Checks Data Import
The Checks Data Import feature was designed to eliminate the tedious nature of manual data entry by allowing you to import checks data in bulk. By using this tool, you can mass-update check statuses, such as Flu Vaccinations, Driver’s Licenses, Police Checks, etc., across your entire workforce while ensuring that data is mapped accurately through our system-validated templates.
Beyond just saving time, this feature provides a centralised way to track large-scale data migrations in real-time and maintains a searchable 90-day audit log of every bulk action performed, giving you full visibility into your organisation's compliance history.
Note: Only available to users with Settings permissions.
🛠 Pre-Import Checklist: Success Starts Here
Before you upload, follow these best practices to ensure a 100% success rate:
Use the Right Template: Every check type (e.g., Ahpra, Police Check) has a unique data structure. Always download a fresh template after selecting your check type.
Header Integrity: The system is sensitive to column headers. Do not rename, delete, or hide any columns provided in the template.
Check Your Format: The portal only accepts .xlsx (Excel) files. Ensure you aren't trying to upload a .CSV or .Numbers file.
Data Policy: This import only adds new records. It will not update or overwrite existing data in the system.
🚀 Step-by-Step Walkthrough
1. Initiate & Prepare
Navigate to the People screen.
Click Actions > Import check data.
Choose your Check type (Standard or Custom).
Click Download template (.xlsx).
Populate the Excel file and drag it into the upload zone or manually browse for the file in your computer.
2. Validation & Preview
The system will run a structural scan.
Critical Errors: If columns are missing or headers are renamed, a red banner will appear. You must fix these structural issues before the "Next" button becomes active.
The Summary: Once valid, the Preview screen shows how many records will be updated and how many will be skipped (due to duplicates or minor data errors)
3. Execution
Click Import. For large batches, the process runs in the background. You can safely close the window and return to the People screen.
🔍 Advanced Troubleshooting & FAQ
Error/Scenario | Possible Cause | Action Step |
Critical error: [Name] column is missing | A header in your file does not exactly match the template. | Download a fresh template and paste your data as Values only to avoid changing the headers. |
High number of Skipped records | These records likely already exist in the portal, or the rows have formatting issues. | Click Download error report (.xlsx) on the Preview screen to see row-specific reasons for the skips. |
Database timeout | Temporary server instability or a very large file. | If your file has thousands of rows, try splitting it into smaller batches of 500. |
In Progress for a long time | Large imports can take 5+ minutes to process. | Check the Imports history page (Settings > Imports) to monitor real-time status. |
Missing Compliance Status | Compliance profile calculations happen after the data is saved. | Data is added immediately, but full status updates can take up to one hour to reflect. |
📊 Managing Your Import History
You can always view the history of your bulk actions.
View History: Go to Settings > Imports.
Download Reports: Error reports for skipped records are stored here for 90 days.
Status Badges: "Complete" (green) means success, while "Failed" (red) indicates the import was not processed.
Expert Tip: Use the search bar in the People Tab screen to spot-check a few records immediately after a successful import to verify the data appears exactly as intended.
⚠️ Limitations
While the self-service tool supports most standard and custom check types, certain complex data categories are currently restricted to ensure data integrity.
The Bulk Import tool does NOT currently support self-service for:
Ahpra Registration
COVID-19 Vaccination
Banning Orders
Professional Qualifications
How to handle these records: If you need to bulk-upload data for any of these specific categories, please do not attempt to use a standard template or the self-service importer. Instead, submit a support request to our team.