It is possible to use an Excel file of user information to upload a number of users in a batch, or delete them in a batch. This is particularly helpful when creating lists of temporary users such as for campus-wide events (Commencement, Reunion, Celebration Weekend, etc.)
You will need to create an Excel file with their phone number, cell phone carrier, first name, last name, and user ID – formatted appropriately for e2Campus – and then upload the list to the system. Both operations are found under Tools > Opt-Out when logged in as an administrator.
Detailed directions are listed below, and can be found in the e2Campus manual (found at http://skidmore.edu/webhelp/faqs/ under Emergency Systems, or downloaded from the Help tab in e2Campus).
Directions for this process are found in the e2Campus manual in sections 4.11.5 Uploads, and 188.8.131.52 Simple CSV Upload. The directions below are simplified versions of the manual pages.
Batch Upload of Users
Create a group in e2Campus to receive your users.
Properly format your Excel file, and then save as a .csv file
Upload to e2Campus
1) Select or create a group in e2Campus to receive your users (e2Campus Admin)
Log in to e2Campus as an administrator - https://www.skidmore.edu/apps/e2campus/admin_login.php
Go to Groups > Private.
You will see that there are already three groups set up for major campus events. To use an existing group, note the group name exactly as represented – spelling and capitalization count!
To create a new group, fill out the Group Name, a brief Description, and a Keyword if desired, and then click Add Group. Your empty group will be prepared for use in your upload. Note the group name exactly as represented – spelling and capitalization count!
2) Properly format your Excel file (Alumni Affairs)
Create an Excel spreadsheet of your desired users, their cell numbers, their cell providers, and assign them a user ID.
Skidmore staff members should be entered into the group as normal members using the described process, which adds them as special group members – their original e2Campus accounts remain unchanged.
All are required! The format is as follows:
First column: label = user_name, contents = user ID (see below).
This must be the first column!
Second column: label = phone_1, contents = cell number (10 digits)
Third column: label = last_name, contents = last name
Fourth column: label = first_name, contents = first name
Fifth column: label = carrier_1, contents = cell carrier name
Carrier name must be provided! If it is not known, enter the word default.
Seventh column: label = group_1, contents = the group name you want them to become members of – capitalization and spaces count! See above for directions on group names.
User name – you should form a username based on the ID of the event in question, followed by an underscore and a 5 digit number.
The first digit must always be a zero
Staff should be entered in the same format, so that they are part of this group!
Example formatting for user name entries:
CO_00001 = Commencement User #1
RE_00005 = Reunion User #5
CE_03456 = Celebration Weekend User #3456
If you don’t know how to make a column of incrementing numbers, check out this Office Support article on the topic
Expiration date – you should choose a date very soon after the end of your event. In this example, the date chosen is the Monday after Commencement, in case families remain on campus the next day for moving out.
Carrier – if no carrier is provided for the user, their information will not be processed. Carrier information is required! If none is provided you should enter the word default for that user.
Group – see above, but choose from
3) Save your spreadsheet as a comma-delimited .csv file. (Alumni Affairs or e2Campus Admin)