Onboarding with MySchool

Once you have completed the first part of the trial onboarding, you can now start uploading your data. The onboarding wizard will guide you through the steps. Here we will outline each step to show how easy it is to get your school set up as quickly and as easily as we can.

What are the steps?

1. Term and timetable configuration

Before starting then, check out this video which explains how to create terms and timetable for the wizard.

Terms are the operational periods of the school. they are used to determine assessment reports as well. For more information please consult this article. Here are a few examples of how to configure your terms.

• Tri/Quadrimestriel term (Term 1, 2, 3 or 4, or autumn, winter, spring and summer)
• Semestriel (Semester 1, Semester 2 or Half year, end of year)
• Monthly (September, October, November etc)
• Or mix and match using a combination of the above. 

During the onboarding, the system asks you to build the period configuration for your newly created school levels. For more information about timetables then please have a look at this article. 

2. Import your students

Use the import template and follow the onscreen import wizard to import the complete list of students. Check out the student profile page to match your existing data with MySchool fields. If you have data fields with no matching MySchool data field then leave these to one side and these can be completed after your onboarding.

Note that once students are imported, they can be searched using advanced search only. Quick search is only applicable to students who are enrolled in an actual class.

3. Import staff & guardians

Click here for the download template.

Here you can start to import the users. Please go through this article to understand the relevant data fields available in a MySchool user profile. If you have fields that do not match any of our default, then we can create custom fields and update these after onboarding. 

If a user is both a staff member and a guardian then please create one profile for them. These users will be able to switch between both staff and guardian profiles with the same user credentials. Please do not import duplicate profiles.

4. Import classes

Download the import template here.

You can either create classes manually or follow the onboarding steps to upload your class structure. Make sure you have read through the articles to fully understand the levels within your MySchool instance. Depending on your structure you can create one class per class level or have multiple classes within the same class level. Students can only be enrolled in one class at one time. 

You do not need to create a withdrawn (leavers) or Not processed (new applicants) class. These are created automatically by the system. 

5. Import class enrolments

Click here for the template.

If you have class enrolments already determined for the current scholastic year, then the students can be enrolled into the pre created classes. If you wish to manually enroll your students, then create a not processed class, and enroll all your students into this whilst you confirm their enrolment. 

We would advise using the MySchool user ID for the newly created students, or the external ID if you have used this for the original import. The student names need to be exact match if you are using their Surname, Name as the import key.

6. Relationships

Please check out the steps and download the template here before processing the import.

Users become guardians when they are attached to a student with an appropriate relationship type. This will allow them access to the guardian portal, and also class them as a guardian user in the system. Brothers and sisters should not be added to the relationship file. We would advise importing mother & father as main contacts to begin with. If you wish to add emergency contacts or extra family members, then reach out to the onboarding team to discuss relationship types. A full list of accepted relationship types can be provided.

7. Subjects

Open this article to download subject, course, and course enrolment templates.

Subjects are an integral part of the educational content in your MySchool instance. Please read through this article for further information on how subjects control your assessment system. Students are not directly enrolled into a subject. A subject is created per class level e.g. Math yr1, Math yr 2. If you have a track system in place then create Math track 1 yr 1, Math track 2 yr 1, and math track 3 yr 1 as separate subjects only if their assessment criteria is different. Classification of students can be obtained using course enrolment. 

8. Courses

Courses are used to enrol students to a subject. Students are enrolled into courses for assessment and attendance purposes. Normally courses will last for the full academic year, but can be restricted to specific terms. Courses are used when you start building your students timetable. Please read through this article which explains courses.

9. Import your course enrolment

Once the course are created, you can enrol your students into the courses. This will complete the onboarding phase, and your school is ready for you to start configuring the modules. we would suggest discussing attendance and assessments as a first step with your CSM contact.