Upload user profile records

This procedure describes how to upload your traveler's profiles to Spotnana via a CSV file. 

• You must ensure that you have uploaded (or created) your legal entity definitions prior to attempting to upload your traveler records. This is because each user/traveler must be associated with a legal entity.
• If you plan to associate your users (travelers) with office locations, you should ensure that you have uploaded (or created) your office definitions prior to attempting to upload your user records.

You may only perform this procedure if you are an administrator.

1. Login to the Spotnana Online Booking Tool.
2. Select Users from the Program menu. The Travelers page will be displayed.
3. Click Upload CSV file. The Upload user data dialog box will appear.  
4. Download the template via the template link. Then follow the instructions provided below.

File upload instructions for users

For details on the fields contained in the CSV file, see the HR file format section of SFTP - Instructions for HR feeds.

• Each user profile created must be associated with a legal entity. These legal entities must already exist in the Online Booking Tool (OBT) before you attempt to upload users. Offices are optional. However, if your user CSV file refers to an office association for any of the users being uploaded, those office definitions must already exist within the OBT. The names of the legal entities and offices you include in your file must exactly match what is already in the OBT.

• If there were no existing users in the OBT for your organization, your template will be blank and you can start adding rows. 

• If you already have one or more users in the OBT for your organization, your template will contain those records. You can start adding, editing, or removing rows as needed.

  • For any user you wish to remove, locate the relevant row and set the ACTION field to DELETE. It will be deleted from the OBT when you complete the file upload.

  • For any user you wish to edit, locate the relevant row. Then, make the desired changes and set the ACTION field to UPDATE. The user will be updated in the OBT when you complete the file upload.

  • For any user you wish to add, add a new row and set the ACTION field to CREATE. The user will be added in the OBT when you complete the file upload. The employee ID or email must be unique (not the same as any existing user).

• Do not edit or remove the contents of the column header row (the row at the top of the file that tells you what each column is for).

• Do not change the order of the columns.

• Do not add any columns.

• Ensure that you provide a value for each required column for each of your rows. Required columns are marked with the asterisk (*). 

• Only use alphanumeric characters in your values. For email addresses, you may also use the “@” symbol (myname234@companyname.com).

• Change the default name (template.csv) of the CSV file being uploaded to include the date on which you are performing the upload. This can later help to troubleshoot issues with the records being uploaded.

• Remove any trailing spaces from all of your values. There can't be any blank spaces at the end of your values.