In the app 'Data Manager' you can use the 'Data Importer' tool to import new records (or update existing records) into:
Why do I need to prepare my data?
Student CRM looks carefully at each record in your data file to see if it can be imported successfully into your chosen destination. Let's say you want to import 5,000 students into Student database: if you take a little time to follow the Guides below before you click the 'Upload your Data' button, the chances are you will get a fast and complete import the first time.
Remember, we provide different templates for you to complete using the correct Guide for that app. In this example, the template requires you to add your Contacts & Organisations records in before you upload it into Contact Manager (CTM).
Just pick your destination app below and download the guide to start preparing your data.
Please note:
❗ You can only import a maximum of 10,000 records at a time.
❗ If your data contains any Emoji characters, these will be stripped out of the data on import.
Applications (Passive)
Purpose: Use this to import new or update existing application records into a Passive occurrence of Applications instead of using an API.
❗ Please note: If you've previously used an API to import these records, you'll need to ask Customer Support to change the Occurrence's import method to "manually via imports in Data Manager".
Likewise, if you want to change a "manual" Occurrence to work with an API, you'll need to ask the import mode to be changed to "automatically via API".
Student Matching happens in the usual manner. Please see the guidance on the Developer's Center (use your normal login details) for how Status matching, Course matching and Deferrals and Course Changes work.
Contact Manager (CTM)
Purpose: Use this to import new and/or update existing CTM records. Click these links to download what you need to import data:
Course & Subjects (CRS)
Purpose: Use this to import new Course records or amend existing Course records in bulk. Click these links to download what you need to import data:
Please note: All courses will be imported as Draft status.
Mobile Event Capture (MEC)
Purpose: Use this to import new MEC records. Click these links to download what you need to import data:
Rapid Response (RAP)
Purpose: Use this to import new RAP records (and to import new Student Database (SDB) records, see next section). Click these links to download what you need to import data:
Student Database (SDB)
Purpose: Use this to update existing SDB records. Click these links to download what you need to import data:
SDB tip: if you want to import completely new students into the Student Database (SDB) please use the Rapid Response (RAP) template and Guide above. RAP allows you to create students in Student Database (SDB) whilst adding extra academic fields such as Year or Entry, Level of Study, Subject, Course, Intake etc.
When it matches an existing record
Data Importer processes each row in turn, starting at the top of your data file.
If it matches an existing record, then it updates the existing student. (To see the matching and updating rules please see the XLS Guides above.)
If the row it is processing doesn't match any existing record, it creates a new one.
If it doesn't like the row it is processing, it writes a helpful error message at the end of that row, ie: "no email address" and skips to the next one. (You can download these errored records to fix them and upload again).
When it reaches the last row, it changes the status from 'processing' to 'finished' and shows you the results.
Summary:
Follow the Guide to prepare your data, and ensure a fast and complete import every time.