As a System Administrator, you can import multiple Departments in one go by using the Import Manager. Click on your avatar in the bottom left-hand corner of any WeTrack page, and navigate to Settings > Imports & Exports > Import Manager.

In the Import Manager, select the Import Type you would like; in this case, Departments. WeTrack will then provide you with an Example Template to download: click ‘Download Department Import Template’ to save a copy to your computer.

You can now open the spreadsheet on your computer and make changes, adding as many Departments as you like. The columns are predefined so that when the data is imported back into the WeTrack system everything goes to the right place. To make sure you are putting the right information in the right column, please follow the instructions on the Import Manager screen carefully.

NB. take care to ensure that all departments in the system have a unique ref code. If you want to create department categories too, create these manually in Settings > Users & Departments first.

Completing the Import

Once you have added all the department information to the spreadsheet, save the file (in XLSX format) and then return to the same screen in the WeTrack Import Manager. Click on ‘Upload File’ and locate the file on your computer.

WeTrack will then map the columns in your spreadsheet against the relevant predefined fields in the system and verify if all the information is compatible. If there are any validation errors with the template, the system will inform you of them and give you the chance to fix them.

The system will inform you of how many new items will be created and whether there will be any files overwritten as a result of your import. Once you are satisfied that the columns match and that your import is not overwriting other important data, click on ‘Start Import’.

The data will be available in the system within fifteen minutes and you will receive an email to let you know that the import is complete.

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