If you're at the beginning of your SchoolWise journey or at the start of an academic year, it can be challenging to populate a large number of learner profiles. This is especially true if you have a large school. There are other times when you simply want to 'bulk update' profile data for a large number of learners that you have already populated. This article will walk you through the steps to achieve this.
Overview of the process
The process involves downloading a prepared template which contains all the existing learner profile data. You can only download a template and update profiles for one year group at a time.
When you download the template you can add or remove data from a profile. You simply populate what you need. You can decide to update one column at a time or multiple columns in one import.
Important: When you download a prepared template for a year group, you should alert the necessary people alerting them not to manually make any changes to profiles in that year group until you import it. Otherwise, it will overwrite any change they make.
This excludes notes and messages. They can continue to use these functions while you are populating the template.
The prepared template is in CSV format and can be edited using Microsoft Excel or Google Sheets. You need to make sure it saves as a CSV when updating the file in these applications.
When you are done populating the template you simply import it back into the platform and all the profiles in that year group will be updated.
Note: after you are done importing the template, if you need to update or populate profiles again, you should download a newly prepared template each time. The reason is other people may have been updating profiles since you last imported the data. In other words, the original template becomes out of date after you import it.
Download the prepared template
The first step is to download the prepared template so you can begin populating the data. Simply navigate to the Manage section in Learner Support and click on the Manage button under the Learner Profile option.
Then click on the Manage button under the Learner Profile Data section.
You then need to click on the Download Template button.
Simply select the Year Group you want to populate profiles for, then click the Download button.
Note: You can download a sample prepared file from this screen which also has instructions on how to populate the template. We would highly recommend that you review the instructions before attempting to import your own.
Uploading the populated template
Now that you have populated the template, all you need to do is upload it back into SchoolWise to update all the profiles.
Go to the Manage section in Learner Support and click on the Manage button under Learner Profile.
This time click on the Import button under the Learner Profile Data section
Then locate the prepared template with the populated data
A list of learners will be displayed with a preview of the data that will be populated on their profiles.
If you are adding anything new tag or category a warning will appear to alert you. A description of the warning will let you know what action the import will take.
That's it you are done!
Note: after you are done importing the template, if you need to update or populate profiles again, you should download a newly prepared template each time. The reason is other people may have been updating profiles since you last imported the data. In other words, the original template becomes out of date after you import it.