Bulk Import Persons with CSV File

Note: This functionality is only available in the Tapkey web portal that can be used in the desktop browser by navigating to https://my.tapkey.com/. 

If you are managing a large number of persons and need to import them in bulk, you can do this by using a CSV file. This guide will walk you through the steps to bulk import persons into your system. You can also optionally create and link contacts (smartphone users) to the imported persons.

Preparing the CSV File

To create a CSV, you can enter data in Excel or any spreadsheets similar software, organize it with headers in columns, and then select Save As with the .csv format. This will ensure compatibility with other software.

To ensure a successful import, your CSV file must have the following columns:

• name: The name or label that helps you identify the person within the system. It can be customized to match your organization’s naming conventions. (Required)
• description (optional): Additional context or notes about the person in the locking system.
• contact-identifier (optional): The email address or identifier of a smartphone user/contact to create and link to the person. If a contact with this identifier already exists and you provide the contact-id, it will be linked to the person. If contact-id is not provided, the existing contact will be skipped, it will be linked to the person.
• contact-id (optional): The ID of an existing contact (smartphone user) to link to the person. Use this when you want to link an existing contact.
• contact-ip_user_id (optional): The IpUserId  associated with the contact. When provided, email validation is skipped. When not provided or set to “tapkey”, the contact identifier is treated as an email and validated accordingly.

Example:

name;description;contact-identifier;contact-id
Company Person 1;Facility Manager;manager@company.com;
Company Person 2;Visitor;;1012c39f-3d58-4b3b-9bab-bb59d2c46841
Tapkey Contact;;admin@example.com;

Important Notes:

• Make sure the CSV file uses a semicolon (;) as the delimiter.
• If contact-identifier is provided, a new contact will be created with that identifier and linked to the person.
• If only contact-id is provided, an existing contact will be linked to the person.
• Email validation is only applied when no ipUserId is provided (or when it’s not “tapkey”).

Steps to Bulk Import Persons

1. Navigate to Persons: 
   • In your Locking System after login, go to the Persons management section where you can find the BULK IMPORT option.
2. Upload the CSV File:
   • Click on “Choose File” to select your prepared CSV file.
3. Monitor Progress:
   • The system will display real-time progress as persons and contacts are created and linked.
4. Completion:
   • Once the import process is complete, you will receive a summary report.
   • The persons should now appear in your persons list with the corresponding names and descriptions.
   • Any created contacts will be linked to their associated persons.

Troubleshooting

• Invalid Email Format: Ensure that email addresses in the `contact-identifier` field are formatted correctly and include the “@” symbol and a domain.
• File Format Issues: Double-check that your CSV file uses semicolons (`;`) as delimiters and that there are no extra spaces or invalid characters in the headers.
• Missing Required Fields: Verify that the `name` field (required for each person) is not empty in your CSV file.
• Contact Not Linking: Ensure that if using `contact-id`, the ID corresponds to an existing contact in the system. If the ID is invalid, the person will still be created but the contact will not be linked.

By following these steps, you can easily import persons in bulk and efficiently manage your users and their associated contacts.