Adjusting classes manually

If you need to manually add additional classes, or split a class between two teachers, this article will show you how to change the teachers allocated to individual students by adjusting and uploading a spreadsheet. This will only affect which teachers are available for new bookings - it will not affect existing bookings in any way.

Note: We recommend adjusting class teachers within the system itself rather than following this guide where possible, see: How to substitute teachers and disable specific classes
If you're looking to add a bookings for the Headteacher or SENCO, we recommend creating a custom group within your MIS.

Download Classes File

The first thing to do is download the existing classes file, which can then be adjusted. This is important as importing a new classes file will overwrite any existing classes so the file must contain classes for all students, even if you're only changing a small number of entries.

  1. From the Administrator Homepage select View Classes from the Parents & Students section.
  2. Click Export All Classes from the top left-hand corner of page. This will download a CSV file which contains a list of every teacher for every student.

Update the Classes File

  1. Open the CSV file in a program such as Microsoft Excel. Each line in the file details the allocation of one student to one teacher. 
  2. Adjust the file by adding, editing or removing rows where appropriate. The spelling of the teacher's name and student's name/class must match exactly as they are set up on the system. We advise to copy/paste names rather than typing to avoid typos.
    1. To remove a student from a class, delete the row.
    2. To add a student to an existing class, insert a new row and copy a row of the class in question. Update the three student columns with the student's details.
    3. To add a new class altogether, such as SENCO, add a new row per student with the same teacher name and subject. The class code and class external ID columns should be left blank.
    4. If you have a shared class with three teachers and looking to remove one teacher to leave two, find the rows for the specific class code and delete the rows for the one teacher only.
  3. Save as a CSV file somewhere where you can easily find the file.
  4. Keep a copy of this file to hand in case you need to upload it again in the near future. When the system is synced with your MIS, it overwrites any of these custom changes to the classes.

Importing the adjusted Classes File

Once you have updated and saved the file you are now ready to import this back into the system. Again, please note this will replace all classes in the system with what's in the spreadsheet. Therefore it should contain the classes for all students.

  1. Select Classes Import from the Administrator Homepage and click on Choose file.
  2. Browse to where you saved the CSV file and click open. The file name should now show next to Choose file. Press the Upload button.
  3. Now select which columns in your file relate to the fields expected. Assuming you edited the file downloaded from the system, this should be pre-populated for you like the below screenshot. Press Continue to import the classes.
  4. You will see on screen the number of rows which have been imported successfully.
  5. If there were any errors during the import, you will see the following message at the top of the screen. This will be because either the spelling of a teacher or student in the file doesn't match exactly with the spelling of them on the system.
    Click on  Download CSV file of lines errors and open the file to see the rows which couldn't be imported.
    1. This file contains all columns from the imported file with two additional columns at the end which explains why a row couldn't be imported.If it shows TRUE under 'Error Student Not Found' then check all the name and class of the student match how they're listed on the system under Manage Students.
      If it shows TRUE under 'Error Teacher Not Found' then check the teacher's forename and surname match the system from the Manage Teachers page. 
    2. Fix the spelling of the student/teacher in the classes file you imported earlier, not this file which shows the errors.
    3. Then upload the revised file to the Classes Import page as per Step 1. If you still see an error message, follow this Step 5 again.

Checking the classes on the system

Once you have successfully imported the revised classes file, you can check the information by selecting View Classes from the Administrator Homepage. This page shows all the teachers assigned to each student. View the relevant details by selecting from the drop-down under Select Student, Select Teacher, or Select Department.

Note: Despite importing classes under this guide, the revised teachers may not be applied for specific parents' evenings. This is because it's possible to change the teacher assigned to a class for a specific parents' evening on the Manage Class Teacher page from the Administrator Homepage. This takes precedence over the classes imported to the system.

Syncing from your MIS

If the system is synced with your MIS, the classes which were manually imported under this guide will be overwritten with the classes from the MIS. Therefore keep a copy of the imported file to hand in order to import the file again following a MIS sync.

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