Upload user role assignments

This procedure describes how to upload your user role assignments to Spotnana via a CSV file. To upload a list of user role assignments, all users (travelers) and roles listed in your CSV file must already exist in the Spotnana Online Booking Tool. This means that:

• the users records must be uploaded via a CSV file or manually created 
• the roles must be manually created

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 Users menu (in the left side navigation bar) and select Roles. The Roles page will be displayed.
4. Click Upload. 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):

File upload instructions for user role assignments

To upload a list of roles, all users and roles listed in your CSV file must already exist in the Spotnana Online Booking Tool. Otherwise, the rows that contain those user/role assignments will generate an error. Each user can only have one role. In addition, if you plan to allow travelers to self-assign arrangers or to allow arrangers to request becoming arrangers for travelers, the “Traveler Arranger” role must be assigned to all users who potentially serve as arrangers.

• If no users have a role assigned to them in the Spotnana Online Booking Tool for your organization, your template will be blank and you can start adding rows.
• If there is already one user with a role assigned to them 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 user’s role you wish to edit, locate the relevant row. Then, edit the role as desired (role name must exactly match what it is called in Spotnana) and set the ACTION field to UPDATE. The user’s role will be updated in Spotnana when you complete the file upload.
• 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.

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