How to Upload a Roster

Note: You will need organization admin privileges to upload a roster.

- From your dashboard, click on the Personnel tab.

- On the next screen, you’ll see a list of the groups in your organization. Click the Add Personnel+ button from here.

- Then click Upload File (Multiple Records) to start the roster upload process.

- You’ll first need to download the .CSV (spreadsheet) template to populate it with your roster data.

- In your spreadsheet, the required fields to upload the file are First Name, Last Name, and Email or Mobile Phone for each entry. To actually test the participants, all fields (except Address Line 2) must be completed either in the upload spreadsheet or later in the system.

  • In Email or Mobile Phone, you can enter multiple email addresses or phone numbers for each profile — you’ll just need to add a space between the different entries.
  • Phone numbers need to be in one of the following two formats: XXX-XXX-XXXX or XXXXXXXXXX.

Notes for filling out additional fields in the template:

  • The following fields are optional and don’t need to be filled out when uploading a roster, but account holders will need to fill them out before their child is eligible for testing.

    • Date of Birth must be in the following format: YYYY-MM-DD.
    • If you’re adding an address to a profile, you must fill out all address fields: Address Line 1, City, State (using the two-character abbreviation, and Zip Code. Address Line 2 is optional. Adding only a partially completed address for any profile will result in a failed roster upload.
    • Sex must be one of the following values: Male, Female
    • Race must be one of the following values: Black or African American, Asian, American Indian or Alaska Native, Native Hawaiian and Other Pacific Islander, White, Other Race
    • Ethnicity must be one of the following values: Hispanic or Latino, Not Hispanic or Latino
    • Employee ID can be any identifying number (student ID, faculty ID, etc.) to help distinguish between profiles. If profiles don’t have an employee ID, we will assign them a random one.
    • Consent Form must exactly match the name of the consent form type that profile needs to consent to. Here are the possible values (note that capitalization and spacing matter here, and you shouldn't include the quotes):
      • For Pooling
        • "MA DESE - Adult Consent"

        • "MA DESE - Parent/Guardian Consent”
      • Please refer to the Rapid Antigen Testing page for consent form names used for Symptomatic BinaxNow testing. 
    • Consent: Please enter "Yes" if obtained consent from individual/parent or guardian (via 'paper consent') OR you may enter the date consent was collected (YYYY-MM-DD).
    • Note: If you want to separate members of your roster into groups, fill out the Group column in the template spreadsheet and those profiles will be uploaded to the group you designate.

- Once you’ve filled out and saved the completed template as a .CSV, return to the Beacon app and click Select File to choose your completed template from your computer. When you see your file, click Import Records to complete the upload.

  • Note: If you didn’t assign members to groups within your roster, you have the option of assigning everyone in your roster to one group by clicking the “Assign all to group” checkbox after you select your filled-out spreadsheet file, before you click Import Records.
    • Sub-note: When you click the checkbox, you’ll see a drop down menu of the testing groups you’ve set up to assign all the members of the roster you’re uploading into. Selecting this option will overwrite any data you’ve put in the Group column in your spreadsheet.

- After uploading your records, you’ll see a preview of how the data in your spreadsheet will appear in the system. 

- This preview shows a sample of 5 entries from your data. The total number of entries you’re uploading will appear in the description above the table. 

- Make sure that the format is correct and that contact info appears in the correct columns before clicking Create Records and Send Invites.

- Once you click Create Records and Send Invites, everyone on your roster will receive an invite to the Beacon app.

Note: Clicking this button will begin the invite-sending process immediately and cannot be undone or stopped once started.