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Data file column headings must exactly match the wording of the column headings in the Group Member section of the Group Enrolment. e.g. First Name, Last Name, Date of Birth
For Group Leaders (GL), type Yes in the Group Leader column for the selected Group Member(s) in the spreadsheet.
The data will load in the order of the data file; Group Leaders should always be placed at the top of list of Group Members in the data file.
If specific bookings have been created before the data is uploaded, e.g. Student Number 2 on the system has a different accommodation or meal type to the rest of the group, the student affected on the data file must appear as second on the list (in order to be linked to their specific booking).
The order of the columns in the data file does NOT need to match the order of the columns in the Group Members section.
It is possible to add additional columns, e.g. Nationality. To do this please raise a ticket in the Schoolworks Service Desk or email support@schoolworks.co.uk
A typical data file, in Excel, could look like this:
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IMPORTANT - uploading student data more than once We recommend only uploading the student data once. However, it is possible do this more often; however, if you upload again, the information in your data file WILL OVERWRITE the information already entered. This is acceptable if NO specific bookings have been made for specific students and everyone has the same course, accommodation and transfers booked. (A warning message will advise that information is to be over written). To retain specific bookings against the correct student, they must appear in the same place on the data file that they do on the system. e.g. if student 3 in the Group Members section has a special diet already entered, then this student must appear in position 3 in the data file before it is uploaded. The same applies for Group Leaders. To be certain that all bookings are retained against the same student we recommend that a check is undertaken to ensure that the order of students match on the data file to the Group Members section. And new students in the group should appear at the end of the data file. If students are no longer coming, they should be deleted from the Group Members section before uploading the data. NOTE: once data has been uploaded once, the system will place the Group Leaders at the top alphabetically, based on First Name and Last Name. THEN, it will list students alphabetically, based on First Name and Last Name. If uploading a new file, please ensure the data file is sorted alphabetically prior to uploading (as per the above). Student Uploads can be undertaken before and after Student Accounts have been created; however, new uploads should not be done once you have started to place students in their accommodation, as fresh uploads could change the student names in the Group Members section (if not in the same order), but it will NOT update the placements already made. This could create confusion with which student is staying with which host. |
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