6.E) Update Database-preparing for new semester or year

Using the Update Database button to make a lot of changes (such as new teacher(s) or start of new year) all at once.

We have a feature that will allow you to change or “update” your database to change Teacher Mgrs and or Learning Tracks for all or most of your students all at once.  See the teal button (pictured to the right) on your dashboard that says “Update database.”

This update can only be done from within the owner or Subscription Manager’s account.

 

This will enable you to update as many Teacher Mgrs or Learning Tracks as you want with one import.  Handy for starting the new school year!   When you click on the Update Database button you’ll see the pop-up. pictured below, that tells you what to do, but we’ll cover it anyway.

 

You start by hitting “Click here” to get an up-to-date file of all the student logins in your account.  (Hopefully, you do this when no one is around making changes in the student logins or Learning Tracks while you are doing this.)

Change this file to update your database. 

You can then make changes in this file as you want.  You can change the number of the Learning Track for students to a different code.  You can change the Teacher Mgrs by putting in the email address of a different Teacher Mgr (who is already in your account).  You can delete the logins of students who are no longer with you.  You can add new student logins.  You can do these changes but leave the username and password intact for existing students, so they can login as they did before.  This will also retain their progress and the record of the Learning Tracks they have completed.

Save As CSV (Comma delimited)

Now for the hard part.  After making changes, save the file with a new name but choose SAVE AS and pick CSV (comma delimited) as the file type.  This is the only way it will import.  You can save as Comma Delimited from a Mac if you save it in Google first, then save as Comma Delimited.  Be sure to rename so you know which is the new file!

 

Now you are ready to import it back again.  Click on the Update Database button.  See the choose file box, and browse to find the new file you just created.  Then click on the blue button to Parse File and it should all happen for you.  You will immediately (well, almost immediately) get a report on this pop-up telling you of any problems.  You may have some rows that will not import because of issues.  You can fix those and re-import the whole file.

As always, we’re here to help if you get stuck. Email Dr Don at [email protected]   If you get something technically weird, please use the green feedback button on the right hand edge of your screen to report glitches directly to the technical experts.

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