Import Data into Teamup Calendar

Teamup Calendar supports the importing of events from other calendar applications, spreadsheets, databases and text files. Currently supported import formats are iCalendar files (*.ics files) and text files with comma-separated values (*.csv files).

This article explains

Please note: The importing feature is meant for a one-time move of data from a third-party application to Teamup Calendar. It does not offer an ongoing synchronization.

HOW TO IMPORT CALENDAR DATA

The import feature is available in calendar settings, in the Import Events tab. It is only available to calendar administrators.

import data into Teamup

Good to know about the importing tool:

  • The importing tool currently supports two sources for data: Files stored on your computer and files addressable through a URL anywhere on the Internet. The second option can be particularly handy as many calendaring applications support the export of data through iCalendar feeds which are URLs. If a feed is available for the application you are importing from, simply copy and paste this feed URL into the import tool.
  • Importing from .ics files: Each import creates a new sub-calendar and data can not be added to existing sub-calendars. The calendar name is required in the Import Setting.
  • Importing from .csv files:
    • Events with Calendar Name specified in the source .csv file: A sub-calendar with the same name must already exist. The new events will be inserted into the existing sub-calendar.
    • Events with no Calendar Name specified in the source .csv file: A Calendar Name is required in the Import Setting, to which the new events will be imported to.
    • A Calendar Name in the Import Setting will be ignored for events that have Calendar Name specified in the source .csv file. If all events have specified Calendar Name in the source .csv file, a Calendar Name  in the Import Setting is not required.
    • If at least one event does not have a Calendar Name specified in the source .csv file, a Calendar Name in the Import Setting is required.
  • If you have special importing needs, we suggest that you talk to us first. We might be able to help you with suggestions on how to go about it.

THE iCALENDAR FORMAT

The iCalendar file format, often called ics format or ical format, is a widely used and standardized format for the exchange of data between calendar applications.

If you plan to migrate from another calendar solution to Teamup, we recommend that you first check if it supports the iCalendar format because this is the easiest and most reliable way to migrate.

Find below instructions on how to export data for a few widely used products:

THE CSV FORMAT

A CSV file (comma-separated values) stores tabular data in plain text. It is a widely used format for data exchange and is supported by many spreadsheets and database applications.

This first line of a CSV file is a comma-separated list of field names. Subsequent lines are data records, in our case calendar events.

Example 1: Simple CSV File

Subject,Start Date,Start Time,End Date,End Time,All Day Event,Location,Who,Description
Project Meeting,02/12/2016,2:00pm,02/12/2016,4:00pm,False,Conf. Room A,"John, Mark",
Linda in Paris,02/15/2016,,02/15/2016,,True,Paris,Linda,
Team Meeting,02/15/2016,9:00am,02/15/2016,11:00am,False,Conf. Room B,"Linda, John",

Supported fields

The following table defines the supported field names and their format.

Field Name Required? Description
Subject No Event title. Up to 255 characters in length.
Start Date Yes Start date of event. The required date format depends on the configuration of the date format for the calendar (See Date & Time configuration of your calendar). Supported formats are “12/31/2016”, “31/12/2016” and “31.12.2016”.
Start Time No Start time of event. 12 hour and 24 hour date formats are supported, for example “2:30pm” and “14:30”.
End Date No End date of event. For supported formats see above.
End Time No End time of event. For supported formats see above.
All Day Event No The All Day Event flag defines if an event is an all-day event or an hourly event. Supported values are “True” and “False”. If no value or an unsupported value is specified “False” is used instead.
Location No Location of event. Up to 255 characters in length.
Who No Participants of event. Up to 255 characters in length.
RRule No Recurrence rule according to RFC 5545 iCalendar. An example is “FREQ=WEEKLY;COUNT=3” for an event that repeats weekly for three times. Please note that Teamup supports only a subset of the recurrence rules as defined by the specification. To learn about supported rules, we recommend to create some repeating test events using the web client. Then, export the test events in CSV format to see how the recurrence rules are represented.
Calendar Name No Name of calendar into which the event is to be imported. Up to 50 characters in length.

Note: A calendar with the name specified here must already exist in order for the import to succeed. If a non-existing calendar is specified or the calendar name is misspelled, the import reports an error and stops.

Description No Description of event. Up to 16,000 characters in length. Simple formatting of the text is supported following the markdown approach. See Common Mark specification for a 2 minute introduction into how to format text.

Example 2: File with multi-line event description

"Subject","Start Date","Start Time","End Date","End Time","All Day Event","Location","Who","Description"
"Project Meeting","02/12/2016","2:00pm","02/12/2016","4:00pm","False","Conf. Room A","John, Mark",""
Linda in Paris,02/15/2016,,02/15/2016,,True,Paris,Linda,In case of emergencies I am reachable by email.
"Team Meeting","02/15/2016","9:00am","02/15/2016","11:00am","False","Conf. Room B","Linda, John","## Meeting Agenda
* Project review
* Next steps
* Next meeting
"
"","02/12/2016","","02/12/2016","","True","","","Minimum record values"

Good To Know about importing from a CSV file

  • The order of fields does not matter. Important is that all lines use the same order.
  • Field values can span multiple lines.
  • Field values must be wrapped in quote characters (“…”) if the field value contains commas or spans multiple lines. Otherwise quotes are optional.
  • If a field value contains the quote character, it must be escaped by doubling it, e.g. a field value of
    • "The importance of the "" character"
    • will be imported as
    • The importance of the " character
  • When importing into an existing sub calendar there is no updating of existing data. Duplicate events will be created.

Keywords: excel, copy, fetch, transfer, migrate

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