upskill-event-manager/IMPORT_INSTRUCTIONS.md

HVAC Trainer Import Instructions

Overview

This guide walks you through importing trainer data from the Formidable Forms CSV export into your WordPress database.

Files Created

1. admin-import-trainers.php - Web-based import tool for server execution
2. scripts/import-trainer-csv.php - Command-line import script (if server has CLI access)
3. scripts/README-import.md - Detailed technical documentation

🚨 IMPORTANT SECURITY NOTES

• Remove admin-import-trainers.php immediately after import
• Only run this on production with admin access
• Always backup your database first

Method 1: Web-Based Import (Recommended)

Step 1: Deploy to Server

1. Upload admin-import-trainers.php to your WordPress root directory
2. Ensure you have WordPress admin access

Step 2: Download CSV File

Download the trainer data CSV:

https://upskill-staging.measurequick.com/wp-content/uploads/2025/06/250618120131_user-registration_formidable_entries.csv

Step 3: Access Import Tool

Visit: https://yoursite.com/admin-import-trainers.php

Step 4: Run Import

1. First: Upload CSV and check "Dry Run" to preview changes
2. Review: Check the dry-run output for any issues
3. Import: Uncheck "Dry Run" and run actual import
4. Verify: Check that users were created correctly

Step 5: Cleanup

IMMEDIATELY delete admin-import-trainers.php from your server for security!

Method 2: Command Line (If Available)

If your server has SSH/CLI access:

# Upload script to server
scp scripts/import-trainer-csv.php user@yourserver:/path/to/wordpress/

# Download CSV
curl -O "https://upskill-staging.measurequick.com/wp-content/uploads/2025/06/250618120131_user-registration_formidable_entries.csv"

# Run dry-run
php import-trainer-csv.php 250618120131_user-registration_formidable_entries.csv --dry-run

# Run actual import
php import-trainer-csv.php 250618120131_user-registration_formidable_entries.csv

What Gets Imported

User Data

• Creates WordPress users with hvac_trainer role
• Maps personal and business information to user meta
• Sets all imported users as approved (pre-approved)
• Generates secure passwords and sends welcome emails

Field Mappings

CSV Field	WordPress Field	Notes
Name/Last Name	first_name, last_name	User profile
Work Email	user_email, user_login	Primary identifier
Company Name	business_name	Business info
Phone Number	business_phone	Contact info
Personal Accreditations	personal_accreditation	Certifications
Training Target	training_audience	Converted to array
Profile Picture	profile_image_id	URL mapped to attachment

Events Calendar Integration

• Creates organizer profiles for each trainer
• Creates venue profiles for businesses
• Links profiles to user accounts

Image Handling

• No image downloads - assumes images exist on current server
• Maps staging URLs to production URLs automatically
• Logs warnings for missing images

Verification Steps

After import, verify:

1. User Creation: Check Users → All Users in WordPress admin
2. Role Assignment: Ensure users have hvac_trainer role
3. Meta Data: Check user profiles for complete information
4. Email Delivery: Confirm welcome emails were sent
5. Events Integration: Verify organizer/venue profiles created

Troubleshooting

Common Issues

• Missing images: Check if profile images exist on your server
• Duplicate emails: Script handles duplicates by updating existing users
• Role errors: Ensure hvac_trainer role exists in your system
• Email failures: Check WordPress mail configuration

Support

• Check scripts/README-import.md for detailed technical info
• Review error messages in import output
• Verify WordPress permissions and plugins

Sample Output

Starting import from uploaded CSV
DRY RUN MODE - No data will be modified
----------------------------------------
Creating new user: trainer1@example.com
Creating new user: trainer2@example.com
Warning: Could not find attachment for URL: https://...

========================================
Import Complete!
========================================
Processed: 25
Created: 23
Updated: 2
Skipped: 0
Errors: 0

Post-Import Tasks

1. Remove import files for security
2. Test user logins with password reset
3. Verify trainer dashboards work correctly
4. Check event creation permissions
5. Update documentation with new user count