Students can be added in two ways:
To start adding students, go to Students tab:
Adding Student Records Manually
If you are accessing the Students tab for the first time, the page will be initially empty. To add an individual student, click on the Add Student button. This will bring up an Add New Student record entry that can be completed to add a student to the list:
Fill out the fields accordingly. Each student record should be associated with a Grade Level (selected from a dropdown menu from Kindergarten through Grade 12), and Homeroom Teacher, so that student records may be sorted by grade level and class lists may be made for each teacher.
Note:
- If you need to use Student ID Number in the system, click here.
- If you need to enter complex student names instead of a single full name, click here.
- If you need to rename grade levels or add grade levels, click here.
Importing Student Records from Excel
An efficient way to add large numbers of students to the system is to use the Import feature. To do this, you need to have your student data accessible in an Excel file, one with either an ".xls" or ".xlsx" extension. QuickSchools will automatically analyze your file and map commonly-named columns to the fields in a QuickSchools student record.
To proceed, click on the Import button. This will bring up a file selection screen:
Once you select the .xls or .xlsx file containing your student data, you will see a second screen displaying each set of data from your file and the corresponding field it will be mapped to in the QuickSchools database:
Each field in the .xls or .xlsx file will be mapped to a corresponding field in the QuickSchools database. If the initial mapping is not the best one, you can change it by selecting a different one from the drop-down menu. If you want to omit an entire column of data and prevent it from being mapped onto a QuickSchools field, click the Don't import this column button to prevent that data set from being uploaded.
When you have made all the necessary changes, scroll down to the bottom of the screen and click the Click Here To Import Data button to initiate the import.
Depending on the size of your file, the process may take a few minutes, during which time you may see either of the following popup message boxes:
After the import process is complete, your data will be added to your QuickSchools account!
Importer
When uploading your spreadsheet with student information, QuickSchools will attempt to match your column header names with our fields. You can manually correct any mismatches, as described above.
Here's a list of column names which the importer will recognize easily:
|
Column name |
Required? |
Comments |
|
Student Meta ID |
Quickschools-specific ID |
|
|
Student Stub ID |
Quickschools-specific ID |
|
|
SSID |
The Id of the student. |
|
|
Local ID |
The Local ID of the student. |
|
|
Student Id |
The Id of the student. |
|
|
Nick Name |
The name that the student prefers to be called. Useful when the preferred name is not obvious. |
|
|
Preferred Name |
The name that the student prefers to be called. Useful when the preferred name is not obvious. |
|
|
Grade |
Yes |
The name of the grade that the student is currently enrolled in. |
|
Homeroom Teacher Full Name |
Yes |
The name of the homeroom teacher for the student. |
|
Homeroom Name |
Yes |
The name of the homeroom for the student. |
|
Classes |
Classes taken by the student. |
|
|
Comma Separated Classes |
A list of classes taken by the student. Each subject should be separated by comma. |
|
|
Birth Date |
The date of birth of the student. |
|
|
Gender |
Gender column should be filled with either Male or Female. |
|
|
Passport Number |
Passport number, if required. |
|
|
Matriculation Date |
The date the student was first enrolled in classes at the school. Also called Enrollment Date |
|
|
Leave Date |
The last date of attendance before the student left the school. |
|
|
Leave Code |
The leave code. |
|
|
Nationality |
The country name where the student is from, such as Australia |
|
|
Zip |
Postcode/Zipcode for the student's address |
|
|
City |
City for the student's address |
|
|
State |
State for the student's address |
|
|
Country |
Country for the student's address |
|
|
Full Address |
The student's full address in a single field |
|
|
Mailing Address |
The student's mailing address Line 1 and 2 |
|
|
Mailing Address City |
The city field of the student's mailing address |
|
|
Mailing Address State |
The state field of the student's mailing address |
|
|
Mailing Address Zip |
The zip field of the student's mailing address |
|
|
Phone |
Student’s phone number |
|
|
Cell Phone |
Student’s cellphone number |
|
|
|
Student’s email address |
|
|
Fax |
Student’s fax number |
|
|
Full Name |
Student full name |
|
|
First Name (First Last convention) |
The first name, and assuming <FIRST LAST> convention |
|
|
First Name (Last, First convention) |
The first name, and assuming <LAST, FIRST> convention |
|
|
Middle Name |
Student middle initial |
|
|
Last Name |
Student last name (surname or family name) |
|
|
Medical Problems |
Student's medical problem |
|
|
Current Medication Needs |
Student's medication needs |
|
|
Medication Allergies |
Student's medication allergies |
|
|
Food Allergies |
Student's food allergies |
|
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Other Allergies |
Other allergies |
|
|
Special Dietary Needs |
Student's special dietary needs |
|
|
Additional Information |
Other medical information |
|
|
Parent1 ID |
||
|
Parent1 Name |
Parent full name |
|
|
Parent1 Prefix |
Sample Prefix: Mr, Ms, Mrs, Dr, etc. |
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|
Parent1 First Name |
Parent's first name |
|
|
Parent1 Middle Name |
Parent's middle name |
|
|
Parent1 Last Name |
Parent's last name |
|
|
Parent1 Suffix |
Sample Suffix: Jr, Sr |
|
|
Parent1 First Name (Last, First convention) |
The first name, and assuming <LAST, FIRST> convention. |
|
|
Parent1 Relationship |
Valid values: Father, Mother, Father/Mother, StepFather, StepMother, Relative, Agent, Others. |
|
|
Parent1 Address Line 1 |
Parent's full address line 1 |
|
|
Parent1 Address Line 2 |
Parent's full address line 2 |
|
|
Parent1 City |
City for the parent's address. |
|
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Parent1 District |
Parent's district |
|
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Parent1 Zip |
Postcode/Zipcode for the parent's address. |
|
|
Parent1 State |
State for the parent's address. |
|
|
Parent1 Country |
Country for the parent's address. |
|
|
Parent1 Email |
Parent's email. Usually used as a username when invited to the system via Parent Portal. |
|
|
Parent1 Home Phone |
Parent's home phone |
|
|
Parent1 Cell Phone |
Parent's cell phone |
|
|
Parent1 Prefer Call Business |
Parent's business phone |
|
|
Parent1 Driver's License |
Parent's driver's license number. |
|
|
Parent1 Occupation |
Parent’s occupation |
|
|
Parent1 Other Info |
Other relevant information |
|
|
Parent1 Is Authorized To Pick Up (Yes/No) |
If this parent is authorized to pick up the student. |
|
|
Parent1 Is Emergency Contact (Yes/No) |
If this parent should be contacted during emergency. |
|
|
Parent1 Use Student Address (Yes/No) |
If the parent has the same address as the student. |
|
|
Parent1 -- Custom Field |
custom field : Parent1 -- Custom Field. Enter the custom field name on the space provided |
|
|
Parent2 ID |
||
|
Parent2 Name |
Parent full name |
|
|
Parent2 Prefix |
Sample Prefix: Mr, Ms, Mrs, Dr, etc. |
|
|
Parent2 First Name |
Parent's first name |
|
|
Parent2 Middle Name |
Parent's middle name |
|
|
Parent2 Last Name |
Parent's last name |
|
|
Parent2 Suffix |
Sample Suffix: Jr, Sr |
|
|
Parent2 First Name (Last, First convention) |
The first name, and assuming <LAST, FIRST> convention. |
|
|
Parent2 Relationship |
Valid values: Father, Mother, Father/Mother, StepFather, StepMother, Relative, Agent, Others. |
|
|
Parent2 Address Line 1 |
Parent's full address line 1 |
|
|
Parent2 Address Line 2 |
Parent's full address line 2 |
|
|
Parent2 City |
City for the parent's address. |
|
|
Parent2 District |
Parent's district |
|
|
Parent2 Zip |
Postcode/Zipcode for the parent's address. |
|
|
Parent2 State |
State for the parent's address. |
|
|
Parent2 Country |
Country for the parent's address. |
|
|
Parent2 Email |
Parent's email. Usually used as a username when invited to the system via Parent Portal. |
|
|
Parent2 Home Phone |
Parent's home phone |
|
|
Parent2 Cell Phone |
Parent's cell phone |
|
|
Parent2 Prefer Call Business |
Parent's business phone |
|
|
Parent2 Driver's License |
Parent's driver's license number. |
|
|
Parent2 Occupation |
Parent’s occupation |
|
|
Parent2 Other Info |
Other relevant information |
|
|
Parent2 Is Authorized To Pick Up (Yes/No) |
If this parent is authorized to pick up the student. |
|
|
Parent2 Is Emergency Contact (Yes/No) |
If this parent should be contacted during emergency. |
|
|
Parent2 Use Student Address (Yes/No) |
If the parent has the same address as the student. |
|
|
Parent2 -- Custom Field |
custom field : Parent2 -- Custom Field. Enter the custom field name on the space provided |
Importer Behaviors
When importing students, there are some special behaviors to be aware of.
- Re-importing a student who has been deleted: This will create a new student record, leaving the deleted record untouched.
- Re-importing a student who has been marked as graduated or expelled: This will update the existing student record. It will remain marked as graduated or expelled.
To get a sample excel template, click here.
Please chat with us if you have questions!
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