Add new or edit existing Groups and Members en masse via the Group and Members import files.

Due to the sensitive nature of personal identifiable information, WebCheckout staff can only accept Patron information which is sent via SFTP to the designated WebCheckout server. WebCheckout staff cannot receive files containing Patron information in an email; in a ticket submitted through the help desk portal; or any other web-based file sharing applications such as Dropbox or Google. If Patron information is sent in any mechanism other than SFTP, WebCheckout staff will delete the file.

If you have questions or would like WebCheckout staff to review files containing Patron information, schedule a conference call by emailing support@webcheckout.net. A WebCheckout staff member will provide screen share option to review Patron information together, from client’s computer.

  • This document is for versions 4.4 and earlier. For those on versions 4.5 and later, please view Group, Section, Members import.
  • Group and Membership files must be imported together.
  • Download the Group file.
  • Download the Members file.
  • Members must be valid Patrons in WebCheckout.
  • Groups must be assigned to an Organization. Only Operators employed at that Organization are able to manage and edit Group information.
  • Group and Member files can be imported to WebCheckout or automated via the Integration Module.
  • Members will be removed from the Group if not included in subsequent files.
  • If multiple Organizations are importing separate Groups, please be sure to assign a unique Origin to each Organization and import to that Origin.

Breakdown of Group Import spreadsheet

Table describes importable data. Required columns are highlighted. Column headers must not be renamed. Download the Group file.

Column header Definition
foreignid Text field. Unique primary key for Group.
name Text field. Group name.
organization Text field. Must be an exact match to Organization name as it appears in WebCheckout.
type Accepted value: Group, Class, Department, Vendor, Client, or Subcontractor. If left blank, defaults to Group.
description Text field.
start-date Date format mm/dd/yyyy only. Group access to Resource Types beings midnight of this date.
end-date Date format mm/dd/yyyy only. Group access to Resource Types expires midnight of this date.
class-number Text field.
instructor-foreignid Accepted value: Valid Person ID. Instructor must be an active Patron in WebCheckout.
term-foreignid Accepted value: Term name as it appears in the Terms tab of the Organization. Term must be created in WebCheckout before it can be assigned to the Group.

Breakdown of Group Membership Import spreadsheet

Table describes importable data. Required columns are highlighted. Column headers must not be renamed. Download the Members file.

 Column header Definition
group-foreignid Accepted value: Group foreign-ID as defined in the Group file.
person-foreignid Accepted value: Patron Person-ID as defined in WebCheckout or Patron file.
expire The expiration date for the people in the group – MM/DD/YYYY.