Whether you have a list of registered partners and contacts you wish to transition into EZPartner Profile Managers (the primary contact for a registered partner); or you are working with a list of business contacts from your local Chamber, one of the first things to do is import their contact details into EZPartner.

You will need to start with a spreadsheet that contains the partner contact details in the following specific format. These column names should be included as a header row of your import file.

Username*, First Name*, Middle Name, Last Name*, Primary Email, Second Email, Address, City, State*, ZIP/Postal Code, Home Phone, Work Phone, Mobile Phone, Smart Phone/PDA, School/Location Name*, User Defined Field_1, User Defined Field_2, User Defined Field_3

* Indicates a required field

Username should be a copy of the contact’s business (primary) email address to be consistent with the message to your partner contacts shown in the next section.

First Name is the first name of your partner contact. Do not include spaces between a double first name (e.g. - Mary Jo should be MaryJo)

Last Name is the last name of your partner contact. Do not include spaces between a double last name. Hyphens are acceptable (e.g. - Smith Jones should be SmithJones or Smith-Jones)

State is the state in which your partner contact’s business is located

Home Phone is used, along with first and last name to create an initial account password. Leave this field blank to remain consistent with the message to partner contacts.

School/Location Name is the school name to which the partner is associated. For import purposes this should be the district office location, as the partner can select schools when creating their profile.

The other fields are not required, but if you put data in these fields they will be pre-populated when the partner contact sets up their account and business profile.

After creating a spreadsheet in the above format you will need to save it to a Comma Separated Value (CSV) file format before you import the contact data.

Next, sign-in to the administration console of your EZPartner system and go to Users > Import Users, then follow these steps -

1. Choose the central office/admin office of your district for Step 1 - assigned interface

2. Choose EZP - Partner Contact for the relationship in Step 2

3. Choose Merge in Step 3

4. Click the CHOOSE FILE button to select your import file

5. Click IMPORT to import your partner contacts

If there are any contacts that could not be imported they will appear in an exceptions list. You will see the ‘count’ of exception records in your file and you can view the exceptions to see which records need to be fixed and re-imported.

Sending Recruitment Email Blasts

Once you have your partner contacts imported into your EZPartner database you will need to create and publish an email message to those contacts requesting them to set-up their partner profile.

Start by going to Notices > Add Notice to create a new notice. You can reuse this notice to remind your partners once or twice more, early in the school year.

1. Type a Name for the notice (Description is only necessary if archiving the notice)

2. Type your email address as the Monitor Email so you can send yourself a test message

3. Type the Email Subject for your message. Try something like ‘Please Continue Your Commitment To Partnering With <District> By Reading This Message’

4. Create your email message to partner contacts using the following as a reference. 

5. Once you finish editing use the TEST button to save and send yourself a copy of the notice before you publish.

Dear <District_Name> Partner,

Our school system is committed to working with local businesses and organization like yours to ensure the success of our students and schools. As part of our community engagement efforts we have recently deployed a new online program to help us keep better track of partners and what they can do and have done to help schools. The program is called <EZPartner_Name_At_Your_District>.

You have been a partner with <District_Name> and supported the needs of our district schools in the past and we hope you will continue with your assistance into the future. As a step to transitioning your working relationship with our district we ask that you set up a new profile for your business or organization in this new system.

The setup process should not take more than ten to fifteen minutes and you can get started by using the following link. <Insert_Partner_Registration_Link_Here>. This link should be used by the person who will be your primary contact with our district and responsible for creating and updating your profile in our new system.

To speed up the setup process it will help if you have a the following information ready when you start the profile setup process.

1. Contact information for your business, including address, phone, email and website

2. A logo image for your business in JPG, GIF or PNG format; no larger than 100 pixels in width or height and no more than 100 Kilobytes in file size

3. A short description or bio of your organization

4. The schools your organization partners with and/or the district-wide programs in which you participate

We have created an account for you in <EZPartner_Name…> and this is the account from which you should set up your organization’s profile. When you start the profile setup process, the first step will be to input your username and password. If you use the Username and Password we assigned to you when we created your account it will save you having to re-input some of the information we have on file.

Your Username Is - The business email address to which this message was sent

Your Password Is - Your first_initial + last_name + 0000 (e.g. jsmith0000)

If you are no longer the correct partner contact at your business or organization, or if you no longer are able to work with our district as a community partner, please email us at <EZPartner_ContactEmail>.

After you finish setting up your profile you will receive an activation email with a link to activate your personal account and your profile in our Partner Directory. With an active account you can connect with schools through the Active Requests page of <EZPartner_Name...>..

When you are ready to create offers to help our schools you will need to login to your account with your Username and Password and follow these steps.

1. Click on the Partner menu option and choose Partner Offers

2. Click on Add New Offer

3. Type an Offer Name and choose a Category that defines the nature of your offer

4. Choose an Expiration Date. This can be the end of school; the date of an event; or today’s date if you are posting an offer already matched with a school

5. Type a short Description of your offer (do not include contact details)

6. Click the SAVE button

Your offers will appear on the Active Offers Page until the Expiration Date. If you have any questions about setting up your partner profile or any difficulties completing this important step to getting active in our new <EZPartner_Name…> system, please contact <EZPartner_Admin>. 

Thank you again for your time and effort on behalf of our students. We look forward to working with you and your employees over the coming school year.

Sincerely,

<Partners In Education Contact>