Auto-Import Users, Courses, Enrollment (Enterprise)

If your school or organization uses an SFTP server, or if you've used an automated import process with other systems, you can enable Schoology to automatically pull data from your SIS on a scheduled-basis.

Note: Schoology is optimized to process imports and exports (auto or manual) most quickly between the hours of 7pm to 6am Eastern Time (ET) from Monday to Sunday. Imports or exports that are run outside of this window will be slower to complete. Schoology strongly recommends performing or scheduling all imports, exports, and bulk deletions during this time frame, including manual imports as well as scheduled auto-imports, for optimal performance.

Step 1: File Setup

SFTP Configuration

Enter the following information for your school or organization's SFTP server:

  • Host
  • Username
  • Port
  • Password
  • Import Frequency
Note: These values will not be saved unless you have also set up the Path to File for Users, Courses, and/or Enrollments. Be sure to enter all of the information on this page before clicking "Save Changes". Additionally, the password will not be saved on this page but will need to be re-entered each time a change is made to the path to file for Users, courses, and/or Enrollments.

Each of the areas of configuration display the information required in the CSV file for import.

Users

Once you've entered the SFTP information above, you can begin mapping the information from your SIS to Schoology. Users are matched by school UID (unique identifier, e.g. student ID). Email addresses, school UIDs, and usernames must be unique, and each user must have a username or an email address (or both). The option to use the same SFTP as entered above is enabled by default. However, you may choose to use another SFTP server for each automated import.

  • SFTP–Select Same configuration as above to use the settings from the SFTP Configuration area. Uncheck the box to set up a different configuration.
  • Path to File–You may choose to use a directory strategy, rather than a path to file to locate the CSV files for import.
  • Roles–Input the values from your import file that represents each role.
  • School–Input the values from your import file that represents each school.

Preferred Name

If you include preferred name columns in the import files, select whether to display the preferred name in place of, or in addition to, the user first names.

Select Override existing settings in Schoology to replace the current user setting in Schoology with the selection from the Preferred Name Display area.

Email Conflicts

In the case that a user has created an account using an email address listed in your file, you must decide how you'd like Schoology to handle account-creation.

    • Don't allow duplicates–If john@schoology.com already exists in the system (either at your school, or as an individual account), selecting this option will not create another account in Schoology.
    • Create account with Username–If john@schoology.com already exists in the system (either at your school, or at another school), selecting this option will create an account with the email prefix, "john" as the username.  If your XLS or CSV file already specifies a username (e.g. johnsmith), an account will be created using the specified username.
    • (Only if you have a custom domain or claimed domain) Merge account with your claimed domains–When you select this option all accounts created will either have an email address through the custom or claimed domain or a username. If your organization’s custom or claimed domain is myschool.com and you have users who have emails with a different domain, such as john@schoology.com, selecting this option will create an account using only the username, not with the email address with an outside domain.

Email Settings

Send Activation Email—If checked, users with a valid email address will receive an email with login instructions.

Note: These values may be different for each school or organization, depending on the system from which you're importing information.

Courses

Existing courses (matched by course code) will be used if found. Section codes must be unique across courses and grading periods (e.g. a course with code ENG1 can only have one section with code 1a for grading period QTR1.) whereas Section School Codes must be unique across all courses and all grading period within your school. The option to use the same SFTP as entered above is enabled by default. However, you may choose to use another SFTP server for each automated import. 

  • Path to File–You may choose to use a directory strategy, rather than a path to file to locate the CSV files for import.
  • Grading Periods—Input the values from your import file that represents each grading period. Please note that in your CSV file for import, grading periods must be separated by piping.
  • School—Input the values from your import file that represents each school.
Note: You cannot delete a course or section by removing it from the CSV file and re-importing via auto-import. Instead, you must delete it manually: either from the Courses area in the top menu (Delete Courses and Sections - Instructor Guide) or from the Delete tab (Using the Delete tab: Removing Courses and Sections).

Course Enrollment

Courses are matched by course code, section code/section school code, and the selected grading period(s). The option to use the same SFTP as entered above is enabled by default. However, you may choose to use another SFTP server for each automated import.

  • Path to File–You may choose to use a directory strategy, rather than a path to file to locate the CSV files for import.
  • Enroll based on–Choose the appropriate value from your SIS, either:
    Section School Code (Global unique identifier for the section - must be unique across all courses and sections in the institution, cannot be repeated.)
    –or– 
    Section Code (Section Code is used if you cannot generate global unique identifiers. However, if you use Section Code, then the combination of Course Code, Section Code, and Grading Period must be unique.)
  • Enrollment Type–Input the values that represent each enrollment type from your import file.
  • Grading Periods–(optional field if your SIS data utilizes Section School Code)Input the values from your import file that represents each grading period. Please note that in your CSV file for import, grading periods must be separated by piping.
  • Clear enrollments not in file–Enabling this option locates existing course sections by Course Code and Section Code/Section School Code, clears existing enrollment in the course, and replaces admin and members with users from the CSV file. Adding the same user back into the course restores that user's content in the course, as well.
  • Tip: To clear only the teacher in the course, import a file for the Admin Enrollment Type. To clear only the students of the course, import a file for the Member Enrollment Type.

Note: Checking Clear Enrollments Not in File only clears enrollments for the sections that have one or more enrollment entries. If you do not have a section listed in your enrollments file, the import does not affect the enrollments for that section.

In other words, this option does not compare the enrollments in the file to the enrollments in the entire district.  Instead, the system will compare the enrollments in the file to the enrollments of sections in Schoology that are also found in the file.

  • Do not update admin enrollments with this import–Enable this option to ignore Course Admins on import:
    • Course Admins are not added to a section even if they have a record in the import file.
    • Course Admins are not removed from a section even if they don't have a record in the import file.

This option is useful if you use the daily enrollment import process predominantly to keep your student enrollments in sync with your SIS, and do not need to include instructors with every import.

Note: If you enable this option you must manually update instructor changes to a section when required.

Parents

Parent-student associations are built by mapping the parents Unique User ID to the childs Unique User ID in the CSV file. The option to use the same SFTP as entered above is enabled by default. However, you may choose to use another SFTP server for each automated import.

  • Path to File–You may choose to use a directory strategy, rather than a path to file to locate the CSV files for import.

Step 2: Match Columns

Once you save changes to the File Setup, click the Continue button to match columns, or match fields of information. Each area you configured in step 1 displays in the step 2 to match columns of information.

Match ColumnsUsers

Click on the Match Columns— Users title to view the dropdown below. Match each Schoology Field to a column in the CSV file. A preview displays to the right of each row.

Match ColumnsCourses

Click Match Columns–Courses to open the dropdown menu. Match each Schoology Field to a column in the CSV file. A preview displays to the right of each row.

Match ColumnsEnrollments

Click Match Columns–Enrollments to open the dropdown menu. Match each Schoology Field to a column in the CSV file. A preview displays to the right of each row.

Match ColumnsParents

Click Match Columns–Parents to open the dropdown menu. Match each Schoology Field to a column in the CSV file. A preview displays to the right of each row.

Auto-Import_2.PNG

Status Log

The Status Log displays import success messages and error messages. To view details for a particular log, click the Job Title of the logged activity. If an error appears in the log, click the link in the Rows Affected column for more information about the error.

The error log that displays shows the first 50 rows that are affected by the error.

Click Download Full Report to download a CSV file containing the information about the error and all the affected rows.

In this example, you would click 150 rows in the Status Log to open a window with the first 50 rows listed; and then click Download Full Report to download a CSV containing all 150 affected rows.

Powered by Zendesk