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Importing student accounts

Accounts can be imported in batch by uploading a spreadsheet file. Such a file can easily be composed in Excel or OpenOffice. Every line or row in the file represents one account. The following file formats are supported:

  • XLSX: Spreadsheet document from Microsoft Excel, version 2007 and higher

  • ODS: OpenDocument Spreadsheet, for example OpenOffice.org and LibreOffice Calc

  • CSV: comma separated values

On the overview page the files you wish to import or have imported are listed. Files older than two weeks are automatically deleted.

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To enroll a large number of students at once, log in as administrator and go to the ‘students’ tab. Click on ‘Import student accounts’.

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Click on the + icon.

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Make sure your file has the same format as the given columns. 

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If you do not want to have all student information in the system, you can uncheck these in your settings. (Settings -> Import & export, once done click on ‘ok’ at the bottom of the page.) We suggest to only check the required fields and group or parent group. 

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Click on the box with the arrow pointing outwards to upload your file and click on ‘add’.

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Example of an Excel file:

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On the page of the file, you then can see the default settings and a table with the file contents, as configured in the Import and export settings. Errors are listed before the table and shown in the table. Choose the right setting for the header row (yes or no) and click on ‘Import’ to import all the students. When in the general settings 'temporary generated password via email' is selected, for every new account a welcome message is sent out immediately.

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Follow these rules when assembling a file:

  • The fields 'Username', 'First name', 'Last name' and 'Email address' may not be left empty.

  • When you have chosen to have a short form for new accounts with only email addresses in General settings, the 'Username', 'First name', 'Last name' are optional. When the 'Username' is missing in the file, the email address is used as the username. When the first name and last name are missing, the user will have to fill this in after the first login.

  • The 'Username' field should be unique within the complete student administration of the site .

  • When a student with the same 'Username' exists and this student has the same 'First name' and 'Last name', no new student account will be created. No error message is generated. If the student is not yet a member of the specified 'Group', the student will be added to the group.

  • When a student with the same 'Username' exists and this student has a different 'First name' or 'Last name', an error message is generated.

  • The field 'Password' will be ignored if the account details are sent automatically by e-mail. For more information.

  • The field 'Password' may not be empty if initial passwords are settable by the administrator or teacher in the General settings.

  • The field 'Country' contains the ISO 3166-1 alpha-2 code and the field 'Region' the last part of the ISO 3166-2 code. Regions are only supported for a limited number of countries.

  • The name of the group may refer to an existing group. In this case, the student is added to the group.

  • If the name of the group does not exist yet, it is created during import.

  • When a 'Parent group' has been specified, the new 'Group' will be created as a child. Otherwise the new group is added as a 'main' group that is not nested.

  • Use several lines (rows in Excel) to assign students to different groups. Make sure only the field 'Group' (and optionally the 'Parent group') differs.

  • You can use a header line (e.g. "Username, First name, Surname..." etc). You can specify this in the Import and export settings. The first line or row of a file with a header line will be ignored.

If you want to delete the file, because for example it was successfully imported or because it contains incorrect values, you can delete it manually. Click the icon X 'Delete file' and confirm.

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