Guide & User Instructions
Revised 09/2011
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Introduction .................................................................................................................................................. 3
Supported File Types................................................................................................................................. 3
Columns .................................................................................................................................................... 3
Rows .......................................................................................................................................................... 4
Descriptive Headers .................................................................................................................................. 4
Import Templates...................................................................................................................................... 5
One Call SYNC............................................................................................................................................ 5
Family Profile ............................................................................................................................................ 5
Primary Number........................................................................................................................................ 5
Super Groups ............................................................................................................................................ 6
Using the Import Wizard ............................................................................................................................... 8
Emailed Import Results ........................................................................................................................... 13
Deleting Members ...................................................................................................................................... 14
Import Wizard History Reports ................................................................................................................... 18
Searching the Import Wizard History...................................................................................................... 18
The Import Wizard allows you to import a Roster of members’ names, phone numbers, and email
addresses from a spreadsheet or similar data file. Subgroups (such as for grades or gender or
participation in specific activities like a choir or sports team) can be created based on information from
the file. Lists with up to 100 members are imported immediately. Larger files are queued for processing
and generally are ready within a few minutes. The layout of your member file and the configuration of
the import process can be saved for future use. The import process can be automated using One Call
SYNC (see the One Call SYNC Guide for more information).
The Import Wizard supports several file types. The supported file types are MS Excel and text files where
the data is separated or delimited by a comma, tab or pipe (|) character. Many information systems
such as student information systems, congregation management systems, customer management
systems, and human resource systems have methods for exporting data or creating reports in Excel or to
a comma separated text file (.csv).

Excel files can have either the .xls extension or the newer Excel 2007 extension, .xlsx. Only the first
work sheet of an Excel workbook is imported.

Text files with an extension of .csv contain comma-separated values. Text files that are .csv can be
easily viewed in Excel even though they are not Excel files.

Other text file types must have separators of either a pipe, “|” or a tab and a .txt extension. Fixed
width files are not supported.
Data files that have separators are divided into columns. A column is a set of data values of a particular
type, one for each row of the table. The columns provide the structure according to which the rows are
composed. For example, a data file of people might have the following columns: ID Number, Name,
Phone number, and Grade. Columns are most obvious in an Excel file which lists the columns by A, B, C,
D, etc. Files of Group members for the Import Wizard must have at least one column listing phone
numbers or email addresses and at least one column listing members’ names.

The phone number columns can contain a seven or ten digit phone number, meaning with or
without an area code. The phone number columns can also contain a mix of seven and ten digit
phone numbers.

Phone number and area codes can be in separate columns. A description of a phone number such as
“Home” or “Primary” or “Mom’s Cell” can be in an additional column as well.

Extensions can be at the end of phone numbers separated from the main phone number by an “x”
or “ext” or in a separate column.

A column that contains an ID number (if available from your member information system) can be
extremely useful in keeping member information updated. The Import Wizard will recognize the ID
in future imports and will only add new members and/or update the phone numbers, email
addresses, and membership in Subgroups of existing Group members.

Additionally the ID number can be used to delete Roster members, meaning the Import Wizard can
be used in a reverse function to remove members from the Group Roster.
Rows represent individual Group members, such as individual students, employees, customers, or other
types of Group members. Each row represents the record for a member.
A first row in the member file that contains descriptive headers is called a header row. Headers describe,
for each column, the data below. The Import Wizard can interpret the header row and automatically
identify which columns are which types of data. A header row, however, is not required.
The settings that you select to import member files into your One Call Now Roster can be saved to
create an Import Wizard template. A template can be used in future imports so that the assorted
settings are already configured when the Import Wizard is started. Creating and using templates
presumes that member files will have the same columns for each import and that the different
possibilities or values for Subgroups will be consistent.
One Call SYNC is a utility, or service, that is downloaded from One Call Now to a subscriber’s computer.
Once configured, this service will regularly scan a predetermined folder for a predetermined member
file. When One Call SYNC recognizes a new file, it will transfer the file to One Call Now over the Internet
using file transfer protocol (FTP). This file is submitted to the Import Wizard using a previously saved
import template. SYNC Import Wizard templates can also access files for Roster deletions as well as for
new Roster members.
Family Profile allows households to submit additional phone numbers at which they would like to
receive One Call Now messages. Family Profile entries are affected when Rosters are replaced using the
Import Wizard. Settings within Family Profile address whether or not Family Profile entries are retained
when the Roster is replaced. Please see the Family Profile Guide for more information.
Primary Number allows the Group Leader and Messengers to send phone messages to either all phone
numbers listed for a member or just a primary, or main, number. Messages that are more informational
in nature may be delivered only to primary numbers while messages that are more critical such as early
dismissals or closures may be delivered to all phone numbers listed for a person. Primary Number is not
available with all subscriptions.
Primary phone numbers may be identified at the time a Roster is imported using the Import Wizard.
Using this method one or more columns containing phone numbers are identified as Primary Numbers.
This will allow a student, or member, or household to have more than one primary number.
Primary Number must be enabled prior to using the Import Wizard in order to set your Primary
Numbers during your import.
1. Log in to your One Call Now account using your Group ID and password.
2. From the Group Leader menu, click Manage Group and then Set Primary Number.
3. Check the box to the left of “Enable Primary Number Identification.”
4. Click “Import Wizard Column Identification.”
5. Click the “Save” button.
The Import Wizard will require one or more columns to be identified as the source for Primary Numbers.
Primary phone numbers may also be identified by using the optional description for phone numbers
within the Roster. This is useful if the Roster is already in place, the Roster file does not have specific
columns to identify primary numbers, or the Roster is updated by direct synchronization. In this
situation, the Roster can be searched for key words such as “home,” “primary,” or “cell” to mark
individual phone numbers as primary.

Searching through the Roster for specific phone descriptions is particularly helpful when the Roster
is synchronized using One Call Connect Plus or another third party developed application.
The search for Primary Numbers can take place automatically whenever the Roster is updated using One
Call Connect Plus or SYNC.
Please see the Roster Management Guide for more information on using this setting.
A Super Group is a Group specially designated to connect and manage other Groups within a large
organization. A Super Group is able to have its own Roster and can manage the Rosters of all the other
Groups within the larger organization. For example, a school district with multiple buildings has a Group
for each building with its own Roster as well as a Super Group that contains each of the individual
schools as well as the members of the Super Group’s Roster.
When working as All Groups, the Import Wizard can be used to import a single file that contains the
members for each of the associated Group Rosters. The file to import must contain a column identifying
the Group to which each member belongs. This column can be the Group ID or any other single value
that will identify the Group.
For example, a school district can import a single file containing all district students. A column
identifying building is used to direct each student into the correct Group. Grades cannot be used to
identify a building because grades are not a single value identifying a specific building, but rather a
series of values.
Subgroups created are global to the larger organization, meaning the Subgroups created during a Super
Group import are created for all associated Groups.
Please see the Super Group Guide for details on using the Import Wizard to import a single member file
into multiple associated Groups.
If you have saved your Roster, or calling list, in a spreadsheet it is easy to import your members' names,
phone numbers, and preferred languages into your One Call Now Roster using the Import Wizard.
Depending on your plan, your list may have up to six phone numbers and five email addresses per
member. Based on your Service Plan, there is a limit to the number of imports each month.
Supported file types are the kinds of files the Import Wizard can read. The file extension (the three or
four letters following the dot in a file name) indicates what type of file it is. Supported file types include:




Microsoft Excel (.xls and .xlsx)
Comma Separated (.csv)
Tab Delimited (.txt)
Pipe Delimited (.txt)
A descriptive header is the top row in each column that describes the data in that column. For example,
you might use Name, Phone, or Preferred Language as descriptive headers. Descriptive headers are not
required, but are helpful and recommended.
We do have some other limits as well. For instance, your file must contain one member per row. In
addition, there must be at least one column for the members' names and another for phone numbers.
Phone numbers do not have to have the area code included if they are all located within the same area
code.
1. Choose Manage Group, and then Import Wizard from the Group Leader menu.
2. Click the Start Import button to begin.
3. Click the Select button to locate your file on your computer.
4. Enter a default area code. This area code will be added to all 7-digit phone numbers found in the
file.
5. Choose either the Replace, Add, or Delete option:

Replace will delete your current Roster and replace it with the information in the new file.

Add will keep your current Roster and add new members or update them if you have made
changes in your file.

Choose Delete if you are deleting members based on an external ID, such as a Student ID, in
your file. For more information, view the help file for deleting using the Import Wizard.
6. Click the Next Step button.
7. On the preview and map page, the first few rows of your file are displayed. If your member file does
not contain descriptive headers, change the option referencing descriptive headers to "No."
8. The first few rows of data from your file will be displayed. If your file includes a Header, the Import
Wizard will attempt to assign a data type for each column. If your file does not include descriptive
headers, use the drop down arrow buttons at the top of each column to assign a data type or to
correct any that are in error. For information that cannot or should not be imported, such as
addresses, select "Do Not Import."

If first and last names are in separate columns, select how you wish names to appear in the
Roster. You can include information from additional columns as well, such as a spouse's name,
grade, jersey number, member ID number, etc., with the Roster name listing. For example,
"Jones, John, and Mary" can be a Roster listing where there is a column of last name, first name,
and spouse.

You can assign a language to a member by adding a language column and then populating the
column with the appropriate language per member.
9. Click the Next Step button.
10. If you have Primary Number enabled, choose which column in your file identifies the Primary
Numbers for your members.
11. When you have Subgroups in your file, there are several options for additional configuration.

If you chose Replace or Add in step 5, there are some additional options as well:
a. Replace

Clear Subgroups -Clears and replaces any members from Subgroups included in the file for
this import. No changes will be made to any Subgroups in your account that are not listed in
the file.

Delete Subgroups - erases all Subgroups from your current Roster and adds only the
Subgroups in your file.
b. Add

Leave Subgroups - leaves everyone in Subgroups (This is for adding additional people to the
Subgroups.)

Clear Subgroups - for each Subgroup listed in your file, all current members will be cleared
from the matching existing Subgroups. This leaves the Subgroups intact, but opens those
Subgroups for a new set of members. No members are deleted from your Roster just
cleared from the Subgroup. This action is great for importing a daily absentee list!

You can combine multiple Subgroups from your file into a single Subgroup by entering the same
Subgroup name and number in the mapping controls for each Subgroup that you want to
combine.
12. Ensure that the Subgroup mappings are correct and make any changes, if necessary. You can check
or uncheck any Subgroup to include or exclude it from the import. Additionally, you can rename any
Subgroup in the Subgroup Name box to the far right.
13. Click the Next Step button.
14. Confirm the import information is correct and click the Import button.
When the Import Wizard has loaded your Roster, you will receive an email with the results. If any
problems are found, a file with the affected member records will be attached. This file will be a "comma
separated" file that can be opened in Microsoft Excel or other spreadsheet software. It can also be
opened in Windows Notepad.
The file will contain the member's name, phone numbers, and the reason why the number was unable
to be imported. The phone number may have had too many or too few digits. The phone number might
also have an invalid exchange within the listed area code. An exchange is the three digits after an area
code.
When errors are encountered, the member name will be added to the Group Roster, but not the phone
number that was in error.
Members can be deleted from the Roster using the Import Wizard. This is the reverse of adding to the
Roster. A unique, External ID is used to identify the Roster members for deletion. Therefore, only Roster
members that have an External ID (that is an ID number imported from an information system) can be
deleted using the Import Wizard. The file of members to be deleted must include a column with the
External ID. No other information is actually required and so other columns will be ignored.
1. After logging into your account with your Group ID and password, select Manage Group and
then Import Wizard from the Group Leader menu.
2. Read the information provided and click the Start Import button.
3. Click the Select button to locate your data file on your computer.
4. Select the option "Delete members from Roster based on member external ID in file."
5. Click the Next Step button.
6. The first few rows of your file are displayed. If your member file does not contain descriptive
headers, change the option referencing descriptive headers to "No."
7. Select the column that contains the unique External ID that will be found in the Group Roster. In the
sample below, the columns for "Name,” "Phone 1" and "Desc 1" are not necessary and are ignored.
8. Click the Next Step button.
9. Confirm the settings on the screen and click the Delete button to delete the identified members. If
you need to make any changes, you can click Previous Step or Cancel.
One of the many reports available to you is the Import Wizard History report, which generates detailed
information about every Roster import to date using the Import Wizard. You can search for a specific
report contained within a particular date range or bring up your entire Import Wizard history.
1. Log on to your account using your Group ID and password.
2. From the Group Leader menu, select View Reports and then select Import Wizard History.
The Import Wizard History screen comes up with a Search Criteria box and a Results table of information
underneath.
To search for a particular report:
1. To search for a particular report, use the Date Range controls in the Search Criteria box to narrow
your search.
2. Click the View Results button.
In the Results table, you will see a listing of all imports made during the specified date range.
To see in-depth details of a Roster import:

Click on the Report Icon

You will see detailed information about your import.
next to the Initiated Date at the far left of the table.
General Batch Info Tab – displays general information including Group name & ID number, who initiated
the import, the import date and time, number of records imported, the uploaded file name, and the
backup file name.
Import Totals Tab - will show a record of any information that has been added, deleted, or replaced
during the import.
Options & Mappings Tab – will show the import options that were chosen and the mapping of
information from the uploaded file to your Roster.
Errors Encountered Tab - will show any errors that were encountered during the import process. It is
disabled (grayed out) if there were no errors.
To download the import file used, click the Retrieve Import File button. This is available for the first 30
days after you do an import. You also have the option to click the Export Errors button to download a
CSV file of the errors. This will output a sheet with Row Number, Group ID, External ID, and the Error
Message for each error encountered. This button will not be present if there are not any errors.
For each import, a Roster Import Results email will be automatically generated and sent to the Group
Leader summarizing the information contained in your report.