What are manual data imports?
This guide is intended for school administrators or data managers responsible for maintaining up-to-date class and user information in Satchel One when not using Satchel One MIS and an integration with your current MIS is unavailable.
💡 If you use an MIS compatible with Groupcall XoD, Wonde or RM Unify, these steps are not required.
Templates
Download the templates for Staff, Students, and Groups from either Google Sheets or Excel.
Please review the notes within the templates for instructions on how to use them. There is also conditional formatting and data validation to help you include all the necessary information.
Populate the data
When populating the spreadsheets, please ensure that:
All columns in the templates are preserved (do not rename or reorder them).
No mandatory fields are left blank.
Every student referenced in the Class import also exists in the Student import file.
Every teacher referenced in the Class import also exists in the Staff import file.
Each unique ID (staff code, student UPN or import ID) is used consistently across files.
Teacher import
Provide your staff members' personal details, such as names and email address. For teaching staff you must also include their staff code which will also be referenced in the Class import template in order to assign staff to their groups.
You can optionally include a different unique ID for identification purposes, especially for non-teaching staff without staff codes. You can use ID of your choice, such as the MIS ID or a unique internal reference.
Please keep in mind that the IDs are permanently associated with staff accounts, and will be used again when you need to import a new set of groups.
TITLE | FORENAME | SURNAME | STAFF_CODE | TEACHER_IMPORT_ID | TEACHING_STAFF | |
Mrs | Anne | Bolts | ABo |
| Yes | |
Mr | Adrian | Blacker |
| 1621 | No |
Student import
The Students template should be populated in a similar way. Most UK schools will use the Unique Pupil Numbers (UPNs) to identify students, as these are unique and permanent. If your school does not use UPNs, you can enter a different ID of your choice in the Student import ID column instead.
Just like with Teacher IDs, the Student UPN or ID will be referenced in the Classes file to link students to their respective classes and registration groups, and will be used again when you need to import a new set of classes.
FORENAME | SURNAME | STUDENT_UPN | STUDENT_IMPORT_ID | CLASS_YEAR | |
Bryn | Beddow | D823432120091 | 13443 | Year 7 |
Class import
This is the largest file of the three that you need to populate. Each group that you would like to import will need to be listed, including rotation classes, alongside their year, the main class teacher and the subject.
Each row in the Class import file represents a single student’s membership in a group. If 8 students are in a class, that class must appear in 8 separate rows, one for each student.
CLASS_NAME | CLASS_CODE | CLASS_YEAR | STAFF_CODE | TEACHER_IMPORT_ID | STUDENT_UPN | STUDENT_IMPORT_ID | SUBJECT | GROUP_TYPE |
7B English 1 | 7B/En1 | 7 | SAV |
| Y658990896839 |
| English | Class group |
7B English 1 | 7B/En1 | 7 | SAV |
| E784723673860 |
| English | Class group |
7B English 1 | 7B/En1 | 7 | SAV |
| S234798221011 |
| English | Class group |
7B English 1 | 7B/En1 | 7 | SAV |
| U859271857361 |
| English | Class group |
7B English 1 | 7B/En1 | 7 | SAV |
| X274827185736 |
| English | Class group |
7B English 1 | 7B/En1 | 7 | SAV |
| N859271857363 |
| English | Class group |
7B English 1 | 7B/En1 | 7 | SAV |
| F359271857364 |
| English | Class group |
7B English 1 | 7B/En1 | 7 | SAV |
| A346751857365 |
| English | Class group |
7B | 7B | 7 | VSN |
| Y658990896839 |
|
| Registration group |
7B | 7B | 7 | VSN |
| E784723673860 |
|
| Registration group |
7B | 7B | 7 | VSN |
| S234798221011 |
|
| Registration group |
7B | 7B | 7 | VSN |
| U859271857361 |
|
| Registration group |
7B | 7B | 7 | VSN |
| X274827185736 |
|
| Registration group |
7B | 7B | 7 | VSN |
| N859271857363 |
|
| Registration group |
7B | 7B | 7 | VSN |
| F359271857364 |
|
| Registration group |
7B | 7B | 7 | VSN |
| A346751857365 |
|
| Registration group |
Shared classes
The templates only support one teacher per group. If a class has more than one teacher, you can choose to add additional staff to groups directly from the platform.
Please note that this step is optional as teachers can set work to any class at the school, even if they are not directly linked to it. This helps cover teachers assign homework to any class they are covering.
Import the data
Please return the completed files to our support team who will promptly process them to complete your setup.