Super Admin Users

Importing Report Data

With Bilby, you can conveniently bulk import CSV data using the “Import Tool”. Simply download an import template, prepare your data in your favourite editor such as Excel or Numbers, and export to CSV, then when you are ready, upload your data into Bilby with a few simple clicks.

How do I import data?

Before importing data, download one of the CSV Import templates (See below). Once you have your data ready to be imported, then you can;

  • Login to Bilby with a Super Admin account
  • Click on your user profile at the top right of the screen, and select administration
  • Select the Tools option from the dashboard and navigate to the Imports section
  • Select the “Download template” option and download the template you wish to import
  • Use your own data complete this template and export to CSV
  • Select an Import Record type (user or activity) and upload your newly created CSV file

You can now see the progress of your Import, review the data that has been imported, or make changes to the data before it is imported.

If something went wrong an error will appear. You can fix any errors on screen and re save the import.

What can I import?

Bilby allows you to import Users, and Activity data. When creating a new import, Bilby will validate your data accordingly, allow you to make modifications if needed and review progress. Use our custom downloadable templates to see what fields are available to import.

How do I download an import template

The downloadable CSV templates provided by Bilby will include all fields that are allowed. Some initial work maybe be needed to transfer your data to one of Bilby’s templates. See information below on special fields that require formatting.

Download a CSV template

  • Login to Bilby with a Super Admin account
  • Click on your user profile at the top right of the screen, and select administration
  • Select the Tools option from the dashboard and navigate to the Imports section
  • Select the “Download template” option and download the template you wish to import

Information about import fields

Field Description
user_id The user_id field is linked to your user records and serves as the system ID that identifies which records belong to a specific user. When importing records that require a user_id, go to the User Reporting page and search for a user. By default, the user_id is displayed as the first column (id) in the user records.
status Status fields need to match the text of a status for Users and Activities as it is seen in the system. For example, you can use “Member” to give a User the status of Member, or “Completed” to give an activity a status of completed.
date Any date field such as member expiry, or activity start must adhere to a simple format. Use the following format for these fields. YYYY-MM-DD (2025-12-31)
entity_type_id This is the ID matching one of your “Type & Fields” that you have created. When this field is populated Bilby will generate the details form related to that type
(LAST UPDATED)