In the Users area, District users can manually import a batch of new users from the same district to KEV applications. These steps can be helpful when:

  • As part of yearly or termly cycles, uploading many new users at once is important.
  • Large amounts of user data are already available from sources in your district like the SIS or HR platform. Often small modifications are needed to import this data in batch.


TABLE OF CONTENTS


Before you begin

  • This article refers to the Users experience within SchoolCash Accounting and SchoolFunds Online. If your district uses the legacy User Maintenance experience previously available with KEV applications, see District Level - How to Use User Maintenance (August 2013).
  • Only District Users can perform the steps described in this article.
  • To view the steps to importing a single new user, see Add a new user.


Import new users in batch

1. Open the Users area

After logging in to the system, open the Users area.

  • In SchoolCash Accounting, click USERS in the left navigation.
  • In SchoolFunds Online, click ADMIN > Users.


2. Open IMPORT/EXPORT

Begin by opening IMPORT/EXPORT from the top of the page.

Image of the IMPORT/EXPORT option.


3. Choose a user type to import

Select the Import option associated with District Users or with School Users. 

  • District Users receive access to all schools in the district with their assigned roles.
  • School Users receive access to one or more schools in the district with their assigned roles.

Image of the IMPORT/EXPORT area which identifies the Import option associated with either District Users or School Users 

4. Prepare the import file

Choose an import method: 

  • Use the GET TEMPLATE method when adding a large batch of new users or when freshly getting started with KEV applications.
  • Use the EXPORT RECORDS method when it would be helpful to download and modify existing records before uploading them back to the Users area. It is possible to manually add new users with this method while modifying existing users.

Image of the IMPORT SCHOOL USERS menu with the GET TEMPLATE and EXPORT RECORDS options identified.


GET TEMPLATE

  1. Click GET TEMPLATE to download a pre-formatted file with sample user data that you can modify to include actual user data.
  2. Using a spreadsheet application or other similar application on your computer, replace the sample user data with data about the users from your district. Note that required fields are flagged with an asterisk *.
    Image with sample data about JohnSmith


EXPORT RECORDS

  1. Click EXPORT RECORDS.
  2. Using the provided fields, optionally filter for Role, Status, Schools, or Bank Accounts. Click EXPORT to download a file with the selected user data.
  3. Using a spreadsheet application or other similar application on your computer, update the user data or add new users from your district. Note that required fields are flagged with an asterisk *.
    Image of the EXPORT option in the EXPORT School-Level Users area.

    School-level User required fields:

    Column 1: User ID*
    Column 2: First Name*
    Column 3: Last Name*
    Column 4: Email* – Provide user’s district-issued email address
    Column 5: User Status* – ‘Active’ or ‘Inactive’
    Column 6: School Number*
    Column 7: School Name
    Column 8: Bank Account Name – (ex. ‘All’ of ‘Savings’) – If left blank, will default to ‘All’
    Column 9: Role Name* - Choose from the list of ‘Roles Available’
    Column 10: Role Status* - ‘Active’ or ‘Revoked’

    District-wide User required fields:

    Column 1: User ID*
    Column 2: First Name*
    Column 3: Last Name*
    Column 4: Email* – Provide user’s district-issued email address
    Column 5: User Status* – ‘Active’ or ‘Inactive’
    Column 6: Role Name* - Choose from the list of ‘Roles Available’
    Column 7: Role Status* - ‘Active’ or ‘Revoked’

  4. After preparing your import file using the GET TEMPLATE or EXPORT RECORDS method, click I HAVE MY FILE READY to proceed.


Ensure that you save the import file using the CSV file type.


5. Upload the import file

In this step, upload the import file containing the user data you prepared in the previous step.Image of the File Requirements when importing a users file.

  • Click UPLOAD FILE to locate and upload the import file from your device.
  • Click REPLACE FILE if you've previously uploaded an import file during this work session and wish to replace it with a newer version.


6. Review and approve the import file data

Use the review step to ensure that the imported file contains valid user data before finalizing.

Image of the IMPORT SCHOOL USERS review area with sample details about the file imported identified.

  • Click the View Details link where available to view affected records or users. For example, clicking the View Details option associated with 3 user records will not be imported will list user records which the system has identified as problematic for import.
  • Click APPROVE to confirm the import, or;
  • Click CANCEL to return to the previous step.