mm-dd (Year-Month-Day) format
    • CrimDiscExpiry: yyyy-mm-dd (Year-Month-Day)
    • BGAuthExpiry: yyyy-mm-dd (Year-Month-Day)
    • TeamsExpiry: yyyy-mm-dd (Year-Month-Day)

Status Fields​

  • Exact Values: Use exactly "Yes" or "No"
  • Case Sensitive: Capitalize properly
  • No Variations: Don't use "yes", "YES", "Y", etc.
  • Consistency: Same value format throughout

Email Fields​

  • Valid Format: name@domain.com
  • No Spaces: Trim all spaces
  • Lowercase: Convention is lowercase
  • Unique: Each email should be unique

Template Reference Guide​

The template's Documentation sheet provides a complete reference:

ColumnRequiredSample Data Format
LastNameYes-
FirstNameYes-
AddressOptional-
CityOptionalYes
StateOptional-
DOBOptionalyyyy-mm-dd (Year-Month-Day)
EmailAddressOptionalIf provided, should be a valid email address format
CrimDiscOptional - Defaults to NoYes
CrimDiscExpiryOptionalyyyy-mm-dd (Year-Month-Day)
BGAuthOptional - Defaults to NoYes
BGAuthExpiryOptionalyyyy-mm-dd (Year-Month-Day)
TeamsOptionalyyyy-mm-dd (Year-Month-Day)
TeamsExpiryOptional - Defaults to NoYes
DNROptional - Defaults to NoYes
NFLOptional - Defaults to NoYes

Note: For optional values, leave blank if not needed.

Common Template Mistakes​

Column Errors​

  • ❌ Modifying column headers
  • ❌ Adding extra columns
  • ❌ Deleting columns
  • ❌ Reordering columns
  • ❌ Deleting the Documentation sheet
  • ✅ Use template exactly as provided
  • ✅ Keep both sheets intact

Data Errors​

  • ❌ Wrong date format (e.g., "Jan 20, 2026")
  • ❌ Invalid status values (e.g., "Complete", "Pending", "Expired" instead of "Yes" or "No")
  • ❌ Missing required fields (LastName, FirstName)
  • ❌ Invalid email formats
  • ❌ Entering data in Documentation sheet
  • ✅ Follow format requirements exactly
  • ✅ Reference Documentation sheet for guidance

File Errors​

  • ❌ Saving as .csv instead of .xlsx
  • ❌ Deleting template sheets
  • ❌ Protected or locked cells
  • ❌ Formulas instead of values
  • ✅ Save as .xlsx with both Documentation and Data sheets
  • ✅ Only modify the Data sheet

Validation and Error Handling​

Pre-Import Validation​

System Checks:

  • Required fields are filled
  • Dates are valid format
  • Status values match allowed values
  • Email format is valid
  • No duplicate emails (if enforced)

Error Display:

  • Errors highlighted in preview (often red)
  • Error message describes issue
  • Row number indicated
  • Multiple errors can be shown

Handling Errors​

If Validation Fails​

  1. Note which rows have errors
  2. Close upload dialog
  3. Open Excel file
  4. Fix indicated errors
  5. Save file
  6. Re-upload
  7. Verify errors resolved

Common Error Messages​

  • "Required field missing": Fill in required field
  • "Invalid date format": Use MM/DD/YYYY or YYYY-MM-DD
  • "Invalid email": Check email format
  • "Invalid status value": Use "Yes" or "No" only
  • "Duplicate email": Check for duplicate entries

Post-Import Verification​

After Successful Import:

  1. Check record count matches expected
  2. Spot-check several records for accuracy
  3. Verify dates imported correctly
  4. Check status values are correct
  5. Confirm group assignment
  6. Export to compare with original file if needed

Best Practices​

File Preparation​

Data Quality​

  • Clean Data: Remove duplicates before import
  • Verify Accuracy: Double-check all information
  • Complete Information: Fill as many fields as possible
  • Consistent Formats: Use same format throughout
  • Source Documents: Reference official documents

Organization​

  • Batch by Group: Import one organization at a time
  • Manageable Sizes: Consider splitting very large files
  • Backup: Keep backup of original data
  • Documentation: Note what each file contains
  • Version Control: Name files clearly (e.g., "bg_checks_2026-01-04.xlsx")

Upload Process​

Systematic Approach​

  • Test First: Upload small test file first
  • Review Carefully: Always review preview before saving
  • One at a Time: Don't upload multiple files simultaneously
  • Verify: Check records after each import
  • Document: Note what was imported and when

Error Prevention​

  • Use Template: Always start with downloaded template
  • No Manual Headers: Don't type column names
  • Check Examples: Look at template examples if provided
  • Validate Before Upload: Check data in Excel first
  • Take Time: Don't rush the import process

After Upload​

Verification​

  • Count Check: Verify record count
  • Spot Check: Review random sample
  • Export Compare: Export and compare to original
  • Group Check: Verify correct group assignment
  • Date Verification: Check date fields imported correctly

Follow-Up​

  • Member Notification: Inform members their data was added
  • Monitor Expiries: Set up expiry monitoring
  • Audit: Document the import for records
  • Archive: Keep import file for reference
  • Next Steps: Plan follow-up actions (renewals, etc.)

Troubleshooting​

Cannot Upload File​

Problem: Upload button doesn't work or file rejected

Possible Causes:

  • Wrong file format (.csv instead of .xlsx)
  • File corrupted
  • File too large
  • Browser issue

Solutions:

  1. Verify file is .xlsx format
  2. Try re-saving file in Excel
  3. Check file size (may have limit)
  4. Try different browser
  5. Close and reopen dialog

Preview Shows No Data​

Problem: File uploads but preview is empty

Possible Causes:

  • Data is in wrong sheet (entered in Documentation sheet)
  • Column headers don't match template
  • All rows have validation errors
  • Data starts in wrong row
  • Data sheet is hidden or missing

Solutions:

  1. Ensure data is in Data sheet, not Documentation sheet
  2. Verify column headers match exactly (LastName, FirstName, etc.)
  3. Check if error messages displayed
  4. Ensure data starts in row 2
  5. Verify both sheets present in template
  6. Download fresh template and try again

Some Records Won't Import​

Problem: Only partial records imported

Possible Causes:

  • Some rows have validation errors
  • Required fields missing in some rows
  • Duplicate emails in some rows

Solutions:

  1. Review error messages in preview
  2. Note which rows failed
  3. Fix errors in Excel file
  4. Upload again with corrected file
  5. May need to import problem records individually

Dates Import Incorrectly​

Problem: Dates show wrong values after import

Possible Causes:

  • Excel date format not recognized
  • Date format doesn't match expected format
  • Dates stored as text in Excel

Solutions:

  1. Format date cells in Excel as Date type
  2. Use consistent date format (MM/DD/YYYY)
  3. Convert text dates to actual dates
  4. Check Excel regional settings
  5. Manually enter dates in standard format

Tips​

Review Documentation Sheet**: Check the Documentation tab for column requirements and sample formats 3. Enter Data in Data Sheet: Only fill data in the Data sheet, not Documentation 4. Test Small: Test with 5-10 records before full import 5. Date Format: Use yyyy-mm-dd format as shown in template (e.g., 1985-06-16) 6. Leave Blanks: For optional values, leave blank if not needed (don't enter "N/A", "-", "Pending", or "Expired") 7. Exact Values: Use "Yes" or "No" only for status fields 8. Clean Data: Remove duplicates before importing 9. Backup First: Export current data before large imports 10. Review Preview: Always carefully review before clicking Save All 11. Save Template: Keep completed template file for reference 12. One Group: Import one organization at a time for clarity 13. Keep Both Sheets: Don't delete Documentation sheet from template 14 Save Template: Keep completed template file for reference 9. One Group: Import one organization at a time for clarity 10. Verify After: Always verify records after import completes