HEADS UP! Only institutions utilizing Single Sign On (SSO) may bulk add faculty and staff into Collaboratory
Administrators can choose to import faculty and staff into Collaboratory so that a profile is created for them even before they log in. Importing faculty and staff into Collaboratory allows proxies to assign them as Activity Leads and Partners right away.
Before they log in for the first time, imported faculty and staff will automatically get a staff relationship, so you can add them to activities as Leads or Partners. Once they log in via SSO for the first time, Collaboratory will update their relationship to match their institution-defined status (faculty or staff). Since students can’t own or partner on activities in Collaboratory, it's best not to import them in bulk.
REMINDER: Bulk importing members does not send out email notifications from Collaboratory. They will only get a message from Collaboratory when they need to take action (e.g., claim an activity, accept an invitation).
How it Works
Administrators should work with their institution to complete the Member Bulk Import Template.
Once the .csv template has been completed, email it to your Customer Specialist.
Our development team will handle the import, and your Customer Specialist will keep you updated on the timeline and any further details.
Once the bulk import process is complete, those members will be available in your Collaboratory Portal.
Formatting Guidelines for .csv Import
During the import process, we will match each column in your file to a field in our database. We've provided example data to help you communicate field formats to your campus data managers who can help you generate your file for import.
Follow these guidelines to format each column in your file to get the best import results. The following table defines each data point requested in the .csv template file (unless otherwise noted all fields are alphanumeric with no character number limitations):
Field | Definition | Formatting Requirements | Required or | Publicly Visible |
First Name |
| Up to 40 characters | Required | Yes |
Last Name |
| Up to 40 characters | Required | Yes |
Member's institutional email | Must validate as email ([email protected])
Note: email must be the same as the one used to log in via SSO | Required | No | |
Phone Number | Member's institutional phone number | Must validate as a phone number (xxx-xxx-xxxx) | Optional | No |
Zip Code | Member's home or institutional zip code | 5-digit numeric string | Optional | No |
Admin Tags | DISREGARD: Required for NobleHour only | --- | NOT REQUIRED | --- |
External ID Note: External to Collaboratory, Internal to institution | Member's ID that uniquely represents them in the institution's records (e.g., email address) | Alphanumeric string | Required | No |
Wants Newsletter | DISREGARD: Required for other product | --- | NOT REQUIRED | --- |
Wants Email | DISREGARD: Required for other product | --- | NOT REQUIRED | --- |
Position Title
Note: Position Title, Type, and Appointment Unit fields correspond to each other. If data is included for one, data must be included for all three. | Member's title within the institution
Members with multiple positions can specify multiple titles with a semicolon delimiter between each | Free form | Optional, but strongly encouraged | Yes |
Position Type
Note: Position Title, Type, and Appointment Unit fields correspond to each other. If data is included for one, data must be included for all three. | Integer index that identifies the type of position Members with multiple positions must specify multiple types with a semicolon delimiter between each | One of the following: 8: Asst. Prof 9 = Assoc. Prof 10 = Professor 11 = Lecturer 12 = Clinician 14 = Adjunct 17 = Ex Leadership 18 = Center Lead 19 = Admin Support | Optional, but strongly encouraged | No |
Appointment Unit
Note: Position Title, Type, and Appointment Unit fields correspond to each other. If data is included for one, data must be included for all three. | If specified, must match the External ID of a previously imported or created unit | Alphanumeric string | Optional, but strongly encouraged
Including Unit allows a member's profile to be displayed on their unit(s)' public page. | Yes |