Importing entries with Google Sheets importer

Using the Google Sheets importer available in the Integration marketplace, you can import your organisation’s entries in a few simple steps.

Should I use this feature?

Importing your program’s historical data—such as entries from previous years—can be useful for centralising information and reducing time spent searching across multiple systems. Importing past entries into Award Force allows your team to keep everything in one place.

What will I need to have prepared?

To import entries you will need:

• A fully configured entry form in Award Force that matches your historical data
• A formatted Google Sheets document containing your historical data and the relevant Award Force slugs

This guide covers best practices for both.

Step 1: configure your entry form

If you previously collected entries outside Award Force, you should already have an idea of the information you need. To set up your entry form, configure categories, tabs, and fields.

Helpful guides include:

• Recommended steps to start entry configuration
• Category configuration
• Tab configuration
• Field configuration

Step 2: format your Google Sheet for import

This is the most critical step; setting up your Google Sheet correctly ensures a seamless import. Think of it like preparing a wall for painting—without the correct preparation the paint job will fail. Similarly, if your spreadsheet is missing a required field (like Entry name), the import will fail. 

Your spreadsheet must have the following required columns:

• Entrant email address
• Category slug
• Entry name
• Entry slug (empty column)
• Entry fields, each with its own heading

The following optional columns can also be included on your spreadsheet:

• Chapter slug (if applicable)
• Status - can be in_progress, submitted, or resubmission_required
• Season

Your completed sheet should resemble the example shown below.

Step 3: import entries

1. Open the Manage workspace and go to Settings > Integrations > Marketplace
2. Under 'Import', click Google Sheets importer
3. Click Configure
4. Provide a Name or keep the default, then click Next
5. In 'Google Sheets Connection', click Sign in with Google and follow the prompts
6. Close the tab after authorisation and click Next in Award Force
7. Enter your Spreadsheet ID—this is the long string of characters between two forward slashes in the URL for your spreadsheet. 
   
8. Choose import options for entries - if some of the users and entries already exist you can choose to update these on import. 
9. Click Next
10. Select the worksheet to import
11. Choose your entry form under 'Import destination'
12. Select the Title and Category fields
13. Set the local and external unique identifiers using your entry slugs. When importing new entries we recommend having an empty column on your spreadsheet for the entry slug. Once the import is complete we will add the slug for the entry to the column in your spreadsheet.
    
    
     
14. Click Add to field map and pair each Award Force field with the corresponding spreadsheet column. You must add mapping for the required columns from Step 2 above.
15. When field mapping is complete, click Next
16. Enter your email address to receive the import report
17. Click Finish

The import may take time to complete. A confirmation email will be sent when finished.

Good to know

• Set the 'Status' column to submitted—entries not labelled submitted will import as in progress.
• Entries imported with the submitted status must include any required fields. 
• Up to 1,000 entries can be imported at once.
• Contributor fields, referee fields, and the table field type are not supported with the Google Sheets importer, but can be imported using the Award Force API.
• Checkbox fields should use the value 'True', while checkbox lists should use assigned values separated by commas.
• Country values must use two-letter ISO country codes.
• Dates and times must follow YYYY-MM-DD (ISO 8601).
• Currencies should be imported as numbers only, without symbols or commas.
• Field restrictions, such as word or character limits, should be removed prior to import.
• Optionable fields (like checkbox lists or drop-downs) must share identical values between the import spreadsheet and the form.
• Fields with no data should be left blank. 
• The season you wish to import entries into must be active. If it is archived, make it active prior to importing entries. 
• If Google Sheets converts values (such as phone numbers) into hyperlinks, prefix them with a single apostrophe to prevent this.
• If you add new columns later, remove and re-add the Google Sheet in the Resources step—your field mapping will be preserved.
• Clear Short titles on Award Force fields make field mapping much easier.