Import your students
For Dojo owners and administrators
In short
In the admin console, open People, then Members, and use Import students from another system. Choose a CSV file, say what each column means, and check what would happen before anything is added. A name that matches a student you already have is only ever a suggestion you confirm; only your own student ID matches by itself.
Where to find it: Admin console → People → Members
Before you start
- Build your belt ladder first (Admin console → Progress → Belt ladder). A belt in the file that is not on your ladder sets no rank.
- Imports are for the dojo's owners and administrators.
Importing
- Open Admin console → People → Members and find Import students from another system.
- Press Choose a CSV file (.csv, .tsv or .txt, up to 8 MB and 5,000 rows). Nothing is added to your dojo until you have seen exactly what would happen.
- Say what each column means: student ID from your old system, name, email, parent's name, email and phone, belt and its date, join date, programme, notes — or Don't import this column.
- Press Check what would happen. If any rows need an answer, These rows need you comes first; once they are answered, the file is checked again.
- You then see how many students are new, already here, cannot be read, or are repeated in the file, and import.
If an import stops part-way, press Import again before you leave the page, and it carries on where it left off. Once you leave the page it cannot be picked up again.
How students are matched
- Your own student ID is the one thing that matches a row to a student by itself.
- A name that matches a student you already have is only a suggestion: you choose Same person as, This is a NEW student, or Skip this row for each row, and all the suggested Same person as matches can be confirmed together with Review and confirm the suggested matches.
- A name the file repeats is asked once per name: one student, or different students.
A student who is already on your roster is never overwritten by an import.
What an import keeps
A new student's record gets their name, their rank when the file's belt is on your ladder, and your student ID. Parents' details, join dates, programmes and notes from the file are not stored on the record.
Connecting the families
After an import, See the families in this file lists the addresses the file holds, and offers to connect parents who are already members or to invite the rest. An invitation is for one address, is valid for 30 days, and never names a student in the email. Use it on the import's finish screen, before you leave it.
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