Academic Import Tool

The Academic Import Tool is designed to import courses in bulk and create corresponding events and bookings for each course. Each event will be created with the same account and contact as the import event. While the tool can also be used to import events in bulk, there will be some manual work to do once the event and bookings are created, like editing the account (department) and contact and adding services orders.

Any back-office user can use The Academic Import Tool with the Event Management/Booking role (anyone that can create events), so you can share this information with users that need to perform the import, or you can keep this information at the admin level.

Template Files

• Academic Import Tool Template File

• Academic Import Tool Workbook

  • This workbook is not required but can be used to combine information exported from Class Manager and prepare the data for the import template file. Please reach out to the UT Momentus Admin if you have any questions about the workbook or formulas.

Check Org for Required Back-office Event UDFs

• Event UDFs can be required in the OSB and not affect the import. If there are required event UDFs in the back office, the import will fail. Due to the ever-changing nature of UDFs, the fields have not been included/mapped in the import template file.

• If your CSU is utilizing required back-office UDFs, there are two options for editing the fields to allow the import to run successfully:

  • Option one: Coordinate with the course scheduler/importer before an import is done to change all required back-office event UDFs from required fields to not required. Once the import is successful change the fields back to required.

  • Option two: Make the event UDFs required in the OSB(s), but do not make the UDFs required fields in the back office. Compile a clear list of required OSB event UDFs by creating a custom section in the Event layout in the back office and group the fields there.

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Create an Import Event

1. Event name: use a name that stands out for example, Course Import: Spring 2025 or Onboarding Import: Department Name

   1. Select the correct Account as the Department

      1. For example, the Department may be the course scheduling department and the contact should be the course scheduler or a general inbox.

      2. Please note: The contact on the event level will receive the success and error email notifications along with the importer.

   2. Set a start and end date (it does not matter what the dates are but they are required to create an event)

   3. Set the status to Confirmed

      1. The imported courses will be created in the same status as the Event Import Template status. If the Event is in Confirmed status, the courses (events) and bookings will also be created in that status.

Prepare Import File

2. Import Template File - the import template file must be used for the import

   1. Do not change any of the column headers and paste values only into the fields to ensure the cell format stays the same.

   2. Be sure you are using a space code that exists in your Momentus org. Building/Room numbers are not valid for the import.

   3. Import Excel Reminders

      • Remove all filters from the import Excel file before importing

        • The import fails when there is a filter in place on the excel file.

      • Ensure all column headers match the below mapping table

      • Also note that the import only works on the first sheet if the Excel file has multiple sheet tabs. The best practice is to have only one sheet in the import file.

Upload Import File

3. Once the file is ready, upload it to the documents section of the event

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   2. You can drag and drop the file.

   3. In the pop-up window, select MS Excel for the Type and Course Import for the Category.

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   5. Click OK

Confirm Events Created (Event Search)

4. In the Events section, search for the course names you imported. The amount of time the import takes, depends on the number of courses being imported.

   1. Tip: Add Entered By and Entered On fields to the Advanced Search section (using the Edit Layout) and enter either the importer’s name or the date the import was done into the field to narrow the results.

Expected Results

5. If the space is available a separate event and corresponding bookings will be created for each course/event and you will receive a success email.

6. If the space is not available, the event will be created, but bookings with conflicts will be skipped, and you will receive a notification with a list of conflicts.

7. The notification emails will be sent to the department contact(s) and to the current user performing the import.

Import Mapping

Known issue: Some partial booking failures, not creating any bookings

• Appears to be an issue with the API, and the Momentus development team is looking into it

• Currently, if there is only one failed booking for a course, then the error notification works as expected, and the rest of the bookings still get added

• But if there is any more than just one, then the entire import of the bookings fails, and no bookings are created for that course/event.

Temporary Workaround:

1. Delete any events created that had booking errors

2. Delete any bookings causing the errors

3. Resubmit the document with that course