Class enrolment import

Once you have created the classes, you can bulk import class enrolment for your students. You must first have your students and classes already imported to complete this.

This can be useful if you have organised your enrolment externally and just need to update your MySchool data for rollover.

The create class enrolments will enrol the student in a new class only if they have no class enrolment data for the target year and your system is set to single class enrolment. If your system has overlapping class enrolment activated, then you add a new class enrolment to an existing record. The student will be enrolled in both classes.

The update to existing enrolment records is for start and end dates only. It will not update class enrolment. You can only use the system ID to alter these enrolments. This is a custom report available for you. 

What are the options?

There are various options for importing your class enrolments. 

Let's first take a look at what is available for import;

Students can be imported using either of the three options. If you use names, then you just need to be wary of students with the same name, as the same will not be able to distinguish between two John Smiths. We suggest you delete the import entry to avoid confusion and process these students manually. 

We would always advise using the legacy ID for first-time imports. The legacy ID can be from your previous system, or solely created for mapping. This must be unique as explained in the student import stage.

If you have already enrolled the students into a holding/import class, you can use their MySchool ID for the class enrolment import. Each user in MySchool has a unique ID. You can see this in the URL when you check a profile. You can also see this on the security tab of their profile. More importantly, you can extract this using quick reports to help with enrolment.

Start and end dates should only be entered if you have students that start late in the year or finish before the end date. If left empty the system will enrol the student for the full year based on your year management dates.

Build the import sheet

If you use names then the import sheet must be one of the two expected formats;

• firstname lastname (space between the two)
• Lastname, Firstname (comma operating the two)

If you choose MSM UID for the students and then go to quick report, set your export options as below.

The final sheet should contain rows of students using either option. Do not map both the name option and ID for import, choose the best option that suits your data.

Upload and map the fields

The same steps are to be followed, choose the target year and upload your template. 

Then map your import according to your template;

Once completed the list of students in their new courses, will allow you to rectify any errors, before validating and confirming the import.

What can I do if I enrolled all my students into one class and now need to enrol them correctly?

For rollover or as part of onboarding, you may have uploaded all your students into a holding class, waiting for confirmation of which cohort or class they should be assigned to. We can use the import tool to help here. Contact your CSM for further details to activate dual enrolment which will allow you to easily transfer these students out of their holding class.