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Import Users/Rosters - Create New User Accounts

Learn how administrators import new users and create class rosters using the Import Users/Rosters bulk upload tools and templates.

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This article applies to districts that useÌýDirect Login and Manual Rostering. Direct Login means that teachers, students, and administrators log in atÌý. Manual Rostering means that teachers manually redeem program content and roster their own classes.



If you are unsure which Access Service applies to your district, please seeÌýÌýfor more information.Ìý

This article walks Organization Administrators through updating existing user accounts.

For a full page view of the demo, .

For a Spanish version of the demo, .

Using theÌýImport Users/RostersÌýbulk import process does not allow you to remove students, teachers, or classes from the organization account. For steps onÌýdropping staffÌýfrom the organization account, refer to theÌýManage Users for Manual Rostering DistrictsÌýarticle. For steps onÌýarchiving classes, refer to theÌýAdmin Tools - Archive ClassesÌýarticle.

To ensure you are completing each field correctly, we recommend having theÌýImport Users/Rosters - Template Instructions opened as well.

Article Contents

Access Import Users/Rosters

Create New User Accounts

Upload Users/Rosters File

Access Import Users/Rosters

1.Ìý

Note:ÌýIf you have both the Teacher and Administrator roles, you'll need to switch to your Administrator role on your Profile menu to access the Admin Tools. For steps on toggling between roles, refer to theÌýHow to Access Roles, Organizations, and Profile SettingÌýarticle.

2. Click onÌýImport Users/RostersÌýfrom the navigation menu.

3. Click on theÌýSelect SchoolÌýdrop-down and select the school you want to complete the import for.

If you are aÌýSchool Organization Administrator, you will need to select the school you want to complete the import for from yourÌýProfileÌýmenu in theÌýOrganizationÌýsection.

Create New User Accounts

1. Click on the desired file format for the Blank Template. The document will download to your device.

We highly recommend downloading theÌýExport Teachers & Students file to verify the users do not yet have an account created.

2. For every new user you need to roster, you must enter aÌýUser ID,ÌýRole,ÌýFirst Name, andÌýLast Name.

3. Enter aÌýGrade Level for every Student Role. This is an optional field. Leave the field blank for any with the Teacher Role.

4. We recommend entering anÌýEmailÌýfor each student if they have one assigned to them.

For any that have the Teacher Role, you must enter an email address.

5. Entering aÌýUsernameÌýandÌýPasswordÌýfor each user is optional. The system will generate a username andÌýtemporary password for each user if you leave these fields blank.

6. Leave theÌýUser GUIDÌýfield blank, as the system will generate one for each new user.

7. Save your roster file somewhere easy to locate on your device.Ìý

Upload Users/Rosters File

1. On theÌýImport Users/RostersÌýpage, click theÌýChoose FileÌýbutton and select the completed copy of the template from your device.

2. Click theÌýUploadÌýbutton.

The page will automatically navigate to theÌýUpload HistoryÌýpage. Depending on how large the file is, the time will vary on the upload process.

TheÌýStatusÌýof your importÌýshowsÌýits current stage of processing:ÌýÌý

  • QueuedÌýmeans that the import will be processed as soon as possible but has not started yet.ÌýÌý

  • In ProgressÌýmeans that the import has started processingÌýÌýÌý


To check the status of your import, click the RefreshÌýbutton at the top-right.Ìý

Once the status changes to Completed, your file has finished processing. If you see Completed with ErrorsÌýin theÌýStatusÌýcolumn, this means a portion of your file was unable to process some of the entered data.

You can click theÌýActionsÌýicon to download the Uploaded File, Completed File, or Error File.Ìý

Ìý

  • °Õ³ó±ð Uploaded FileÌýis the exact file that you uploaded (minus account passwords if you included those on your original file). It's available so that you can access it later if needed.Ìý
    Ìý

  • °Õ³ó±ð Completed FileÌýis a summary of all student, teacher, and class information that was processed successfully. Ìý

    • Each account created via the import process now has a system-generated User GUID.ÌýÌýÌý

    • If you left the username and password columns blank, the file contains the system-generated usernames along with a temporary password for each account. 

      • The temporary password will expire when it is initially used; theÌýstudentÌýwill be required to set their own permanent custom password once they log in to their account.

      • If the student(s)Ìýdon't access their account within 90 days of the temporary password being set, an administrator or teacher will need toÌýmanually reset their password.ÌýÌý

    • Share the usernameÌý(and password, if applicable)Ìýon this file withÌýthe teachersÌýso they can access their accounts as well as provide the students with their logins.
      Ìý

  • °Õ³ó±ð Error FileÌýis a summary of the students, teachers, and/or classes that did not process successfully. It shows the rows that triggered the error and the specific reason why these rows failed in theÌýErrorÌýcolumn on the far right.ÌýÌý

    • If the data was partially processed and aÌýstudent, teacher,Ìýand/or class was created, the ErrorÌýfile will include the relevant GUIDs for thoseÌýstudent(s), teacher(s), and/or class(es).ÌýÌý

    • You can review the error message(s) and correct the information.ÌýCorrectÌýthe issues described in the error message,Ìýsave the updated file to your computer, and re-import it.

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