Uploading Classes
To add your students into classes, follow the below steps.
Student ID are very important in the rolling over process, this will link students to the correct account year on year. If you have changed your student id format at any stage please contact us for further advice.
Email addresses will link families together, if you have siblings that you want in the same account it is important that when loading the data file that they have the same email address against them.
Preparing your file
Prepare your student data excel file using the below format
Parent Class | Parent ID | Parent First Name | Parent Surname | Parent Email | Student First Name | Student Surname | Student ID | Student Class |
The columns marked in red are mandatory columns, the rest are optional.
It is in important to leave the headings in the CSV file at the time of uploading, you can use the below excel file as a template for your data.
Headings explained:
Main Account Class - This can use used to create a class that contains all the parent/guardians.
Main Account ID - This can be used for a family account code if you have a requirement for that.
Main Account First Name - Parent/Guardian first name goes here.
Main Account Surname - Parent/Guardian surname goes here.
Main Account Email - Parent/Guardian email goes here.
Student First Name - Student first name goes here.
Student Surname - Student surname goes here.
Student ID - Unique student ID goes here.
Student Class - Student class name goes here.
Note: Don’t use any special characters in class names e.g. '/ & - '
Once all the data is in the file, make sure to save it as a CSV file.
Uploading your file
From your dashboard select Manage → Classes and click on the ‘Student Upload’ button.
Click on ‘Choose File’. Add your data file and click ‘Validate’
You may see some warnings that look like this:
In this we are just letting you know that you could have included a Main Account ID if you wanted to but you can click on ‘Proceed with warnings’ if you are happy to proceed at this stage.You will then see something similar to the below:
Once you are happy with how everything looks you can click on ‘Upload Valid Entries’.
The upload time will vary based on the size of the file you are uploading, once it is complete you will see your classes have been created.
Troubleshooting errors
Above you can see that we have upload a file that has an Error and a Warning.
We can see that we are missing a mandatory column which in this case is student surname so we need to go back to our data fila and add this in before we can upload it.
Once the mandatory column is added to the file and we reupload we see the below:
We can see that one of the invalid entries is Parent/Guardian, if you hover over the red it will tell you that it is an ‘Invalid Class Name’ this is due to the special character which is not allowed.
We can also see that a few email address are missing and they are flagged in red.You have the option to ‘Export Invalid Entries’ so you can fix them up. And you can proceed by clicking ‘Upload Valid Entries’ in the meantime.