Create multiple appointments at once via CSV import

Appointments are often planned over a longer period of time and recorded in tables in office programs (such as Microsoft Excel). To avoid having to enter and create each appointment individually in Konzertmeister afterwards, already recorded appointment data in CSV format can be used for appointment creation.

• Requirements and notes for appointment import
• Data for appointment import
• Appointment import process

Requirements and notes for appointment import

Please note the following requirements and notes for importing appointments from a CSV file:

• The association must have a PRO subscription.

• The association must have appointment templates.

  Importing appointments is only possible via Quick creation with appointment template. This requires that appointment templates have already been created for the association. To create a new appointment template, go to the Appointment templates section in the association details. A new appointment template can then be created via the + button.

• The appointment data must be in a CSV file.

  For the appointment import, the data must be in CSV format. Most common spreadsheet programs (for example Microsoft Excel) support saving or exporting a table as a CSV file.

• A maximum of 30 appointments can be imported at once.

• All imported appointments will be created unpublished.

  To avoid overwhelming members with a large number of new appointments, imported appointments are created unpublished. During appointment creation, you must specify how many days before the appointment starts the appointments should be published. The appointments can of course also be manually published at any time afterwards.

Data for appointment import

The following data is supported for importing appointments:

• Appointment name *
• Date *
• Start *
• End *
• Appointment type
• Information
• Leader Information
• External appointment link
• Tags

Data marked with * is mandatory.

The order of the columns in the CSV does not matter. The assignment of the columns to the properties of the appointment is done manually during the import process. Column headers in the CSV that exactly match the designations in the appointment (see list above) will be automatically assigned.

If there is no appointment type or tags, this data will be taken from the appointment template.

For the appointment type, only the following values are allowed:

• Rehearsal
• Performance
• Other
• Rehearsal request
• Performance request
• Information

The date of the appointment must be specified in one of the following formats:

• DD.MM.YYYY
• DD.MM.YY
• DD/MM/YYYY
• DD/MM/YY
• YYYY-MM-DD

The times (start and end) of the appointment must be specified in the following format:

• HH:mm

Invalid values will be ignored or prevent the appointment data from being used for import.

Below you can see an example of valid import data:

Appointment import process

Below is the process for creating multiple appointments via CSV import:

1. Select Create appointment in the main menu on the left.

2. In the appointment creation view, click on Quick creation with appointment template or directly select an appointment template.

3. You are now in the Appointment quick creation. Select an appointment template if none has been selected yet.

4. Click on Import data for appointments.

   

   Appointment quick creation

5. A dialog for importing the CSV file will open. Drag the file directly into the dialog or click on Select file.

   

   Import data for appointments

6. Assign the respective column from the CSV to the properties of the appointment and then click on Apply.

   

   Assign columns

7. The import data for the appointments is now displayed in a table. Above the table, the import status and potential problems in the data are described. In each table row, the status for the respective appointment data is visible on the far left. Cells with erroneous values are highlighted in color. For detailed information, you can click on the status icon.

   The data can have the following status:

   • Valid (green checkmark)
     The import data is correct and can be completely used.

   • Partially erroneous (yellow warning triangle)
     The import data can be used, but contains invalid values that will be ignored during appointment creation or replaced by values from the appointment template.

   • Invalid (red prohibition sign)
     The import data cannot be used because it contains invalid values, required values are missing, or the maximum number of appointments has been exceeded.

   

   Import data for appointments

8. If necessary, individual appointments can be removed from the table.

9. Select in the Appointment settings how many days before the appointment starts the appointments should be published.

10. Click on Create appointments to create appointments from the imported data. The appointments are created in the background and should usually be available within a short time. Only appointment data that is valid or partially erroneous will be used.