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# SpacesEDU Aspen Export Bundle - Setup Guide

# Aspen → SpacesEDU exports

The Ontario version of Aspen supports an export bundle that generates the five CSV files used for rostering in SpacesEDU, and uploads them to the myBlueprint SFTP automatically via a scheduled SSH file transfer. This guide covers installing the bundle, running a test export, and scheduling the nightly export + transfer jobs at the board level.

To obtain the latest bundle for installation, contact us with the messaging option at the bottom left of your screen, or at hello@spacesedu.com. 

## Files produced

The bundle registers five exports. Filenames are fixed by the SpacesEDU Advanced CSV spec — use them exactly as written below when configuring delivery filenames.

| Aspen export tool | Output filename | Required |
| ---- |
| SpacesEDU / myBlueprint+ CSV export - Student | `Students.csv` | Yes |
| SpacesEDU / myBlueprint+ CSV export - Staff | `Staff.csv` | Yes |
| SpacesEDU / myBlueprint+ CSV export - Classes | `Classes.csv` | Yes |
| SpacesEDU / myBlueprint+ CSV export - Enrollments | `Enrollments.csv` | Yes |
| SpacesEDU / myBlueprint+ CSV export - Family | `Family.csv` | Optional |

`Family.csv` populates parent/guardian accounts and is disabled by default at SpacesEDU. Generate the file once the bundle is installed, but have your SpacesEDU onboarding contact enable parent import before the first upload, or the rows will be ignored.

## 1. Installing the bundle

The bundle ships as a single `bundle.zip` containing the five `.java` source files, their input XML files, and `bundle-definition.xml`. Aspen compiles the Java at upload time — there is no separate build step.

1. Sign in to Aspen as a District-level user with **Tools** plugin upload rights.
2. Switch to the **District** view.
3. Navigate to **Tools → Imports / Exports**.
4. Click **Options → Upload** and select `bundle.zip`.
5. Aspen compiles the source files and registers all five export definitions.

![Plugin Installation - GIF](https://storage.crisp.chat/users/helpdesk/website/-/7/3/c/e/73cedb42449e6800/chromev6vu8l2rw0_1wqpp03.gif =683xauto)


Once installation completes, the five exports appear in the Exports list:

![SpacesEDU Exports in Aspen](https://storage.crisp.chat/users/helpdesk/website/-/7/3/c/e/73cedb42449e6800/image_1r3y0eu.png =550xauto)


If an export is missing or you encounter issues with the installation, please contact SpacesEDU Support, either via messaging or at hello@spacesedu.com. 

## 2. Running a test export

Before scheduling, run each export once manually to verify the output.

1. From **Tools → Exports**, click the first export (e.g. *SpacesEDU / myBlueprint+ CSV export - Student*).
2. Click **Run**.
3. For **School**, choose either **All Schools** or pick the schools you want to export. All K–12 schools whose students should appear in SpacesEDU / myBlueprint+ should be included — students in grades outside your district's license are filtered out on import.
4. Check the **Schedulable** option (if not already checked - should be by default).
5. Click **Run**, then save the resulting CSV when prompted.
6. Repeat for the remaining four exports.

Open each file and confirm the row counts look right. Identifier values are consistent across files — every `User ID` in `Enrollments.csv` corresponds to a row in `Students.csv` or `Staff.csv` produced by the same run, and every `Class ID` corresponds to a row in `Classes.csv`.

## 3. Scheduling the exports

Once you're satisfied with the test output, create a scheduled Job for each export so the CSVs are regenerated on a regular cadence.

1. Go to **Tools → Jobs**.
2. Click **Options → Add**.
3. Under **Select a Tool**, click the magnifying glass.
4. At the top of the picker, set the tool type to **Import/Export**.
5. Choose the first export (e.g. *SpacesEDU / myBlueprint+ CSV export - Student*).
6. Edit the prepopulated title if desired.
7. Click **Set** beside **Input Parameters** and configure the inputs:
* **School(s)** — same selection you used in step 2.
* **Homeroom Grades** *(optional)* — for elementary grades where teachers run multiple subject sections for the same group of students, pick the grade(s) here. Subject sections for those grades are suppressed in `Classes.csv` and `Enrollments.csv` and replaced with one fictitious homeroom class per `(school, homeroom)` pair, matched to the teacher via the staff homeroom field. Leave empty if you want subject sections exported as-is for every grade.
8. Check **Enabled**. (Uncheck later to temporarily suspend a job without deleting it.)
9. Set **Delivery Type** to **File**.
10. Set **Delivery Address** to the exact filename from the table above (e.g. `Students.csv`). Filenames are case-sensitive on the SpacesEDU side.
11. Set **Start Time** — early evening works well so the job finishes before the file transfer runs overnight.
12. Pick a frequency (daily or weekly recommended; daily is fine).
13. Click **Save**.

Repeat for all five exports. To keep the files internally consistent, schedule them to run in this order with a small gap between each:

1. *Student* → `Students.csv`
2. *Staff* → `Staff.csv`
3. *Classes* → `Classes.csv`
4. *Enrollments* → `Enrollments.csv`
5. *Family* → `Family.csv` *(optional)*

## 4. Scheduling the SSH file transfers

myBlueprint uses SFTP for file delivery. To obtain your board SFTP credentials, contact SpacesEDU Support. 

Files can be uploaded at any time of day — they're imported on the myBlueprint side overnight. Let us know when you are scheduling the upload, and myBlueprint can shift the import window as needed.

After scheduling the exports, you'll need to create one **SSH file transfer** procedure job. This should be preinstalled with the Ontario version of Aspen, and is not included with our bundle. If you don't see this option available, contact Aspen Support. 

1. Go to **Tools → Jobs**.
2. Click **Options → Add**.
3. Under **Select a Tool**, click the magnifying glass.
4. Set tool type to **Procedure**.
5. Select the **SSH File Transfer** procedure.
6. Click **Set** beside **Input Parameters** and fill in:
* **Host** — provided by myBlueprint support.
* **Port** — 22 (unless otherwise specified).
* **User ID** / **Password** — provided by myBlueprint support.
* **Transfer mode** — Binary.
7. Check **Enabled**.
8. Set **Delivery Type** to **None** (or **Email** with an address if you want job notifications).
9. Set **Start Time** to a point safely after the matching export Job has finished — 30–60 minutes later is comfortable.
10. Pick the same frequency as the export Job.
11. For the **Local **and **Remote File Names**, enter a comma-separated list of all filenames you're sending (*ie, *Students.csv, Staff.csv, Classes.csv, Enrollments.csv, Family.csv)
12. Click **Save**.

## 5. Integration Setup and School List

* Once the scheduled transfers have run for the first time, please advise SpacesEDU Support so we can confirm the integration is set up and data is being received as expected. 
* Along with the required integration files, we'll need a list of schools and school IDs for initial setup, which can be easily exported from Aspen as well.
![Aspen School CSV Download](https://storage.crisp.chat/users/helpdesk/website/-/7/3/c/e/73cedb42449e6800/image_1bevr0d.png =617xauto)

1. Click the **District** top tab
2. Click **Schools** on the left-hand side of the screen
3. Click the **Print** button to open the Quick Reports menu
4. Click **CSV** and share the resulting file with our team


## Questions

For anything related to the export bundle or the SpacesEDU / myBlueprint+ integration, contact us via the messaging option at the corner of your screen, or at hello@spacesedu.com