Import Registrations with excel

Follow the instructions on this page, if you wish to import registrations in 121 collected with another data collection tool than KoboToolbox. If you use KoboToolbox, please refer to this page.

Who can perform actions on this page ?

CVA Manager and CVA Officer can perform actions on this page. Learn more about Roles & Permissions

The format used to import registrations in 121 is Excel CSV. You first download the .csv template file from the 121 platform, populate it with your registration data, and upload this file to 121.

Download the template registration file

The template is automatically generated in the 121 platform, based on the program registration form. For example, the program registration form may include selection criteria such as name, phone number, amount of household members, province and IBAN number. The template will automatically include these labels, matching the registration form questions. Below, you can find an example of a template based on a Kobo registration form.

  • Select the Program you will be uploading registrations for;
  • Go to the Registrations page; Registration Page
  • Click on the Import new registrations button on the right side of the screen; Import Registration pop-up
  • Select Download template CSV-file;
  • Open the downloaded CSV template in Excel;
  • Copy the registration data you have in Excel into the .csv file to match this format, making sure each piece of information goes into the correct column with the right labels.

Import a registration list

  • Go back to the Registrations page of your selected Program, which you will be uploading registrations for;
  • Click on the Import new registrations button on the right side of the screen;
  • Click to choose the CSV file from your computer that you have already matched to the format required by 121; Import Registration pop-up
  • After uploading the file, click Import file to apply the action;
  • Another pop up will appear with confirmation that the import was successful. Please note this can take some time depending on the number of registrations that are being uploaded.

Unsuccessful import

In case the import is unsuccessful or shows an error message, kindly check your Excel file is correctly formatted and saved as a .CSV file.

Should you need further guidance or support, please do not hesitate to contact our support team.

Deduplication

Double entries can occur while doing registration on-site. Duplicate registrations can be checked in the 121 platform. You can follow the steps on this page.

If you need additional explanations, contact our support team via email.

TIP: do not save old Excel record

To prevent mistakes and keep personal data secure, Excel files should be deleted from your computer once your database is cleaned and updated in 121 platform. This way, you will always have your latest updated list of registered beneficiaries in 121.

Need further assistance? Contact your dedicated Account Manager or reach our support team via email.