Creating a Past Appointment File for Upload into Handshake

Tawnya -

Important: This article is outdated.

Please reference: How to Import Historical Appointments

 

Creating a appointment file is the fastest way to upload your Career Services past appointment data in your Handshake system. To upload a data file, you have to ensure it is formatted correctly. This article will help you understand what the different fields are that we can upload into Handshake, and how the entries must be formatted. 

Before uploading this file, there are a few key settings that should be configured first. To set your school’s default Event Preferences settings:

  1. From any page in Handshake, Click on your name in the upper right corner to display the Account Settings Menu.  
  2. From the list of options, click School Settings This will bring you into your school profile page.
  3. From the options in the center of the screen, click Event Preferences Preferences 

To start uploading your historical events, download the SAMPLE FILE linked in this article - it includes all the different fields you can use.  You'll notice that each field has it's own column - make sure that the the headers match exactly! If a header isn't the same in your file as in our example, Handshake won't be able to identify it and it will be ignored! We recommend that you copy and paste from the example file into a blank excel sheet to ensure the formatting of your headers is correct.

Required Fields:

Every appointment file you upload must have these six fields. Let's talk about each of them.

appointment_medium_name: The name of the appointment medium. This field is case sensitive, and must be one of the configured appointment mediums at your school (Help Center article can be found here).

appointment_type_name: The name of the appointment type.  This field is case sensitive, and must be one of the configured appointment types at your school (Help Center article can be found here).

staff_member_email: The email of the staff member involved.  Must be a staff member in the system.

student_email: The email of the student involved.  Must be a student (or alumni) in the system. 

start_date: The start date and time. The best format is yyyy-mm-ddThh:mm:ss (example: 2016-11-01T12:00:00). If you're having problems formatting these dates and times, you can check out this Help Center article.  Or, just let our support team know and they can help out! 

end_date: The end date and time. The best format for all dates is yyyy-mm-ddThh:mm:ss (example: 2016-11-01T12:00:00).

Recommended Fields:

These fields are recommended, but not necessary. You can choose which ones to include, and the list below will give you some information about each one. The more fields you include, the more detailed your appointments will be! 

description: A description of the appointment (Text).

status: What is the status of the appointment?  If the appointment is in the past, the status should be completed.  If you upload any status that other than completed, Handshake will EMAIL THE ASSOCIATED STUDENT notifying them of their appointment status. Here are the different values you can include in this field (case sensitive):

cancelled

requested

approved

rejected 

no_show

started

completed

walkin: Was this appointment a walk in? The values in this field must be Yes or No. 

Yes

No

import_identifier: Please create a unique identifier for each row.  This identifier will be used if you import notes or labels on this appointment in the future. 

How to Upload your Appointments File:

  1. Once your file is prepared, delete any instructions so that the fields are the top row.  
  2. Click File > Save As > CSV.  
  3. Use the importer tool to upload/edit your appointments.
    • You will want to use Job Type = appointments. 

 

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