Author malw
Date 22 May 20, 20:23
Views 7958 Keywords Description How to get your members' history up-to-date by uploading past speeches Article scope easy-Speak information |
Importing Members Speeches from a Spreadsheet |
Speech import via a spreadsheet is NOW available for Pathways. You may make a mass import of your past speech details by using the Import Tools available in the Club Control Panel. It is worthwile to import recent completed speeches for your members since this will give a complete record of achievement which may be displayed in the mentor screens and club achievements charts. You will also have all detail to hand, and may print this easily, when the member completes the requirements for Level One etc. I suggest that you load all speeches already made from any workbook that your members have started but not yet completed. This will allow their full progress to be displayed up to the point that they complete the workbook or Path. If you are in the process of implementing easy-Speak for your club you should consider loading details of the last few meetings and use the 'Actual' screen to record what really happened. The benefit of doing this is that you can practice using the system without time pressure and that you will also create a history of recent meetings that will be displayed in the club charts.
To make the process easier, and to avoid you having to type the full name of each workbook, all the workbooks are numbered within easy-Speak. A full list of these workbook numbers is shown when you start the import speeches program. Save the spreadsheet as a CSV file. In Excel - File> Save As> Save as type: CSV (MS-DOS). If you use 'European' number formats on your PC (e.g. 123.456,56) Excel will change the character used to separate fields when it creates the CSV file. Processing is in two stages and begins when you press the 'Start Import' button. At the end of the first stage you will be presented with a summary of speeches that were accepted and another summary showing speeches that were not accepted along with reasons why. Each speech is shown with a line number from the file so that you can correct the error, delete the lines that have been accepted and re-submit the file. At this point you may choose to continue and process the speeches that do not have errors or quit, correct the spreadsheet and return later. Errors are high-lighted in red. The system will try to assign any speech made since your club started using easy-Speak to the correct club meeting and will check that this member spoke at this meeting. Any non-match is highlighted in orange but not reported as an error since it may be a speech outside your regular Toastmaster meetings. I strongly suggest that you first try the import routine with a very small file of say two speeches, check that everything worked the way that you expected by looking at the speech list for the club and for these users before you get busy with a mass upload of the full history.
Here is an explanation of the warning and error messages: Warnings (Speech will be processed but check your data) Not on easy-Speak This speech has a date AFTER you started to use easy-Speak but the program could not find a meeting of that date where the member made a speech. This may be a speech made outside Toastmasters or it could be that you mis-typed the date. Check that you have used the 'Actuals' screen to confirm what really happened in all your meetings. (The 'participation' chart is an easy way to check this)
Errors (Speech will not be processed) Invalid user name This user cannot be found as a member of your club.
The Path or workbook or assignment was left blank or does not make sense (e.g. speech 6 from level one of a Path or assignment 7 from one of the advanced manuals which only have 5 assignments)
The member has already completed this task from this workbook and the date shown here is within a week of the one already on file.
The member record shows another speech made by this member at this meeting.
The speech date was left blank or is a date in the future or more than two years ago.
The evaluator may be left blank, but if entered must be a valid username for a member of your club. |