SUDS CSVs: User Interface and Bulk API

User profile data can be imported into the SUDS via CSV. For more information on the contents of the CSVs please review the schema.

After data has been uploaded, the current data in SUDS for each role type can be exported as CSV.

If you want to create or manage users in a Guest role type, you must use the Direct Import not the School Data Import.

To import User Profile Data

1. Navigate to Administration > School Data Import > User Profiles.

2. For each of the role types, select 'Download Template' and enter in the details. Once the CSV has been populated, drag it to the attach zone and select ‘Dry Run’.

3. Check the details of the Dry Run on the next page. If all information is OK scroll to the bottom of the screen and select ‘Import’.

NOTE: This will update the profile details of current users, however it will not create or update Schoolbox user accounts. To complete the process of managing user accounts, you must run the UPS.

4. Once ‘Student’ and ‘Parent’ CSVs have been imported, upload the ‘Relationships’ CSV.

Note: Relationships between parents and students will only be established once this CSV has been imported. The relationship type is an open text field, so you can include any written description of the relationship between the ‘Parent’ user and the ‘Student’ user.

 Some things to note:

• If you upload a CSV, any blank fields will remove the data that was previously in that field. This information will then be missing from the user profile.
• You may remove columns that you do not wish to update.
• Column headings can be rearranged, but must be named in the same way. The system will look for the names of the headings, e.g: "Alt Email", so this must not be changed.
• New Users must be identified via a unique Username.
• Existing users can be identified via Username OR External ID.
• The External ID is the ID provided by your SIS, such as Synergetic or TASS, if your school has one.

Using the three tabs in Administration > School Data Import (Timetable Structure, Timetable, and Enrolment), you can create the timetable for school. These three tabs should be completed in order.

Once the timetable data has been uploaded, the timetable will not appear unless class pages are created.

Before you create your timetable, ensure you have completed the following:

• Create the Campus/es in Administration > Lists > Campus.

• Set the Term date in Administration > Terms. You can only view timetable data for the current Term.

• Ensure you have the Exernal IDs/Schoolbox ID for staff who will be assigned as teachers for each class. You cannot use the Schoolbox User ID, Username, or any other potential identifier). 

Importing the Timetable Structure 

Importing the timetable structure will create the grid/structure for your timetable; it will not be populated with data. You will add the data by importing the timetable then uploading the enrolment data. 

The entire timetable structure for the current term must be included. All periods for all days must be specified as it does not append. 

Periods will be displayed in the order specified in the CSV. The entries in the ‘Time’ field have no bearing on the display order.

1. Navigate to Administration > School Data Import > Timetable Structure

2. Select 'Download Template' and fill in the details. 

 Some things to note:

• Term Campus: This must match the external timetable code that is set in Administration > Lists > Campus.

• Term Title: This can be labelled in any way you like, but must be filled in because it is referenced in the ‘Timetable’ CSV. 

• Term Start/Finish: The start and end dates of term. This should be in YYYY-MM-DD format.

• Term Start Day Number: Term Start Day Number is the day number of the timetable cycle that the first (start) date is, e.g. If the first date is a Tuesday and the timetable has only 5 days, then this would be set to 2. Alternatively, for a 10 day timetable, it could be day 2 or day 6 for the first date the timetable is active.

• Period Day: This must be a number, e.g. Day 1 = 1.

• Period Title: This can be labelled in any way you like. It is important to be consistent with whatever term you choose between uploads.

• Period Start/Finish: You must set the start and finish times of the period, as this will work out which period to highlight on the timetable. This should be in HH:MM:SS format.

3. Save as a CSV and upload into the blue field.

4. Select 'Preview Import'. If you receive errors (the text will appear in red), read the error message and amend the CSV as needed.

5. After you have checked the preview, select 'Run Import'. 

Importing the Timetable for Schools using the Schoolbox Data Store

The following instructions explain how to import class data into the Timetable Structure that you have already set up. 

This upload will create the timetable. Assigning the class code specified in the CSV to a class page will link that page into the timetable.

NOTE: To update the timetable, you must re-upload the timetable and then the enrolment data (using the CSV files). You must upload your data all in one go, as it does not append. Any existing data will be deleted.

1. Navigate to Administration > School Data Import >Timetable

2. Select 'Download Template', and fill in the details.

 Some things to note:

• You must have first uploaded your Timetable Structure.
• You must upload your entire timetable in one .csv - any existing timetable information will be deleted. Keep previous uploads for reference.
• The values you enter for Term Campus, Term Title, Period Day and Period Title must exactly match a row in the timetable structure CSV that has been imported.
• Any empty fields will be filled with the previous non-empty value in that column.
• Title: this will show on the timetable. 
• Classroom: the room code input here links to resource booking. 
• Teacher code: this is the Schoolbox ID, not the Schoolbox User ID. This should match the 'External ID' input into the user import template.

3. Save as a CSV and upload into the blue field.

4. Select 'Preview Import'. If you receive errors (the text will appear in red), read the error message and amend the CSV as needed.

5. After you have checked the preview, select 'Run Import'. 

Importing Enrolment for Schools using the Schoolbox Data Store

The Enrolment import sets the relationship between a student and a class code. This gives them access to the class page and also adds the class to their timetable. 

You can also assign additional teachers other than the one defined in the Timetable Import.

1. Navigate to Administration >School Data Import > Enrolment

2. Select 'Download Template' and fill in the details. 

 Some things to note:

• Class details will not show in the timetable unless a class page with a matching code has been created.
• The class code specified in the ‘Enrolment’ CSV must match with the code specified in the ‘Timetable’ CSV.
• Student code: this is the Schoolbox ID, not the Schoolbox User ID. This should match the 'External ID' input into the user import template.

3. Save as a CSV and upload into the blue field.

4. Select 'Preview Import'. If you receive errors (the text will appear in red), read the error message and amend the CSV as needed.

5. After you have checked the preview, select 'Run Import'.