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How do I bulk import records with Mass Add?

Upload many staff, participant or custom form records at once from a CSV template, including field formatting, record status and Area assignment.

Key Points

Mass Add allows you to upload multiple records at once using a CSV file.

It helps:

  • Save time on bulk data entry
  • Maintain consistency across records
  • Reduce manual errors

You can import data into:

  • Staff records
  • Participant records
  • Custom forms
  • Other record types across the system

Accessing Mass Add

To access Mass Add:

  1. Go to Record Management (top right)

  2. Select Mass Add from CSV

    How do I bulk import records with Mass Add? - Accessing Mass Add

If you cannot see this option, you do not have the required permissions and will need to contact your admin or FlowLogic support.

Importing Records

Selecting the Destination Form

Choose where the data will be uploaded.

How do I bulk import records with Mass Add? - Step 1 - Selecting the Destination Form

Example - 

Staff Basic Details

This determines:

Which form receives the data
How the CSV fields are mapped

You can select any form available in your system.

Downloading the Template

Before uploading data:

  1. Download the CSV Template

  2. Populate it with your data

    How do I bulk import records with Mass Add? - Step 2 - Downloading the Template

The template ensures:

Correct column structure
Proper field formatting
Reduced import errors

Preparing Your CSV File

When completing the CSV:

✔ Match column headers exactly
✔ Enter data in the correct format
✔ Ensure required fields are filled

How do I bulk import records with Mass Add? - Step 3 - Preparing Your CSV File

Some fields are not supported for import, such as:

  • Profile picture uploads
  • Certain lookup or system-generated fields

Data in unsupported columns will be ignored.

Uploading the File

Once your CSV is ready:

  1. Select the destination form again

  2. Upload your CSV file

    How do I bulk import records with Mass Add? - Step 4 - Uploading the File

You can also configure:

Record Status (e.g. Active)
Area assignment

Assigning Areas

You have two options:

Option 1 - CSV Includes Area

FlowLogic assigns records automatically

Option 2 - Manual Selection

Choose an area during upload

This ensures records are correctly categorised.

Validating the Data

Click:

Submit and Validate

The system will:

Check for errors
Confirm valid rows
Highlight issues before import

How do I bulk import records with Mass Add? - Step 6 - Validating the Data

Important to note that there is a Limit - 

Maximum 1000 rows per import

Reviewing Validation Results

After validation, you will see:

Number of records to be created
Any errors or warnings
Unsupported fields

Only proceed once all data is correct.
How do I bulk import records with Mass Add? - Step 7 - Reviewing Validation Results

Creating Records

Click:

Create Record

FlowLogic will:

Import the data
Generate records in the system
Confirm successful upload

Importing Secondary Records

For secondary records (e.g. case notes):

You must link them to an existing record using:

UID
First Name + Last Name

Templates for these records will include the required linking fields.

Best Practice Recommendations

✔ Always use the template provided
✔ Validate data before importing
✔ Keep imports under 1000 rows
✔ Avoid editing system or unsupported fields
✔ Use consistent naming conventions
✔ Test with a small batch before large uploads

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