Manually Importing Data
Who should use this guide?
This guide will help you with manually importing data into SchoolCloud Parents Evening. This may be necessary if:
- you don't have a school management system that we currently support, or
- you are using a hosted SIMS installation which your provider does not support, or
- we have advised you to use the manual import method.
If you use a hosted SIMS installation and the hosted provider is not supported by ourselves, please instead follow the SIMS: Manually Importing Data guide which is similar to this guide but includes details on how to extract data from SIMS.
NOTE: If none of those apply, manual importation can result in duplicated records - if you intend to go ahead anyway and have questions please contact us via email@example.com
How to import your data
In the navigation bar on the left of your system, click Data:
This will load the Data Dashboard. Go to the section called Imports:
If you do not see this section you will need to turn on manual imports via Settings > Data Import Source > Allow Data to be Manually Imported.
When you click on the type of data you wish to import you will be asked to upload a spreadsheet (in .csv format) and will see a list of the columns it must contain. Make sure the spreadsheet has a header row with these headings in it.
NOTE: if there are new or updated Students and Teachers records then those imports must always be completed before any other imports. The Teacher and Student details must match exactly to existing Teacher and Student details on the system.
- Import Students:
Once you upload the file the system will attempt to match the expected column to a column in the csv file you are uploading, please check that this is correct before clicking Next.
As an example, here is Map Columns for the Students import:
Click Next and you will be presented with a summary of the changes (if any) being made along with any errors which may be present in the data being sent.
NOTE: A common cause of issues faced at this stage is students with accented or non-English characters. In order to support these during the import, you must change the file to be imported using the UTF-8 characterset, In Excel, you can do this by opening the file and saving it as "CSV UTF-8 (Comma Delimited)". Other applications may have different steps so check the relevant documentation for the application you're using if you need assistance here.
If you are adding or editing just a few teachers, students or parents then do not select Replace data on system with imported data as this will replace all your existing teachers, students or parents with the contents of the file.
Note that the Classes import will always replace all the existing class data in the system.
Note that the classes import always replaces all existing class data with the contents of the file, so you will not see the Replace data on system with imported data option when importing classes.
Start the upload by clicking the 'I'm happy to proceed' button and click Next. The data is then uploaded and confirmed.
Click Done to be return to the Data Dashboard.
Repeat the process for any other data types you wish to import.