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Importing class rosters with CSV Import Setup
Importing class rosters with CSV Import Setup

Learn how to import a setup file and get your school on board in a flash

Alasdair McMillan avatar
Written by Alasdair McMillan
Updated over a week ago

Looking for a way to set up accounts and class rosters for all of your students and teachers at once? Importing a setup file makes it easy. Follow along in our video tutorial.

Advance Setup

Before completing your first CSV Import, please communicate with your onboarding contact, or SpacesEDU support (via chat at the bottom left of your screen) about the following settings:

  1. Email domains: please provide a list of all domains used for staff and students in your district. This will be used to validate the CSV import files.

  2. Automatic student creation: by default this option is turned OFF, and students need to log in to their accounts before they will appear in teachers' classes. If you want to automatically create student accounts so they are visible in classes right away after the teachers log in, please confirm this with SpacesEDU Support.

  3. Email invitations:

    1. If your school or district is not using Single Sign-On (SSO), email invitations must be enabled, meaning that all students and teachers will receive an email notification with a link to set up their account when the file is imported.

    2. If you are using SSO and you would like to disable the email invitations, please confirm with SpacesEDU support. This means that no email will be sent out by the import, teachers and students can simply log in via SSO when ready and they will have access to their classes.

Next, you're ready to create and import the CSV file. The instructions below outline how to set up the file, and some important considerations when populating the data. We also recommend sharing the first CSV file you generate with your SpacesEDU implementation contact for our team to review and validate.

Creating the CSV Setup File

  1. Carefully review the instructions on the first tab of the file, along with the Column Explanations and examples

  2. Fill in the data on the Your New Classes tab - you'll need the following information:

    1. Student ID

    2. Student First Name

    3. Student Last Name

    4. Student Grade

    5. Student Email (optional - recommended if available)

    6. Teacher Email

    7. Teacher First Name

    8. Teacher Last Name

    9. Class Name

    10. Class Grade (optional)

  3. Save the Google Sheet as a CSV file:

    1. Ensure you're on the Your New Classes tab

    2. Click File

    3. Click Download

    4. Choose Comma-Separated Values

    5. Save the file on your computer in a location you'll remember

There are a few important considerations when populating the data:

  • Rostering with a CSV file in this format can only be used to create classes, not update existing classes. This means that each class should only be imported once.

    • If the same class is imported a second time, it will create duplicates in the teacher's account - they can simply delete the duplicate if this occurs

    • Any students that leave a class created with CSV rostering will need to be removed manually, and new students can be invited to join with a class code

    • Although CSV rostering is primarily intended for the initial creation of classes, if you need to add new students and they cannot sign up using an email address, this article outlines how.

  • Each school that you wish to import should be placed in a separate CSV file

    • You can import CSVs more than once for a school to create different classes, but as noted above, you'll want to ensure that you are not importing the same classes more than once

  • Student IDs need to be different for all students, and should stay the same year to year - typically we recommend using the same school or state/province student number as you use for other administrative purposes.

  • Students can be associated with multiple classes. If you have multiple teachers sharing classes, you can simply add separate rows for each.

  • The CSV import allows for setting up student and teacher accounts, as well as classes, but it's not required to provide all three.

    • You may wish to only import students or teachers - that is to say, simply send them invitations to create accounts, without linking them to classes yet.

    • To roster students into classes you'll need to import both students and teachers.

  • For teachers already on SpacesEDU, any new classes included in the file will be added to their accounts.

Importing the Rostering File

Once you've populated your rostering file(s), you can import them from your District or School Administrator account.

  1. Log in to your Admin account, and open the school you'd like to import (if you have access to multiple schools)

  2. Click the Import Class Roster link on the right-hand side of the screen

  3. Click the Upload your CSV file link, and locate the file on your computer

  4. Once you've selected the file, click Start Import

The import will take a few minutes to complete, then your teachers' accounts and their classes are ready to go!

  • In order to run the import, you'll need a SpacesEDU Pro license, and an Admin account with elevated permissions.

    • If you're not seeing the import option and you have a School Admin account, please contact your District Admin to see if your account can be updated

    • If you're a District Admin, please contact SpacesEDU Support

  • If you receive an error after uploading the file, carefully review your CSV export and compare with the example in the template file. Ensure that all required fields are populated, any grade levels are on the list of 'accepted values,' and the header row matches the example.

  • As noted above, by default, the CSV import will send invitation emails to all staff and students included in the file, and students will need to accept the invitation before the appear in teachers' classes.

    • To customize these settings, or help with troubleshooting any import issues, please contact SpacesEDU Support!

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