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Guidelines for importing data from CSV to Classroom Manager

CSV import in Classroom Manager is a function that allows you to import classes, students and teachers onto the school platform by uploading data from CSV files.

 

What can you import?

You can import three types of CSV data to the Classroom Manager: classes, students and teachers. Given the data structure of the manager, the order in which they are uploaded is important. First, you must import classes. Once this is done, you can decide whether you prefer to upload students or teachers.

 

Who can import?

This feature is available to users who have an administrator or owner account in the Classroom Manager.

 

What’s the aim?

The aim is to easily load data into the Classroom Manager.

File requirements

Before importing a CSV file, it is important it meets certain requirements. You can see the specific file requirements below:

The file must be a valid CSV file

The file must follow the standard CSV format, meaning data must be separated by commas, each row representing an individual register.

The file extension must be .csv

Make sure the file has the .csv extension when saving. This ensure that the system will recognize the file as a valid CSV file.

Class specifications

Class name: Class name. The field must contain alphanumeric characters. We suggest that you do not exceed 20 characters.

Course number: Course number. The field must have a numeric value. The values allowed range from 3 to 15 years old. See table of equivalences.

To help you with this process, here is a demo file you can use as a reference when filling in the information in the correct order.

Student-specific information

If you are importing student information, the CSV file must include the common fields for kindergarten, elementary and middle school students:

1. Name: Student’s name. The field must contain alphanumeric characters.

2. Last name: Last name. The field must contain alphanumeric characters.

3. Class name: Class name. The field must contain alphanumeric characters. It must match the name of one of the existing classes in the Classroom Manager. A student can only be assigned to one class.

4. Course number: Course number. The student’s course is their assigned class. The values allowed range from 3 to 15 years old. See table of equivalences.

5. SIS ID: LMS ID number. The field must contain alphanumeric characters. The student ID number which can be found in the student management system.
Kindergarten and elementary school students

6. E-mail: E-mail address. Required only if a personal username for the student is needed.

7. Individual Access Password: Required only if a personal username for the student is needed. This is the password that the student will use to access the app. It must be at least 6 characters long and combine upper and lower case letters. If you do not comply with the security policy, a random password will be assigned.

To help you with this process, here is a demo file you can use as a reference when filling in the information in the correct order.

During the student import process, it is not possible to import the access details for families.
Middle School Students

6. E-mail: Required field. This is the username that will be used to access the Classroom Manager.

7. Individual Access Password: This is the student password for accessing the Classroom Manager. If left blank, the student will have to generate one at the end of the registration process. It must be at least 6 characters long and combine upper and lower case letters. If you do not comply with the security policy, a random password will be assigned.

To help you with this process, here is a demo file you can use as a reference when filling in the information in the correct order.

All middle school students must have a device and an e-mail account in order to access the Classroom Manager. We recommend that the password have a minimum of six characters, containing both numbers and letters.

Teacher specifications

If you are importing teacher information, the CSV file must contain the following fields:

1. Name: Teacher’s name.

2. Last name: Teacher’s last name.

3. Class name: Name of the class or classes assigned to the teacher. If the teacher has more than one assigned class, then each one must be separated by semicolon: “;” (class 1; class 2; class 3;…).

4. E-mail: Teacher’s e-mail address. This is the username that will be used to access the Classroom Manager.

To help you with this process, here is a demo file you can use as a reference when filling in the information in the correct order.

Frequently asked questions

Any questions? Here are the answers to some frequently asked questions about importing CSV files into the Classroom Manager.
What order should I import in?

We recommend that you follow a logical order when importing data into the Classroom Manager. First, you can import the classes to lay down the structure, then the teachers and finally the student information for each class. This order ensures that the data is linked correctly in the system.
What is the SIS ID field for?

The import process is designed to be carried out once the school has its own student management system. These systems use unique identifiers for each student, which remain constant throughout the student’s time at the school.

This identifier allows us to recognize students who have already been previously imported, thus avoiding duplications when making class changes or other necessary updates.
What happens if I want to import a student who was previously added manually?

When a student is added manually, no value is assigned to the SIS ID field. This field is used in the user import process to identify if the student already previously existed. Therefore, it is not possible to update a student’s information via a CSV file if they have already been manually created in the system.
What happens if I re-upload an existing student?

To find a student using CSV, we use the LMS identifier field (SIS ID). If you re-upload a CSV file containing an existing SIS ID, the matching student data will be updated with the new information provided in the file.
What happens if I re-upload a teacher?

To identify a teacher in CSV, we use the e-mail field. The only field that can be updated for a teacher is Class name. Therefore, it is possible to assign or un-assign a teacher in a single step.
What happens if I re-upload a class?

Classes cannot be imported again. If you try to re-upload an existing class, you will get an error. We recommend managing created classes directly from the Classroom Manager, where you can change the name, grade and other necessary information.
What happens when the school year changes?

To manage a change in the school year, we have implemented an automatic process that efficiently updates the class and student information.

At the end of the school year, the student and class management is blocked to avoid any changes until the beginning of the following school year. When the new school year begins, the process is automatically activated and the following changes are made:

  1. Existing classes move on to the next school year, and previous teachers are un-assigned.
  2. The educational plan assigned to each student is updated in line with the new school year.
  3. At this point, each teacher must have their corresponding class(es) assigned, ready for the start of the new school year.
  4. It is now possible to create new classes and add new students for the following school year.

With this automated procedure, we guarantee a smooth and efficient transition between school years, ensuring that both teachers and students are correctly assigned to their corresponding classes.
Can I activate access from home with the CSV?

No, it is not possible to activate home access from the CSV import. It is possible to activate individual user accounts for students who have a school e-mail account and a personal device.