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MANAGING E2CAMPUS USERS FOR SPECIAL EVENTS
MANAGING E2CAMPUS USERS FOR SPECIAL EVENTS
Contents
Overview........................................................................................................................................2
Before an Event..........................................................................................................................2
After an Event.............................................................................................................................2
Batch Upload of Users....................................................................................................................3
1) Select or create a group in e2Campus to receive your users (e2Campus Admin)...................3
2) Properly format your Excel file (Alumni Affairs).....................................................................4
3) Save your spreadsheet as a comma-delimited .csv file. (Alumni Affairs or e2Campus Admin)....................................................................................................................................................5
4) Upload your batch file to e2Campus (e2Campus Admin).......................................................6
Batch Deletion of Users..................................................................................................................7
1) Download a list of the users in the group (e2Campus Admin)................................................7
2) Upload your batch file to e2Campus (e2Campus Admin).......................................................9
Batch Group Change for users......................................................................................................10
1) Format your list for group membership (e2Campus Admin or Alumni Affairs)....................10
2) Upload your batch file to e2Campus (e2Campus Admin).....................................................11
Overview
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, Homecoming, 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/emergency/, 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 4.11.5.2 Simple CSV Upload. The directions below are simplified versions of the manual pages.
Before an Event1) Check that the desired group still exists in e2Campus. If not, create it.2) Check that the desired group is empty. If it is not, batch delete all existing users in it.3) Format your Excel file properly, and then save it as a .csv file.4) Upload your file to e2Campus.5) Check the group users to make sure the number matches.
After an Event1) Batch delete all existing users from the group.2) Check the group users to make sure the group is empty for re-use next year.
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!
o Celebration Weekendo Commencemento Reuniono Homecoming
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 Excel spreadsheet so they also join this
new group – their original e2Campus accounts remain unchanged. All are required! The format is as follows:
First column: label = user_name, contents = user ID (see below). 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
o Carrier name must be provided! If it is not known, enter Default. Sixth column: label = expire_date, contents = date of desired expiration of
user, in mm/dd/yyyy format. o You may have to format the column as Text instead of Number to
accomplish this. Seventh column: label = group_1, contents = the group name you want
them to become members of – capitalization and spaces count! To use an existing group, note the group name exactly as represented – spelling and capitalization count!
o Celebration Weekendo Commencemento Reuniono Homecoming
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:
o CO_00001 = Commencement User #1
o RE_00005 = Reunion User #5o CE_03456 = Celebration Weekend User #3456o HO_0028 = Homecoming User #28o 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 o Celebration Weekendo Commencemento Alumni Reunion
3) Save your spreadsheet as a comma-delimited .csv file. (Alumni Affairs or e2Campus Admin)
Once properly formatted, save your Excel spreadsheet as a .csv file.o File > Save As > change the file type to CSV (Comma delimited) (*.csv) in the
drop down.o Do NOT delete the top row of labels – this tells e2Campus what to do with each
column of information.
4) Upload your batch file to e2Campus (e2Campus Admin)
Log in to e2Campus as an administrator - https://www.skidmore.edu/apps/e2campus/admin_login.php
Go to Tools > Opt-Out. This is somewhat of a non-sequitur, as you want to import users, but this is the correct area to do so.
Click off each of the 5 tick boxes to agree that you are uploading valid opt-in data. Click the Browse button and find your file on your computer. Be sure to select the .csv
version! Click Upload File. You will receive an email from e2Campus notifying you when the process is completed.
Users will also receive a text welcoming them to the system, and providing opt-out information.
You should manually check the group to make sure your users were added. Click Groups > Private, and then click on Users next to your group name to see a list.
Batch Deletion of Users Download a list of the users in the group Edit and reformat the list, and then save as a .csv file Upload to e2Campus
If Skidmore staff members were entered into the group as normal members using the above process, they will only be removed from group membership – their original e2Campus accounts remain unchanged.
1) Download a list of the users in the group (e2Campus Admin)
Log in to e2Campus as an administrator - https://www.skidmore.edu/apps/e2campus/admin_login.php
Go to Groups > Private.
Find your group, and click Users to see the list.
When the list is displayed, scroll to the bottom to find the Export all users in this group link. Click it, and save the file to your computer.
Open the file in Excel. Delete the first row (the column headings). Delete all columns EXCEPT user name. Insert a new column in front of user name, and in the column enter delete_user for
each individual.
Once properly formatted, save your Excel spreadsheet as a .csv file.o File > Save As > change the file type to CSV (Comma delimited) (*.csv) in the
drop down.
2) Upload your batch file to e2Campus (e2Campus Admin)
Log in to e2Campus as an administrator - https://www.skidmore.edu/apps/e2campus/admin_login.php
Go to Tools > Opt-Out.
Click off each of the 5 tick boxes to agree that you are uploading valid data. Click the Browse button and find your file on your computer. Be sure to select the .csv
version!
Click Upload File. You will receive an email from e2Campus notifying you when the process is completed. You should manually check the group to make sure your users were removed. Click
Groups > Private, and then click on Users next to your group name to see a list.
Batch Group Change for users Edit and format the list, and then save as a .csv file Upload to e2Campus
1) Format your list for group membership (e2Campus Admin or Alumni Affairs)
Open the file in Excel. Delete the first row (the column headings). Delete all columns EXCEPT user name. Insert a new column in front of user name, and in the column enter add_groupuser for
each individual.
Insert a new column after the user column, and enter the group name for each individual.
Once properly formatted, save your Excel spreadsheet as a comma-delimited .csv file.o File > Save As > change the file type to CSV (Comma delimited) (*.csv) in the
drop down.
2) Upload your batch file to e2Campus (e2Campus Admin)
Log in to e2Campus as an administrator - https://www.skidmore.edu/apps/e2campus/admin_login.php
Go to Tools > Opt-Out.
Click off each of the 5 tick boxes to agree that you are uploading valid data. Click the Browse button and find your file on your computer. Be sure to select the .csv
version! Click Upload File. You will receive an email from e2Campus notifying you when the process is completed. You should manually check the group to make sure your users were changed. Click
Groups > Private, and then click on Users next to your group name to see a list.
