Member Upload File Format

You can upload a list of members’ contact details to DutyMan in a file created on your computer. The file must be in CSV format.

The first row of each file is a header row followed by one or more data rows. You can use most printable characters in your CSV file but there are some restrictions.

The Header Row

The first row of your CSV file must contain column headings for the subsequent data rows. Some columns are mandatory; others can be omitted. Column headings that are not recognised by DutyMan are ignored.

Columns need not appear in the sequence shown in the table below because the column heading dictates the column contents.

The Data Rows

Row 2 and all subsequent rows list member details with one member per row.

Column Heading	Req	Column Data	Max Chrs
First Name	Yes	Either First Name/Last Name or Member Name. Each member must be identified by either a unique First Name/Last Name combination or a unique Member Name. See also Member Names.	30
Last Name			60
Member Name			60
Name Qualifier		Optional text to make duplicate names unique. See Member Names.	20
Email Address		The member’s email address if known. Members without email addresses will not receive reminders and cannot use DutyMan to swap duties.	80
Phone		The member’s telephone numbers. The first number is displayed adjacent to the member's name on the duty roster but only after a member has logged in.	30
Phone 2			30
Address 1		The member’s postal address. If uploaded, postal addresses are visible to and can be amended by the corresponding member and the DutyMan Administrator. Optionally they are visible to logged in members via the DutyMan Directory when the Directory feature is enabled.	50
Address 2			50
Address 3			50
Address 4			50
Address 5			50
Postal Code			12
Country			25
Member		Yes or No to indicate whether or not this person is a member of your club or organisation. It can be useful to include non-members in DutyMan; for example a guest official or trainer. Member = No lets you easily identify them, for example in queries. Member is solely for documentation; DutyMan itself does not use this field. The default value is Yes.	3
Number of Duties		DutyMan uses Number of Duties during duty allocation to determine the number of duties each member is expected to perform. It can also be helpful when assigning duties manually. Possible values are none – the member is not required to do duties default – the member can be allocated up to the default maximum number of duties as set in >Allocation >Set Up >General no limit – there is no maximum number of duties for this member 0 to 99 – actual number of duties (0 duties is functionally equivalent to none) If omitted default is assumed.	8
Optimum Duty Type		One of the duty types specified in the duty schedule. Duty types must match exactly in spelling, capitalisation and punctuation to be effective. DutyMan uses Optimum Duty Type only during duty allocation. It can also be helpful when assigning duties manually. See >Allocation >Optimum Duty Types for more information.	25
Member DBID		The database identification or key of this member in your organisation's database. Downloaded member rows, containing any updates to member profiles, also include Member DBID. Member DBID can then be used to locate and update member records in your organisation's database. The Profile Updated column in the downloaded rows gives the date when each member last updated their profile.	20
~InfoName		Additional member information. There can be multiple additional member information columns. See >Set Up >Additional Member Information for details. Note: the name of the info in the column header must be prefixed with a tilde (~) in order to prevent potential conflict with standard column names.

PDF

Key to columns in the table above

Column Heading

The text to appear in the first row of your CSV file. It identifies the contents of the cells in the rows immediately below. Columns can appear in any order.

Req

Yes means that the corresponding column is required.

Column Data

Describes the contents of each column.

Max Chrs

The maximum number of characters (letters, numbers, punctuation marks and spaces) that DutyMan will accept in this column for any one row.

Upload Option Columns

These columns are optional but can be used to pre-set the corresponding radio-button options on the Upload Page in Admin Pages. You might want to do this in order to restrict choices at upload time. If upload option columns are present with valid values then the corresponding upload options on the Upload Page are disabled and cannot be changed by the user. If the values in the file are invalid or omitted then options on the Upload Page are enabled. The option values must be in row 2.

Column Heading	Column Data	Max Chrs
Date Format	The format of dates in the CSV file. dmy for dd/mm/yy or mdy for mm/dd/yy.	3

Example

Click here to download an example of a csv file of member details (file size less than 1Kb).