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Adding Students to Quickschools

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

Email

 

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

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.

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.

Parent1 District

 

Parent's district

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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