SchoolCash Support Portal

In the Users area, District users can batch-edit details about many users at once. These steps can help at the beginning of a new school year or school term when many members of staff have possibly made changes to their name or email information. 

This article addresses batch-editing the following user details: 

• First Name
• Last Name
• Email

TABLE OF CONTENTS

• Before you begin
• Edit user details in batch
  • 1. Open the Users area
  • 2. Export a list of users that you wish to edit
  • 3. Edit the exported user file
  • 4. Upload the edited user file
  • 5. Review and approve the imported file data

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 make changes to a single user or to a small number of users within the system, see Edit a user.
• To batch-edit school and bank account assignments for many users in the system, see Edit user school and bank account assignments in batch.

It's not possible to edit the User ID property. Users that require a different User ID must be created again within the Users system. See Add a new user for more information about adding a user to the system.

Edit user details 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. Export a list of users that you wish to edit

See steps 1-3 of Export a list of users for a deeper look at the steps to exporting a list of users. 

3. Edit the exported user file

Using a spreadsheet application or other similar application, open the exported file to edit the exported user data.

In the example below, John's last name and email will be updated, and a spelling error in Brittany's last name will be corrected within the exported user file.

1. Enter John's updated Last Name in his associated Last Name cell. 
2. Using a similar method, enter John's updated Email address in his associated Email cell.
3. Enter Brittany's correct Last Name in the associated Last Name cell.
   
4. Save changes to the file.

Ensure that the file continues to use the CSV file type after saving.

4. Upload the edited user file

After making changes to the exported user file, upload the file back to the system to finalize changes.

1. Click I HAVE MY FILE READY.
2. Review the file requirements presented on the next page. The exported user file will possess required fields; confirm that required fields have not been removed during the editing process in previous steps.

   
   

   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’

3. Click UPLOAD FILE to browse for and upload the edited user file from your device.
4. When the upload successfully completes, the uploaded file's name will appear with a checkmark icon.
5. To make additional changes to the edited user data after uploading the edited file, click REPLACE FILE to browse for and again upload the file from your device.

5. Review and approve the imported file data

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

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