Calendar Import Tool

The Calendar Import Tool (CIT) is a custom tool in Canvas that allows events to be imported in bulk into a Canvas Calendar from a spreadsheet. 

 

An equivalent Calendar Import Tool is available at the sub-account level, so that Local Canvas Coordinators and Unit Admins can import bulk events into a particular sub-account calendar. Click on your Admin tab, then select Calendar Import.

 

At the course level, the Calendar Import Tool is available for use by anyone at the University with Teacher permissions (or higher) in Canvas. It was created to allow individuals with the correct permissions to take csv data exported from other sources and upload it to a particular Canvas course calendar in bulk. However, the csv data must first be reformatted to suit the requirements of the import. Details on the necessary steps to use this tool are outlined in the following pages; alternatively, click below to be taken to the page most relevant to you.

The Calendar Import tool can be found on the right hand menu in any course that you have permission to edit:

Location of the button to access the Calendar Import Tool

The first time you access the tool you will be asked to authorise it to have access to your account. 

Index

1. Bulk Importing events for all individuals in a course using the Calendar Import Tool

Part 1: Download the CSV template, populate it with the necessary data and save in an appropriate location on your desktop

  • Click Calendar Import from the Home page in the relevant Canvas course.
  • You will find a short description and an example csv file under the heading Import File.

  •  Click on the hyperlink labelled example file within this short description. This is an sample csv file that will act as a template for you to follow as you input your course-specific data. When clicked, the example csv file will immediately download. 
Note: For organisational purposes, especially when managing multiple calendars, upon downloading this file, choose to Save as in order to rename it as something other than example.csv. This will help you locate it more easily and keep a record of the csv data fpr different course calendars.
  • Check the download location of the file so that you know where it is should you need it again. Usually, it will be saved in your device’s Downloads folder. You can choose to leave it here, or move it to a more permanent location such as Documents or Desktop for safekeeping.

 

  • Next, populate the csv file with the relevant calendar data, ensuring you follow the style of the sample data (named 'Test event' and 'Just a title') provided. The 8 data categories outlined in this template are: Title, Description, Date, Start, Duration, End, Location and Address.
Note: End time/duration is not a required field. If you import an event with no end time/duration it is the same as a duration of 0. 

  • Save changes

 

Part 2: Upload the populated CSV file to the relevant course

  • Click the grey Browse button on the Calendar Import page.
  • Select the populated csv file you have just saved. Now, select the course you would like to upload the csv file to from the drop down menu beside Into:. At this point, only select a course name, do NOT select a section.
  • Click the blue Import button.

  • Now click the grey Update button to follow its progress.

CIT 2.6.gif

  • Under the Previous Imports header on the Calendar Import page, check to confirm that the progress of the import is marked Import: Completed.
  • To view your newly-imported events, select Calendar from the Global Navigation Menu and check the expected dates. 

2. Editing events previously imported using the Calendar Import Tool

  • Open Calendar Import from the course Home page.
  • Find the import that you would like to edit under Previous Imports.
  • Click on the hyperlinked name of the import to download the data file that was previously uploaded.
  • Save As to save the file with a recognisable name, in a secure location on your device. If you do not Save as, the file will be held in your device’s Downloads by default.
  • Click the red trash button beside the relevant and soon-to-be outdated import under Previous Imports to delete it. If you do not delete the previous import data you will create duplicate events.
  • Edit the data and, when complete, Save.
  • Once again, open Calendar Import from within the relevant Course Navigation Menu.
  • Click the grey Browse button on the Calendar Import page.
  • Select the populated csv file you have just saved. Now, select the course you would like to upload the csv file to from the drop down menu beside Into:. At this point, only select a course name, do NOT select a section.
  • Click the blue Import button.

Note: If you already have the required data file saved to your device,  you can skip steps 1-4, instead editing the data file you have saved, and start from step 5. 

3. Bulk deleting events from a Calendar import

You may wish to bulk delete all previously imported calendar events. This can be done by deleting the corresponding import file that is stored within the Calendar Import tool.

  • Open Calendar Import from the course Home page.
  • Find the import that you would like to delete under Previous Imports.
  • Click the trash button beside the relevant import to delete it.
  • When the warning message appears, click Ok.
  • Click the grey Update button to refresh the tool.
  • To check that all events associated with the import in question have been removed from the calendar, select Calendar from the Global Navigation Menu and peruse the entries.

4. Importing events for a section of a course using the Calendar Import Tool

  • Open Calendar Import from the course Home page.
  • You will find a short description under the heading Import tool.
  • Click on the hyperlink labelled example file within this short description. This is an example csv file that will act as a template for you to follow as you input your course-specific data.
Note: For organisational purposes, especially when managing multiple calendars, upon downloading this file it is advised that you choose to Save As in order to rename it as something other than example.csv. This will help you locate it more easily and keep a record of different course calendars’ csv data.
  • Check the download location of the file so that you know where it is should you need it again. Usually, it will be saved in your device’s Downloads folder. You can choose to leave it here, or move it to a more permanent location such as Documents or Desktop for safekeeping.
  • Next, populate the csv file with the relevant calendar data, ensuring you follow the style of the sample data presented to you.
Note: End time/duration is not a required field. If you import an event with no end time/duration it is the same as a duration of 0. 
  • Save changes. 
  • Click the grey Browse button on the Calendar Import page.
  • Select the populated csv file you have just saved. Now, select the course section you would like to upload the csv file to from the drop down menu beside Into:
  • Click the blue Import button.
  • Now click the grey Update button to follow the import progress.
  • Under the Previous Imports header on the Calendar Import page, check to confirm that the progress of the import is marked Import: Completed.
  • To view your newly-imported events, select Calendar from the Global Navigation Menu and check the expected dates. Note: you can click onto each event within the Calendar to edit or add further details.
  • Confirm with students on the course section you have uploaded calendar events to, to see whether or not the import has been successful. Students not in the section that the upload has been assigned to should not see the imported events.

5. Viewing your Calendar Import Tool import history

  • Open Calendar Import from the course Home page.
  • Under the Previous Imports header on the Calendar Import page, you should see a chronological list of all import history. The name of the personnel executing each action will be found in the main heading for each import, which begins with a name followed by imported and the import link. E.g. ‘User X imported: {link to download the csv import}’