Building your directory and running your first records search

The short version

Before Alum+ can find anything, it needs to know for whom to look. Add your artists to your directory (import a spreadsheet, or add profiles one by one), then run your first records search. Every profile just needs a full name and a primary instrument.

How do I add artists to my directory?

There are two ways:

• Import a spreadsheet: the fastest way, and the usual choice.
• Add profiles one by one: handy for a quick start or adding new names when they come up.

How do I import a spreadsheet?

On the Directory tab, choose Import spreadsheet. It's a guided, three-step process: Import spreadsheet, Import preview, and Import data mapping.

Step 1: Import spreadsheet. Either copy your rows straight from Excel or Google Sheets and paste them in, or upload a CSV file. If copying from a spreadsheet, make sure you include the titles of each column. You'll be able to tell Alum+ whether your first row is column titles (the header row) so it isn't imported as a person, and continue.

Step 2: Import preview. Alum+ shows your rows as it read them, so you can confirm the columns lined up (use Show all rows to see the full list). If it looks right, continue; if not, start over and tidy your file first.

Step 3: Import data mapping. Assign each spreadsheet column an Alum+ field to which it corresponds. Alum+ suggests matches based on your column titles (for example, "Instrument" maps to Primary instrument), and you can change any that aren't correct. A few rules to know:

• A name and a primary instrument are required. You can map a single full-name column, or map a first and a last name column and Alum+ will combine them for you. Rows missing a name or an instrument are skipped.
• A graduation year written as a range (2015 to 2019) uses the latest year (2019) in the imported profile.
• Social links are recognised automatically (Instagram, LinkedIn, and so on).

Before anything is added, Alum+ shows how many rows will import and how many will be skipped, to indicate:

• If duplicates are found. Duplicates are identified when two profiles have the same full name AND primary instrument. Profiles with the same name, but different instruments are viewed as different people.
• If the import will take you over your plan's profile limit. Artist lists can't be half-imported, so Alum+ will prevent you from importing anything.

If this happens, address the issues and re-import if you need to, then confirm. You'll see a message like "Successfully imported 124 profiles."

Can I add profiles one at a time?

Yes. In the Directory, use Add single profile, enter at least a full name and primary instrument, and save.

Do the name and instrument have to be a real person's details?

In short, yes. This is what Alum+ uses to search, and the research is tuned for a real person's full name and their instrument. But the two fields can hold other things when you need them to:

• To follow an ensemble, use the ensemble's name with "ensemble" as the instrument.
• For a non-performer, put their profession in place of the instrument (for example, "artist manager").

Both fields still need a value on every row, and we cannot guarantee the quantity of records you will find when using Alum+ this way.

What if my spreadsheet has multiple tabs?

Export each tab separately. Extra tabs are lost when a file is saved as CSV.

Do I need to fill in more than a name and instrument?

No. Only a name and instrument are required, and they're the only fields the research uses; adding more won't change what Alum+ finds.

Alum+ offers a range of optional fields (nationality, website, prize, teacher and more) so you can keep more of your alumni data in one place. You can also use this additional information as filters in the Directory and Activity tabs.

A couple of fields also unlock features:

• Adding a date of birth creates birthdays in the Calendar.
• Adding a completion year lets you see statistics by year.

See Explaining profile fields for what each one does.

How do I run my first records search?

When your directory is ready, an admin clicks Start initial search. We recommend adding everyone first, but you can always add more later.

What should I expect during the first search?

It can take anywhere from a few minutes to 24 hours, depending on the size of your directory. The other tabs stay locked while it runs, but we will notify you by email when it's done. Anyone you add afterwards is searched automatically, on their own.