Step 1: Preparing your data
- Active student users in Kerboodle will need their Unique pupil number (UPN) added to their Kerboodle accounts. For any students who are not active please follow the instructions to archive the user.
- You have two options to update contacts.
- Option 1: Use the new CSV template to bulk add the UPN to student accounts. Please do not add, remove, reorder or change the column headings or your CSV upload will fail. Download the new CSV Template Here
- Option 2: Exporting current users from Kerboodle and adding students UPN.
- Log in to your administrator account.
- Select students or the year group or class in left-hand menu, click on the CSV button and then select Export CSV.
- Your CSV will download to a folder on your computer.
- When you open the exported CSV file, it will contain a copy of the student data that is held on the Kerboodle platform.
- Once downloaded you will be able to add your UPNs to your existing students. .
Fill in the CSV template with details of the students and year groups you wish to update. Kerboodle requires the CSV template to have the following headers:
| Surname (mandatory) | Maximum number of characters = 40 |
| First name (optional) | Maximum number of characters = 25 |
| Admission Number (mandatory) | Maximum characters = 50. Needs to be unique to each student. Ensure that prior to saving your file your admission numbers are in the correct format. If your admission numbers are 12+ characters then they may show in scientific notation (E+12) in Excel, to correct this select the column, right click then select ‘format cells’, choose ‘number’ then ensure decimal places is at ‘0’, finally click on ‘ok’. |
| Year (mandatory) | Year Group naming should match what is currently in Kerboodle, including spaces, upper/lower case. |
| Email address (optional) | Maximum number of characters = 75. |
| Username (optional) | Maximum number of characters = 40. If you do not need optional headers, then leave them blank but do not remove them from the CSV template. |
| UPN (optional) | This new field is required for MIS sync. A UPN is a unique 13-character code that is allocated to every pupil attending a state-funded school in England. UPNs should be stored in your school’s MIS. |
- You can have up to 400 students at a time in your CSV file. So, you may need to create more than one CSV file if you have more that 400 active students currently on Kerboodle.
- Please check the year groups you have listed in your CSV and check that their naming exactly matches what can be seen on your school’s Kerboodle account (e.g. exact same capitalisation, spacing and special characters). If for example a year group is listed as ‘year7’ on the CSV but on your school’s Kerboodle account it shows as ‘Year 7’, after the CSV is uploaded a new year ‘year7’ will be created and the students will be moved out of their previous year group ‘Year 7’ and into the new year group. This is a situation we want to avoid.
- Once you have filled student details in the CSV template, click on ‘Save As’ and enter a relevant file name, such as ‘Year 7 – UPN added’ in the ‘File name’ box. Select .csv in the ‘Save as type’ box to ensure that you save the file as a .csv file. Ensure you save the file in a CSV (comma delimited) (*.csv) file and not in a CSV UTF-8 format as this file type will be rejected.
Step 2: Import your CSV
- Click on the CSV button and then select Import CSV from the dropdown menu.
- In the window that appears, click Choose File, find your file in your network, and click Import.
- You will see a message appear on the screen confirming that your import is in progress.
- Once your import is complete an email will be sent to your registered email address.
- Please do not attempt to re-import the same CSV template until you have received an email confirming the success or failure of your import.
- If your import has been successful, you should be able to see that the UPN field of a student user is now filled. You may need to refresh your page.
- If your import has been unsuccessful, you will receive an email detailing the errors. You will be required to amend the specified errors in your CSV template and re-upload it.