What is the Event Sign-Up Bulk Upload Extension?

The Event Sign-Up Bulk Upload Extension is a standard add-on for the CyberGrants platform that enables program administrators to offer a bulk file upload option for volunteers signing up for events.  

This donor-facing portlet simplifies the event registration process by allowing participants to upload multiple sign-up records, on behalf of themselves and others, through a single .TXT file. 

Core Functionality 

At its core, this extension provides:

• A donor-facing portlet where files can be uploaded with sign-up information.
• A file processing system that runs nightly to interpret and validate bulk uploads.
• Validation and error handling, ensuring accurate data and user feedback.
• Automated sign-up record creation for valid entries, including Friends and Family associations. 

Key Components 

Key components of the extension include: 

• Portal Page - A dedicated donor-facing webpage that includes file upload instructions, the upload tool, and a history table.
• Bulk Upload Template - Provided by CyberGrants, this defines required and optional fields. 

• Upload File - Users select and upload their .TXT files through the 'Choose File' and 'Upload File' options. 

• Upload History Table - Tracks the status of uploaded files, including validation status and details. 

Workflow Example 

1. A donor accesses the portal page with the upload portlet
2. The donor downloads the file template and populates fields such as:
   1. Event ID
   2. Donor ID
   3. Shift Number
   4. Friends and Family information
3. They save the file in .TXT format using the designated naming convention.
4. The donor uploads the file using the portlet.
5. The system processes the file overnight.
6. If successful, sign-up records are created, and the Upload History table is updated.
7. If errors exist:
   1. Valid rows are processed.
   2. Invalid rows are rejected.
   3. A detailed error report is emailed to the predefined distribution list. 

Technical Specifications 

• File Format - Must be a .TXT file.
• Validation - Includes checks for field format, naming, duplicate records, and more.
• Processing Frequency - Nightly.
• Disposition Logic -
  • Enrolled if slots are available.
  • Waitlisted if event maximums are exceeded and the waitlist is enabled. 

What do you need help with?

• How do I implement the Event Sign-Up Bulk Upload Extension?

Not what you’re looking for? Navigate to Event Sign-Up Bulk Upload Extension Overview

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