Student records can be updated manually via SETTINGS | STUDENTS or using the NEW Bulk Update feature in the Student Settings screen.
To use Bulk Update:
- Open REPORTS Menu
- Output a Student Report to Excel using the Active students filter if required
- Open the output in Excel
- Insert a column between Grade and Address
- Label the new column "Admission Year" and populate this column with the Current Year - e.g. 2024. This is required, regardless of what data is being updated to ensure that the student's current grade is maintained accurately.
- Make your data changes/updates to the Student Report Output file
- Remove any records that do not require an Update
- Open SETTINGS | STUDENTS Menu
- Select "Update Student" Button
- Download the Sample file from the update window
- Open the Sample FIle
- Use Copy and Paste Values to move the records to be updated from your Student Report Output file to the sample file.
- Double check that your data has transferred to the correct columns in the sample file
- Remove any additional header or sample rows, leaving only the Row 1 header and your data rows.
- Save your Sample file ready for Upload (csv format)
- Add your prepared file to the Upload Window - pictured below
- Select "Upload" button
- WAIT for the Green confirmation message that your file is being processed.
- Close the File upload window and continue using Rollcall system while the update runs.
- To check the progress and results of the Update select the Update Student button and navigate to the "History" tab
- View Update error logs by clicking the "View" ICON on the far right hand side of the entry in the history log.
TIPS
- The feature works best in Google Chrome Browser (Safari may display sample file headers as text, rather than download a file)
- The feature uses the student RCID to perform the update on existing students only and this is why it must be initiated from the Student report
- Use the Import feature to add new students or parents to the Rollcall system
- It is normal for the Update to take an hour or more to complete if there are many changes to make and/or the update is attempted during peak operational times.