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Manual data imports

Manual data upload templates

Hannah Chapple avatar
Written by Hannah Chapple
Updated over a week ago

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

EMAIL

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

EMAIL

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.

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