README.md

Service directories done right

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💿 Data Import

There are two files included in this repository, services--with-sample-data.csv and services.csv. These files will allow you to run an initial import of your data to Outpost.

• Each row in the document must have a unique numeric ID import_id. If this ID is missing the import script will not run.
• name - If there are duplicate service names - the script will output an error
• organisation - If no organisation exists by this name we will create it
• organisation - If this field is blank then we will create an Unnamed organisation for this service
• visible - If visible_from and visible_to are set then this field will be set to FALSE

Multiple Rows
Some services can have multiple pieces of data assigned to them. locations, cost, schedule, links and contacts In order to add multiple locations to a service you would create one entry for your service with the first location in that row. In order to add the second location you would create a new row, with the import_id_reference equal to the service row you created. You then fill in the columns with the additional data.

🏠 Data structure

Field title	Data format	Description	multiple rows
import_id	Int unique	A unique number to reference this service for additional data
import_id_reference	Int	This field must correspond to the import_id of the service you are targetting
name	String unique	The name of the service, activity or event
description	Text	A description of your service. Note that in some places this will be truncated.
organisation	String	Name of the organisation, if no organisation exists by this name we will create it. This field can be left blank.
url	String beginning with http or https	The url of this service
approved	Boolean	TRUE or FALSE value to say whether this service has been approved. If this is set to false the service is shown as pending and requires an admin to verify the data.
visible_from	Datetime YYYY-MM-DD (2022-05-17)	Indicates the date from which this service becomes visible. Used on certain frontend applications to hide services that are not relevant at the time
visible_to	Datetime YYYY-MM-DD (2022-05-17)
visible	Boolean	If true this service can be hidden on the frontend. visible_from and visible_to override this
needs_referral	Boolean	Does this service require a referral in order to access it
min_age	Int	Can be left blank. Minimum age this service is suitable for.
max_age	Int	Can be left blank. Maximum age this service is suitable for.
notes	Text	Any internal notes about this service
service_taxonomies	semi colon (;) delimited list	A list of values you wish to use as taxonomies, hierarchy is not applied here.
contact_name	String	Name of the contact for this service	TRUE
contact_title	String	The role of the contact you are creating	TRUE
contact_visible	Boolean	Is this contact visible through the API	TRUE
contact_email	String (email)	Contact email address	TRUE
contact_phone	String (phone)	Contact phone number	TRUE
location_name	String	Name of location	TRUE
location_latitude	Float (15.1022 or -1.20202)	Latitude for location	TRUE
location_longitude	Float (15.1022 or -1.20202)	Longitude for location	TRUE
location_address_1	String	Address line 1	TRUE
location_city	String	City	TRUE
location_postcode	String	Postcode	TRUE
location_visible	Boolean	Is this location sent through to the api	TRUE
mask_exact_address	Boolean	If this is someones home address or a sensitive location mask the address so only the general area is found	TRUE
preferred_for_post	Boolean	Use this address as the preferred postal location for this service	TRUE
location_accessibilities	semi colon (;) delimited list	Accessibilities provided by this location	TRUE
free	Boolean	Is this service free to use
cost_option	String	Who or what this price is for	TRUE
cost_amount	Number 1.0 = £1.0	TRUE
cost_type	Pre defined list	per day, per half day, per hour, per hour - after school, per hour - before school, per hour - before or after school, per hour - full time, per hour - part time, per hour - weekend, per meal, per month, per session, per term, per week, lower rate for second sibling	TRUE
temporarily_closed	Boolean	Is this service temporarily closed?
schedules_opens_at	time hh:mm:ss (24hr)	On the day selected in scheduled_weekday what time does this service open?	TRUE
schedules_closes_at	time hh:mm:ss (24hr)	On the day selected in scheduled_weekday what time does this service close?	TRUE
scheduled_weekday	predefined string	monday, tuesday, wednesday, thursday, friday, saturday, sunday	TRUE
links_label	String	Title for the link you are adding	TRUE
links_url	String (url)		TRUE
labels	semi colon (;) delimited list	List of labels, you can create new ones or use existing ones in your installation
suitabilities	semi colon (;) delimited list	List of suitabilities for this location
is_local_offer	Boolean	Is this service part of the SEND local offer
send_needs_support	semi colon (;) delimited list	Which SEND needs can you support?
support_description	Text	Description of support provided
recent_send_report	Text (url)	Link to most recent SEND report
outcomes	Text	What outcomes does your setting, service or activity aim to achieve for children and young people with SEND and their families?
recent_send_training	Text	What recent SEND-specific training has been completed by your staff and/or volunteers?
parental_involvement	Text	How do you involve parents and how can I get involved?
information_sharing	Text	How will you share information with me about my child’s progress? What is additional for children with SEND?
environment_accessibility	Text	How accessible is the environment (indoors and outdoors)?
how_to_start	Text	How can children and young people with SEND and their families start to use your service or activity?
future_plans	Text	What future plans do you have for developing your SEND provision?
custom_<custom_field_type>_<field_name>	depends	Format for custom fields. The custom fields need to be imported beforehand using the custom fields import task. If there is a free-text type custom field called 'Community review', the column name would be custom_text_community_review for example.

Sample taxonomies

In the list above we have described semi colon (;) delimited list as an input type. Here are some examples to get you started with some of those data points.

Suitabilities

Autism
Learning difficulties
Mental health/acquired brain injury
Visual and / or hearing impediment
Physical disabilities
Older people
Dementia

Accessibilities

Accessible toilet facilities
Hoist
Accessible toilet facilities
Hearing loop
Car parking
Changing facilities
British sign language (bsl)
Disabled car parking space
Hoist
Baby changing facilities
Parking nearby
Bus stop nearby
Building has lift
Wheelchair accessible entrance
Partial wheelchair access

SEND needs

Autism
Hearing impairment
Visual impairment
Mobility
Cognitive

Hints and Tips

If you are using google sheets you can dynamically create lists to track data you have inputted into certain fields. This will help you track down any typos and refine your data further.

This is useful for Organisations, Taxonomies, Suitabilities, Accessibilities, Labels and SEND needs.

This formula will take all data from the 2nd row to infinity and create a unique list based off all the semi colon (;) delimited lists you have entered.

=ArrayFormula(unique(transpose(trim(split(TEXTJOIN(";",true,'Service Data'!O2:O),";")))))

Importing

You can preview the delimited field data that will be imported before running the import as a sanity check. That includes data for service taxonomies, accessibilities, labels, suitabilities, SEND needs, and 'select' type custom fields.

To preview this data, run:

rake import:preview_service_data

To run the actual import, run:

rake import:services

By default, both rake tasks will look for a file called services.csv in the lib/seeds folder.

You can also use data from a different file location on your file system, by passing a file path in to the rake task. This is an optional argument.

To do this, replace <file_path> with the location of the file you wish to read data from (make sure to keep the quote marks around the task name):

rake 'import:services[<file_path>]'