How do I import users in bulk?

This document explains how to import both student and staff bulk enrollment files into Classworks. Both staff and students can be on the same file, or you can import two separate files (one for students and one for staff members) if you prefer.

Only users with District Administrative rights within Classworks can perform the following steps.

Step-by-Step Guidance

Prepare your File

Extract the required data from your SIS into a .csv file. It must be saved in a .csv format.
If you are using a Mac, you will need to save your file in a MS-DOS Comma Separated (.csv) format to ensure students/staff are matched to the appropriate schools.
Each Field (required fields listed below) must be its own separate column.
Click here to download a sample .csv file with the correct column headings.

Required Fields

These fields contain the information necessary to create Classworks accounts for staff and students

First Name: Enter the user’s legal first name. This field accepts alphabetical characters (A–Z) and spaces only. Punctuation marks and accent symbols are not allowed.	Birthdate: Enter the user's birthdate - from the SIS.
Last Name: Enter the user’s legal last or family name. This field accepts alphabetical characters (A–Z) and spaces only. Punctuation marks and accent symbols are not allowed.	User Type: Indicate the type of account this user needs by typing either a 0 or a 1. 0 = student user 1 = staff account
Username: Enter the user's established username from the school information system (SIS).	Grade: Indicate the enrolled grade for each student user. May be left blank for staff users.
District ID: Enter the user's district ID number from the SIS.	Email Address: Enter the user's email address - this will be used to support single sign-on for all users and to verify email addresses for staff users.
Password: Enter a unique and secure password with at least seven characters, including letters, numbers, and symbols.	School SIS ID: Enter the school code for each student - this can be found on the schools tab under Manage Classworks.

The Department of Education typically assigns School SIS ID numbers in each state. If you are unsure about your school's SIS ID number, follow the steps outlined below to see the information stored in Classworks.

Check The School SIS ID Numbers

Log in to Classworks
Click Manage Classworks

Select Schools from the tabs at the top of the screen

Use the School dropdown menu to view each school's SIS ID

Notice the School's SIS Code in the table along the right side of the screen. The information entered for each user must match this exactly; otherwise, users will only be added to the district, and not enrolled at a school within Classworks.

Optional Fields

This information can also be included in the uploaded file.

Identifying Information

Prefix
Middle Name
Suffix
State User ID
Alternate User ID

Demographic Subgroup Information

Gender
Ethnicity
Disabled
Limited English
Economically Disadvantaged
Migrant

Upload the User Enrollment File

In the top right, click your name and select the Manage Classworks page.

Select the Import sub-tab.

Click on “+ Create New” link.

Select the import type: User Data.

Select a File: Add a description for the enrollment information that will be uploaded. This is an optional step. (Example: First Street ES Student File)

Click the Upload File button to select the .csv file that contains all student and/or staff data for the bulk enrollment import. You will see a pop-up and click on Choose Files. Navigate to wherever you have your files stored.

After selecting the file(s), click Send and then click Next.

Enrollment Process

Map Fields

On this screen, match the import fields from the .csv file to the user fields in Classworks.

The fields that are required to be matched are denoted by an asterisk (*).

Click the Classworks field and the field in the table along the right, and click "Match."

Once all required fields have been matched, click Next

School Mapping

Map each school with the corresponding Classworks value. Select the correct school name from the drop-down box to the left of each value. When you have finished mapping, click Next.

Validate File

The Validate File screen allows you to review any errors and/or potential issues that exist on your imported file and also provides suggestions on how to resolve them.

All errors must be resolved before moving on to the next step in the enrollment process.
The yellow caution symbol indicates an issue has been detected in the file that may cause a problem. Although you can continue, we highly recommend fixing the issue before moving forward.

Additional Actions

The Additional Actions screen allows you to choose a resolution for any conflicts that may be found during the enrollment process.

CONFLICT RESOLUTION:

“Imported Record Wins” means that when a conflict occurs, the information on your imported file will replace the information already in the Classworks manager.
“Existing Record Wins” means that when a conflict occurs, the information already in the manager will NOT be replaced by what is in your imported file.

What is a conflict? A conflict occurs when a user on the file is matched with a user already in the Classworks system, but there is a field that is different in the file than what is in the system.

Example: Robert Smith is on the import file, and Bob Smith is in the Classworks manager. Since the district ID numbers are identical for both users, Classworks identifies these two as the same user and will match them. The selections made on this screen tell Classworks how to handle the fact that there is a field different in the file than in the manager (in this case, the user's first name).

MAINTAIN EXISTING USERS' PASSWORDS:

“Maintain Password” will keep the password that is already assigned to each user in the Classworks manager.
“Overwrite Password” will overwrite the password that is already in the Classworks manager with what is in your import file.

The actions described below are optional and can be performed during the enrollment process.

ADD USERS TO CUSTOM GROUP: Select this box if you would like the student users to be automatically placed in a custom group within Classworks.

Note: Custom groups must be created before completing this step. All users on the file will be added to the custom group if this option is selected.

EMAIL USERS THEIR LOGIN INFORMATION: Select this box if you would like all staff users to receive their login information by email.

Once all options have been selected, click Next.

Review screen

Review your selections chosen in steps 1-5.
Once you have reviewed all, click Submit to complete the enrollment process.

All enrollment processing will be performed during off-peak hours. You will receive notification via email once the process has been completed and all users have been enrolled.

Import History

After submitting the file, you can access the details of the import by navigating back to the Administration page > Import sub-tab.

You will see the following:

Import Number
Description (if you entered one)
Type
Status
Complete Date

Click on the Import Number to view the details of the import.

You can also download a copy of the file that was imported.

In the screenshot below, you'll see that import number 00005 has a Scheduled Status

Once the import has been completed, you'll see that the status has been updated