Before your rollover, archive old containers and groups and remove staff who have left. To add new starters before they are admitted in your MIS/LMS, complete the pre-admissions import template and return it to SchoolsBuddy. To hold back grade, class or house changes, contact us before your rollover date.
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End of year rollover: pre-admissions and grade, year and subject changes
For school administrators preparing SchoolsBuddy for the new academic year.
Many schools keep working after the academic year ends. You may want new starters in SchoolsBuddy for holiday clubs before they are admitted in your MIS/LMS, hide grade, class or house changes until you are ready to release them, or let leavers keep access to holiday activities.
| I want to | Go to |
|---|---|
| Tidy up last year's data | Tidy up before rollover |
| Add new starters before admission | Add pre-admission students manually |
| Control grade, year, subject or class changes | Change grades, years, subjects and classes |
Tidy up before rollover
We recommend a good tidy up of the previous year first. Watch our webinar Rolling Over Your School Year Data. It covers archiving containers and groups, removing staff members who have left and keeping your accounts up to date.
Archived containers and groups can still be cloned or copied for next term, and their historical data still appears in reports. Archiving makes Reception > Groups easier to navigate, so you can find your current groups quickly.
Add pre-admission students manually
Wonde schools: see Adding Pre-Admission Students to SchoolsBuddy via Wonde.
SchoolsBuddy can import pre-admission students using a CSV UTF-8 import template (see the attachment). Once imported, you can send their SchoolsBuddy activation emails. This is a one-time manual import, so tell us the best time to run it: when you have as many students as possible in pre-admissions.
SchoolsBuddy provides a data import template for the new starters. Complete it using the SIS IDs the students will have once they are admitted.
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Before returning the template, check that:
All the names are on the sheet.
You have not changed the column names or removed or altered any data supplied in the template.
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Parent or guardian information is next to each student. There is space for two contacts: Parent 1 (red) and Parent 2 (yellow).
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Cells are left blank where a contact has no email address or telephone number.
Return the completed template to SchoolsBuddy. We review the data, import it and confirm when you are ready to send activation emails.
If a new student has a sibling already at the school, the parents may already have active SchoolsBuddy accounts. They can log in straight away and see activities for both children, and do not need a second activation email.
Change grades, years, subjects and classes
Depending on your school's MIS/LMS, we can stop all updates, or stop some updates such as grades or years, subjects, classes or houses. For iSAMS, we can also stop leavers being removed on request, if you want them to stay active on SchoolsBuddy for a while.
Contact us before your rollover date to discuss the best option for you.
Schools using the manual CSV import
If we do not receive data from your MIS/LMS, download an export of the student and parent data we hold from Reception > Reports. Make your updates and return the file to us to be reimported.
Use the same IDs as in the export. It contains the SchoolsBuddy unique ID we use to make updates, as well as your MIS ID.
All details apart from IDs are editable.
Take care not to create extra groups through different spellings or extra spaces, for example "Year 2" and "Year 2".
Keep all leavers and alumni in the sheet, but enter 1 in the final column (Is Deleted). Their information is kept for historical records.
Use a separate template to import new starters (see the attached sample with the minimum required fields).
Still need help?
Submit a request- Student_Import_Template.csv320 Bytes