This guide will walk you through setting up a family import file including tips to ensure a smooth import process.
To successfully import, ensure you have a valid Excel file saved as xlsx. This file must consist of 29 columns, with precise positioning of the columns being crucial. The following columns will be utilized: A, B, C, D, F, H, I, L, M, N, O, S, T, U, V, X, Y and the blanks columns E, G, J, K, P, Q, R, W must remain in the import file.
Note
All Classes and Enrollments must be imported in the same file
All prior data for classes and enrollments are removed at the beginning of each integration. Only new families, students and rooms will be imported, existing families, students and rooms will not be updated. Changes in Family, Student and room data will need to be update by hand. If you are importing the program name level name only new names will be added and changes to these names will need to be updated by hand.
What You Can Import
You can import the following details into our system:
- Location (Column A)
- Class Name (Column B)
- Class Program Name (Column C)
- Class Level Name (Column D)
- Day of the Week (Column F)
- Room (Column H)
- Instructors (Column I)
- Start Time (Column L)
- End Time (Column M)
- Student First Name (Column N)
- Student Last Name (Column O)
- Parent/Contact First Name (Column S)
- Parent/Contact Last Name (Column T)
- Cell Phone Number (Column U)
- Email Address (Column V)
- Gender (Column X)
- Birthdate (Column Y)
Required Fields
The following fields are mandatory for a successful import:
- Class Name
- Room Name (can be the same as Location)
- Student First and Last Name
- Contact First and Last Name
- Contact Cell Phone Number
- Gender
- Birthdate
Notes on Required Fields
- Birthdate must be formatted as
mm.dd.yyyy or mm/dd/yyyy
Note
Tip for formatting birthdates
To set up the proper formatting mm/dd/yyyy you will need to set it up as a text field not a date field. To convert the date field to a text field, create a new column and use the formula =TEXT(Y2, "mm/dd/yyyy"). To save the values in the new column, select all then choose Copy then Paste Values.
- Times cannot include seconds and the follow format are accepted as 08:00 AM, 08:00AM, 08:00am or 08:00 am
- Day of the Week must be abbreviated to the first three letters and capitalized (e.g., Mon, Tue, Wed) or the full name (e.g. Monday, Tuesday, Wednesday)
- Gender can be "Male", "male", "Female", "female"
Optional Fields
You may also include the following optional fields if desired:
- Program (add this in Column C)
- Level (add this in Column D)
Important Notes
- Instructors: The import file will not add new instructors unless they have already been added to your site. Make sure your instructors are set up before performing the import.
- Program and Level: These must be created in your site prior to importing for them to be successfully imported.
- Blank Columns: The following columns must remain empty and no data can be added to these columns in the spreadsheet except for C and D if you are importing program name and level name.
C (unless importing program name)
D (unless importing level name)
E
G
J
K
P
Q
R
W
Troubleshooting
If you encounter issues:
- Check Formatting: Ensure all fields meet the formatting requirements, especially date and time.
- Add Data to blank fields: Make sure all required columns have data in every cell.
- Verify Instructor Entries: Confirm that all instructors are pre-added to your system.
- Review Optional Fields: Make sure programs and levels are set up in advance if included.
For additional assistance, please contact MSC support at help@myskillchart.com