Import certification course records manually

This article is for national and provincial or territorial sport organization (NSO and PTSO) administrators who track coach, official or athlete certifications in the Certification Tracking System (CTS). When a course is delivered by a third party that is not connected to Uplifter through an API, its completions do not arrive on their own. You record them yourself: in bulk from a CSV file, or one person at a time from their profile. If your course records live in the Coaching Association of Canada (CAC) Locker, the last section shows how to pull a report from it that fits the import template.

Before you begin

• The course type must already exist in Uplifter. Every external course needs an equivalent course type in Certification Management. See Create a certification course type.
• The external course ID must be linked to that course type. This is the ID the third-party system uses for the course, and it appears in the Integrations column of Certification Management once it is set up. If you are not sure it has been done, ask your account manager before importing.
• For a bulk import, gather three values per person: a unique person ID (usually the NCCP number for coaching courses, or another identifier agreed with your account manager during setup, such as a membership number), the external course ID, and the completion date.
• The import file must be a CSV. Excel and Google Sheets files are not accepted; save or export as CSV first.

Quick steps

1. In the Admin Dashboard, open Events and select Import Course Records.
2. Choose the Course Type Group that holds your course.
3. In Import records from, choose the third-party system the records come from.
4. Select Example template and fill it in: one row per person with Unique Person ID, External System Course Type ID and Completion Date.
5. Save the file as CSV, select Select File, choose it, then select Upload CSV.
6. To record a single completion instead, open the person's profile, scroll to Registrations, and register them for the course event with the completion date.

Import course records in bulk

Use this whenever you have a list of people who completed a course, for example once a week or once a month. The same course can be imported as often as you need.

Open the import tool

In the Admin Dashboard, open the Events menu and select Import Course Records, to the left of Create a new Event.

Choose the course group and the source system

In the Import Course Records window, choose the Course Type Group your course is stored under. Then, in Import records from, choose the third-party system the records are coming from, such as the CAC. If you are not sure which group to pick, ask your account manager.

Fill in the template and upload it

Select Example template to open the import template. It has three columns, and all three are required for every row.

Column	What to enter
Unique Person ID	The identifier that matches the person to their Uplifter profile. Usually the NCCP number for coaching courses, or the identifier agreed with your account manager during setup, such as a membership number.
External System Course Type ID	The course ID from the third-party system. See Find the course ID below.
Completion Date	The date the person completed the course, in the format shown in the template header (YYYY/MM/DD).

When every row is complete, save the file as CSV. Back in the Import Course Records window, select Select File, choose your CSV, then select Upload CSV.

Find the course ID

In the Admin Dashboard, open Certification Management and stay on the Type tab. Type the course name in the search bar. The course ID is the number shown in the Integrations column, after the name of the third-party system.

Import a course record for one person

1. In the Admin Dashboard, open the people or profiles menu and look up the person by name or email address.
2. Open their profile details and scroll down to the Registrations section.
3. In the Register Another for field, type the name of the event linked to your course type and pick it from the list.
4. Choose the registration category, enter the Earn/Completion Date, then select Register.

Uplifter creates a host registration and a course record with the completion date you entered. Both appear on the profile straight away, the course record in the Course Records section.

Build the CSV from a CAC Locker report

If your coaches' course records are in the Coaching Association of Canada Locker, its detailed report already contains the three values the import needs. Download it, then copy the columns into the import template.

1. In the Locker, open Reports from the site header.
2. Choose the report type, for example Multi-Sport. Use the filters at the top (1) to narrow it to specific modules or a date range.
3. Select the Detail tab (2).
4. Select Download (3).

Among its columns, the detailed report includes the three you need:

Locker column	Import template column
ModuleId	External System Course Type ID
NCCP#	Unique Person ID
Last Achieved	Completion Date

Copy those columns into the template, save it as CSV and upload it as described above. Before your first import, confirm with your account manager that each module ID on the report is linked to the matching course type in Uplifter.

What happens after the import

For every row in the CSV, Uplifter creates a registration record and a passed course record, tagged as imported, on the matching profile. If the completion date meets the criteria of a membership requirement, that requirement is updated to complete automatically; nothing else needs to be done for the member.

Your next steps

1. Open two or three of the imported profiles and check that the Course Records section shows the course with the right completion date.
2. Decide how often you will repeat the import, weekly or monthly, and who runs it.
3. To learn what the module tracks and how requirements are built, read What is Certification Tracking and how can I use it?.