We've put together step by step instructions to help you prepare for the new academic year.
Sync your data for 2025/26 from SEEMiS to Glow
In order for your academic year data to show in Satchel One, your SEEMiS administrators must ensure the data has been synced to Glow.
As soon as your new academic year changes have been applied in SEEMiS, you can follow this user guide to sync that data to Glow:
You can do this in as many phases as you like, e.g. once in May and again in August when you have finalised your sets. Users, Year groups, Registration groups and Classes will need to be synced separately. You can repeat this process as often as necessary. Your local authority will be able to assist with this process.
When to use 'Refresh next year' VS 'Refresh current'
The Current Year runs from August - July. If you'd like to sync your planned lessons for 2025/26 in May, you would want to use the 'Refresh Next Year' button in Glow.
SEEMiS will archive the old academic year and promote the new one automatically over the summer, usually in July; your local authority should know the exact date.
At that point 2025/26 will become the Current Session. To sync your new class changes in August, you will need to use the 'Refresh Current' button in Glow.
⚠️ Important: Be careful not to use 'Refresh Next Year' after the rollover in the summer as you will inadvertently taint your Glow data feed with 2025/26 data. Only use 'Refresh Current' from August onwards.
Colour Key:
Green A: “Add to Glow”. You've requested this class to be added to the Glow data feed
Grey P: "Pending". The classes previously in green are now in the process of being synced to Glow
Black: No outstanding actions. These classes are either already in Glow or have not been synced yet.
💡Top tip: To select all class groups, click this icon under each Year Group
How does the rollover affect specific Satchel One apps?
Satchel One App | Note |
Homework
| When the new academic year rollover occurs, existing classes and gradebooks are archived. Teachers who wish to keep a copy of their marks should export them before the rollover.
Please follow these instructions before the rollover occurs in order to retain your marks.
Previous academic year Announcements and Events are retained after the rollover. Students who received the Announcement / Event can navigate back on the Notice Board to find it. |
Your school's Seating plans are linked to specific classes for the current academic year. Once the rollover occurs, existing Seating plans are archived along with the classes they are linked to.
⚠️ IMPORTANT: For 25/26 rollover, all schools will be transitioning to the new version of Satchel One where seating templates will need to be recreated.
For the first time, templates can be created by any members of staff as long as they have been given the relevant permissions via Tools > System > Roles.
Templates and plans cannot be created without Rooms; these should import via XoD and Wonde automatically (please update Wonde consents where necessary) or will need to be created manually. | |
The points and badges count for the previous academic year is reset when the rollover occurs. This way, students can start the new academic year with a clean slate.
However, all historical points and badges (including those from previous academic years) remain visible for staff who are looking at a student's individual profile with the Behaviour tab selected. | |
Your school’s active Detention types are carried over to the next academic year, meaning no additional prep is required.
You can also view any current or upcoming Detentions and mark Detention attendance at any time. | |
All Welfare Notes are carried over to the new academic year.
💡 Top tip: Be sure to add any useful new information as a Welfare Note, to help staff feel fully prepared and knowledgeable about their new students straight away.
Welfare Notes can also be used to attach any relevant files e.g. medical updates, provision maps, and more. |
Remove leavers
Leavers are automatically removed from Satchel One after 28 days of inactivity, however if they are continuing to log in, their account will remain. To ensure GDPR compliance, please manually remove leavers who have left via the user management area.
Manage user passwords
Existing students and teachers can carry on using their usual credentials. If you're using RM Unify, your new intake will automatically be able to log in this way as soon as their accounts are imported from Glow.
You can let our Support Team know if you'd like to set up a Single Sign On (SSO) option for your school.
If students and staff do not use SSO to sign into Satchel One, it is easy to send them a password link from the Student Directory. This step works for both existing and new users so you only have to do this once!
You can do the same for teachers, staff members, and the parents who have already registered with us.
Invite new parents
S1 students and new starters can only be synced to Glow on their official start date. Once the new students have been successfully updated in Glow, they will each get a parent code that allows you to create up to 5 parent/guardian accounts.
To distribute the parent codes you have a few options:
Ask the students to share the codes with their parents.
A student can go to their settings to view their parent code independently. Parents can use this code to create an account.
Use our mail merge file.
Export the codes in an XLS and combine them with data from SEEMiS that includes the parents' email addresses to distribute them digitally. Alternatively, combine with house addresses to email the letters home.
Print login slips.
Once schools have reopened, you can hand out the letters to the students to take home.
Learn more about Printing login letters and Distributing login details remotely.
FAQs
Questions | Answers |
What is RM Unify Single Sign-on? | Many schools in Scotland use RM Unify with their Glow email addresses. This allows them to login to Satchel One without setting up a new username and password.
You can use other SSO methods if you'd prefer including Google and Microsoft 365; click here to learn more. |
We have synced our SEEMiS data to Glow, but a user or class is missing. | Please ensure that any users or classes that are not in Satchel One yet appear in the Glow data feed in black text. Follow the sync steps again to sync new classes. |
How can we create new accounts for staff, students and parents? | Staff and student accounts will be automatically generated once they have been successfully linked to Glow, as per the instructions above. There's no further action you need to take! |
When will classes for the new academic year be available? | As soon as you have uploaded them to Glow. You can choose whether you want to Refresh the Current session to sync 25/26 data or Next session to sync planned lessons. Please don't select Next once you've rolled over to the new academic year. More information can be found on SEEMIS' Glow data feed user guide. |
How often do you import data from Glow? | We usually run data imports once a day. However, during August/September, we aim to run our data imports more often. Any data that you successfully add to Glow (i.e. appears in black text) should be imported to our platform shortly after. |
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