Overview
Have you considered using Program Enrollments, but have data that needs to migrate from an existing Apricot form or external system to keep important service history and impact data together? We've got good news - Administrators and standard users with Import access can now quickly and easily import Program Enrollment data with Apricot's Import tool!
Program Enrollments are the foundation for understanding the impact of your services. They associate participants with a program and give users a quick overview of what a participant accomplished in a given program within a timeframe. By importing this data, it eliminates the need for manual data entry and instead focuses your organization's efforts on:
Migrating historical enrollment information into Apricot
Providing funders with detailed reports on program participation
Gaining deeper insights into the effectiveness of your programs
This enhancement is available to US/CAN Apricot customers as of February 13, 2025 and AU/NZ Apricot customers as of February 14, 2025.
Importing Program Enrollment Data
Administrators and standard users with Advanced Access to the Import tool are able to create new active or inactive Program Enrollment records in their database. This does not include the ability to import updates to existing Program Enrollments or import relationships between Program Enrollments and Tier 2 records. A new import type, "Enrollments," will display as an option when a Tier 1 form is selected for import.
Note: We recommend importing up to 2,500 rows of Program Enrollment data at a time to help ensure a successful upload.
Follow the steps listed below to import Program Enrollment data.
Step 1: Generate a template
To prepare for importing, go to the Administrator tab. Select the Record Manager category of the left navigation bar, then click "Imports".
On the following page, click "Prepare For Import" in the Import Actions palette.
Select the Tier 1 form you're importing Program Enrollments for in the Form dropdown. Then, select "Enrollments" in the Import Type field. The only available option in the subsequent Record Action field will be to "Create New" Program Enrollment entries.
Next, select "Download CSV File" from the Import Actions palette to generate the template you'll use to import. You can also download import instructions to reference as you fill out your import data.
Step 2: Upload the CSV file
Once you've filled your template with Program Enrollment data, return to the Imports page in Apricot and select "Upload File" in the Import Actions palette.
On the next Import Overview page, click "Browse..." to select your edited CSV file.
Then, click "Upload" in the Import Actions palette.
Step 3: Complete the import
After uploading your file, there are multiple steps to the import that you can go through individually to "Verify," "Prepare," "Validate," and "Reconcile" your import data in the Import Actions palette. If there are issues at any step, Apricot will provide feedback on how to resolve them.
To quickly run through all import steps at once, you can instead select "Run All" in the Import Actions palette.
Finally, once you've reconciled all data issues, click "Import" in the Import Actions palette to view your successful Program Enrollment import!
Step 4 (optional): Revert an import
If need be, you can revert an import by navigating to the import and selecting "Revert" under the Import Actions palette.
Note: If a Program Enrollment has been edited since the import, it can no longer be reverted.
Click "Confirm" to delete any eligible Program Enrollments in the import.
Imported Program Enrollments will show as imported in the Enrollment Audits page, and any reverted imports will also show as reverted in the Enrollment Actions.
