Staged Participants

Prior to an event, registered participants can be staged in EMTrack by uploading information such as names, gender, date of birth, and other details using a Microsoft Excel® or comma- separated values (CSV) file. This information about participants can then be retrieved during an event to quickly convert them into patients.

A template is available in EMTrack to help you structure participant data in the upload file. Whether you use the template or not, you are encouraged to include column headers because this information is used to map and label data fields. Providing more information is helpful; however, the only required information for each participant is a unique identification number (ID #). When entered on the add patient form A set of questions that guide users through collecting and entering data to create records in EMTrack., a participant’s ID # allows you to retrieve and automatically populate the form with their information.

The Excel or CSV file is validated prior to upload. Any errors are identified and can be downloaded for correction before or after the rest of the file is uploaded. Although uploading staged participants might seem similar to importing patients, it is actually quite different.

Participants are not and might not become patients. As such, participants cannot be filtered, searched, or tracked within the solution unless they are converted into patients.

To upload and stage participants

On Pending or Active incidents that allow participant staging, information about registered participants can be uploaded using the provided template or your own Excel or CSV file.

  1. On the Incidents tab, locate the incident.

  2. On that row, on the left, click the upload participant icon Upload Participants button.. The Upload Participants window opens to Step 1 of 3.

    Upload Participants button in the Incidents tab.

  3. As appropriate, click Download template file for uploading participant lists to download a ready-to-use file to which you can add participant data.

  4. When your participant file is ready, on the Upload Participants window - Step 1 of 3, click Choose File. According to your browser, the Open or Locate window opens.

  5. Navigate to the location Generally refers to the region or to a division, such as a provider facility or mobile provider. Every user is granted access to at least one location. where your file is stored and select it.

  6. Click Open. The browser window closes, and the name of the file you selected appears on the Upload Participants window.

  7. As appropriate, select the File contains headers checkbox.

  8. Click Next. The Upload Participants window opens to Step 2 of 3; and column headers from your file are automatically mapped to EMTrack field names.

  9. Verify the data is mapped correctly. As necessary, for a given row, you can change the data mapping by clicking a different option in the EMTrack Field Name column.

  10. Click Next. The Upload Participants window opens to Step 3 of 3; and the participant data has been verified. As appropriate, click Download errors, Back, or Cancel to make changes.

  11. When ready, click Upload Participants. The window closes and a message confirms the upload. You can edit the incident to view, download, or delete participants on the Participant Staging tab.