Import your partnering field sites so your Experiential Learning Cloud database becomes the source of truth for all site information and site management.

When to import sites

Most programs only need a bulk site import during onboarding. After that, new sites can be created individually in the platform.

If your program lets students suggest new sites and supervisors for vetting, those site records get created through the site placement process instead.

Download the template

1. Go to Program Setup | Admin.
2. Click the upload icon in the upper right corner of the screen.
3. Click Sites.

4. Click Download Template. The template downloads to your device as a spreadsheet.

The template has 63 columns. Only four are required. The rest fall into three groups: site information, site features, and an optional user to attach to the site.

Required fields

Column	Field	What to enter
A	Site Number	A unique ID number for each site. Must not collide with sites already in your database.
B	Site Name	A unique name for each site. Give each branch of a multi-location organization its own row and its own distinguishing name — for example, Pathways — East St. Paul and Pathways — South Minneapolis.
R	Program	Your program's name as it appears in Experiential Learning Cloud.
S	Site status	Your program's approval status for the site. See the options below.

Choosing site numbers

If your database already contains sites, check the highest number in use before you start numbering.

1. Open the site list and click Clear Filter in the upper left corner.

2. Click the Number column heading until the table sorts in descending order.

3. Start your sequence above the highest number you find.

Tip: A short program code makes your site numbers easy to distinguish from another program's. A clinical psychology program might use PSY1000, PSY1001, and so on.

Approval statuses

• Approved
• Approved — Full
• On Hold
• Decision Pending
• Not Approved

Note: If your program lets students browse the site list, they only see sites marked Approved. The other statuses support your internal site management and stay hidden from students.

Site information

Columns C through Q hold the site's own details. All optional, but the more you include the more useful the record.

Column	Field	Accepted values
C	Site Description	Free text.
D	Address line 1
E	Address line 2
F	City
G	State
H	Zip code
I	Phone
J	Fax
K	Website
L	Site services	Must come from your Services list.
M	Employment based	Conditional, Yes, or No.
N	Compensation	Conditional, Yes, or No.
O	Sub-Programs	Must already exist and be associated with the program in column R.
P	Site Tags	Existing tags, or new ones — a tag that doesn't exist yet is created and applied when the import completes.
Q	Work shift/time	Free text.

Multiple values in one cell: separate them with a pipe. For several site tags, enter Tag 1 | Tag 2 | Tag 3.

Site features

Columns T through AG record the site's characteristics, which students and coordinators can filter and search on. Values must come from the corresponding feature list configured in your database.

Not every feature applies to every program. Several relate specifically to school placements and can be left blank otherwise.

Column	Feature	Notes
T	Setting
U	Populations served
V	Required application materials
W	Clearance requirements
X	Special considerations
Y	Sector
Z	Locale
AA	School type	School placements.
AB	Magnet	School placements.
AC	Highest grade offered	School placements.
AD	Lowest grade offered	School placements.
AE	School level	School placements.
AF	Status	A site feature, separate from the program approval status in column S.
AG	Charter	School placements.

Adding users to a site

Columns AH through BK let you create a user and attach them to the site in the same import. You can add site supervisors, authorized site representatives, or students. If you use this section, six columns become required.

One user per row. Each row carries a single user, so to attach several people to the same site, repeat the site's information across multiple rows — same site number and name, a different user each time.

Column	Field	What to enter
AH	User type	Enter supervisor for a site supervisor or authorized site representative. Enter student to attach a student to the site.
AJ	First name	The user's first name.
AK	Last name	The user's last name.
AL	Email	The user's email address.
BE	Programs	Your program's name as it appears in Experiential Learning Cloud.
BI	Role	The role or roles the user needs: • Authorized Site Representative for a site representative • Authorized Site Representative | Site Supervisor if they'll also directly supervise students • Site Supervisor for a supervisor only • Student for a student

Note: Every user given the Student role takes up one of your program's allotted Seats — whether they're created here or through the user import.

Attaching a student to a site is not the same as connecting them to a supervisor. This import associates a student with a site, but it doesn't create the student-to-supervisor relationship. To set that up, run a separate supervision rules import after your sites and users are in place. Until those rules exist, students can't track time or submit documents to their supervisors.

Useful optional columns

Column	Field	What to enter
BH	Qualifications	Must already appear in your list of supervisor qualifications.
BJ	Send setup invitation	Enter yes to invite the user to register as soon as the import completes. Leave blank to invite them later.
BK	Uses SSO	Whether this user signs in through your single sign-on provider.

The rest of the user columns match the user import. Column AI and columns AM through BG are the same fields, in the same order, as the user import template — number, middle and preferred name, pronouns, title, dates, demographics, address, and program associations. For what each accepts, see Importing Users.

Upload your file

1. Save your completed spreadsheet. It saves as a .csv file by default.
2. Return to Program Setup | Admin.
3. Click the upload icon again, then click Sites.
4. Drag and drop your completed file into the upload window.

5. Any errors are flagged after the upload. You can correct them directly in Experiential Learning Cloud.
6. The system then checks for duplicates. If any existing record shares a number or name with a site you're importing, you'll choose whether to keep the imported data or the existing record.

Tip: At the duplicate check you can also click Back to change the site's name or number so it no longer collides with the existing record — useful when both sites are genuinely different places.

Note: If you see a warning that existing records will be overwritten but you want to add to a field rather than replace it, enter both the existing value and the new one in the cell, separated by a pipe.

Confirming your import

This short video shows the confirmation steps you'll see after uploading your file.

Related articles

• Creating New Sites
• Importing Data in Experiential Learning Cloud
• Importing Users
• Importing Supervision Rules
• Importing Classes
• Add a List of Supervisor Qualifications
• Inviting New Users