Upload legal entity records

This procedure describes how to upload your legal entity definitions 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 user records. This is because each user/traveler must be associated with a legal entity.

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

1. Login to the Spotnana Online Booking Tool.
2. Select Company from the Program menu. The General settings page will be displayed.
3. Expand the Company menu (in the left side navigation bar) and select Legal entities. The Legal entities page will be displayed.
4. Click + Add and select Upload CSV file from the menu. The Upload CSV file dialog box will appear.  
5. Download the template via the template link. Then follow the instructions provided below (the same instructions are also provided in the Upload CSV file dialog box).

To view your upload activity log, click the clock icon to expand the side panel. This will display the most recent file uploads and status notifications.

File upload instructions for legal entities

• The relevant legal entities and offices should already exist in the Spotnana Online Booking Tool before you attempt to import or create users.
• If there were no existing legal entities in the Spotnana Online Booking Tool for your organization, your template will be blank and you can start adding rows.
• If you already have one or more legal entities in the Spotnana Online Booking Tool for your organization, your template will contain those records. You can start adding, editing, or removing rows as needed.
  • For any legal entities you wish to remove, locate the relevant row and set the ACTION field to DELETE. It will be deleted from Spotnana when you complete the file upload.
  • For any legal entity you wish to edit, locate the relevant row. Then, make the desired changes and set the ACTION field to UPDATE. The legal entity will be updated in Spotnana when you complete the file upload.
  • For any legal entity you wish to add, add a new row and set the ACTION field to CREATE. The legal entity will be added in Spotnana when you complete the file upload. The legal entity must be unique (not the same as any existing legal entity already in Spotnana).
• 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.
• The Phone number field is optional. However, if your file contains a value for this field, both the Phone country code and Phone extension fields must be supplied with a valid value.

If you have any questions, email techsupport@spotnana.com.