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Overview

The bulk data import feature allows you to efficiently upload large amounts of academic data to Mapademics using a standardized Excel template. This powerful tool helps you quickly populate your organization with programs, courses, instructors, course sections, and stackable credentials without manual data entry.
The bulk import system processes data in a specific order to maintain referential integrity: Programs → Instructors → Courses → Course Sections → Credentials → Credential-Section relationships.

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What You Can Import

The bulk import system supports six types of academic data:
  • Programs - Academic programs with CIP codes and descriptions
  • Courses - Individual courses linked to programs
  • Instructors - Faculty members with contact information
  • Course Sections - Specific sections of courses with instructors and syllabi
  • Credentials - Stackable credentials and certificates
  • Credential-Section Relationships - Links between credentials and course sections

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Before You Start

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Prerequisites

  • Administrative access to your Mapademics organization
  • Academic data prepared in the required format
  • Excel or CSV files containing your data

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What You’ll Need

  • Time estimate: 15-30 minutes for setup plus processing time
  • File format: Excel (.xlsx) or CSV files
  • Template: Download the official Mapademics template (see Step 1)
Start with a small subset of your data (10-20 items per category) to test the import process before importing your full dataset.

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Step-by-Step Import Process

1

Download the Import Template

Navigate to Data Import in your Mapademics dashboard and click Download Template to get the official Excel template.The template contains six pre-configured sheets:
  • Programs
  • Courses
  • Instructors
  • Course Sections
  • Credentials Definitions
  • Credentials and Course Sections
Do not modify the sheet names or column headers in the template, as this will cause import errors.
2

Prepare Your Data

Fill out the template sheets with your academic data. Each sheet has specific required fields:
Fields marked with asterisks (*) are required. Empty required fields will cause validation errors.
3

Upload and Validate

  1. In the Mapademics dashboard, go to Data Import
  2. Click Choose File and select your completed template
  3. Click Upload to begin processing
The system will:
  • Parse your Excel file
  • Validate all data formats
  • Check cross-references between sheets
  • Identify any conflicts with existing data
Bulk import validation interface showing parsed data in six tabs
4

Review and Resolve Conflicts

If the system detects conflicts with existing data, you’ll see a conflict resolution screen:
Conflict resolution interface with options to skip, replace, or create new items
For each conflict, you can choose:
  • Skip Import - Leave existing data unchanged
  • Replace Existing - Overwrite with new data
  • Create New - Add a suffix to create a separate entry
“Replace Existing” will permanently overwrite data. Review conflicts carefully before proceeding.
5

Execute Import

Once all conflicts are resolved, click Execute Import to begin processing.You’ll see real-time progress updates showing:
  • Current processing phase
  • Number of items processed
  • Overall completion percentage
Import progress indicator showing real-time updates
Large imports may take several minutes to complete. The progress indicator updates in real-time via WebSocket connections.

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What Happens After Import

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Import Results

Once processing completes, you’ll see a detailed summary:
  • Items Created - New records added to your organization
  • Items Replaced - Existing records updated with new data
  • Items Skipped - Records ignored due to conflict resolution choices
Import completion summary showing detailed statistics

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Automatic Syllabus Processing

If you included syllabus URLs in your Course Sections, Mapademics automatically:
  1. Downloads the syllabus PDFs
  2. Creates a background batch job for skills extraction
  3. Processes syllabi using AI to identify learning outcomes
  4. Notifies you when skills extraction is complete
You can monitor syllabus processing progress in the Background Jobs section of your dashboard.

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Default Sections

For courses imported without specific sections, the system automatically creates a “Main Section” to ensure all courses have at least one section for syllabus management.

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Import History and Tracking

Every import is logged with:
  • Unique import ID for tracking
  • Original filename
  • Timestamp and completion status
  • Detailed results and any errors
Access your import history via Data Import > Import History to:
  • Review past imports
  • Download result summaries
  • Track processing status of associated batch jobs

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Data Format Requirements

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File Format Support

  • Excel files (.xlsx) - Recommended
  • CSV files - Supported but must follow exact column naming

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Data Validation Rules

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Troubleshooting Common Issues

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Import Validation Errors

Problem: “No valid programs found” error
Solution: Ensure the Programs sheet has at least one row with a Name field populated Problem: Cross-reference validation failures
Solution: Verify that referenced names/codes exist exactly as spelled in the appropriate sheets Problem: “Course with code X not found” error

Solution: Check that course codes in Course Sections sheet match exactly with codes in Courses sheet

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File Format Issues

Problem: “Sheet not found” errors
Solution: Use the official template and don’t rename any sheet tabs Problem: Import fails during upload
Solution: Ensure file is in .xlsx format and under 10MB in size

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Processing Failures

Problem: Import gets stuck in “Processing” state
Solution: Check Import History for error details, or contact support if processing exceeds 30 minutes Problem: Some items show as “Failed” in results
Solution: Review the failed items list in the results summary for specific error messages
For complex import issues, the detailed error messages in Import History provide specific guidance for resolution.

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Best Practices

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Data Preparation

  • Start small - Test with 10-20 items per category first
  • Clean your data - Remove extra spaces, verify spellings, check for duplicates
  • Validate relationships - Ensure referenced items exist in their respective sheets
  • Use consistent naming - Maintain consistent capitalization and formatting

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Import Strategy

  • Import in phases - Consider importing programs first, then courses, then sections
  • Backup existing data - Export current data before large imports
  • Schedule off-peak - Run large imports during low-usage periods

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Ongoing Management

  • Regular cleanup - Periodically review and clean up imported data
  • Monitor processing - Check syllabus processing status after imports
  • Track changes - Use Import History to audit data changes
After successfully importing your data, you can:
You’re Done! Your academic data is now imported and ready for analysis. Mapademics will automatically begin processing any uploaded syllabi to extract skills and learning outcomes.