IN THIS ARTICLE
1. Access Import File Template
2. Import File Template Format
The Import File Template is used to effortlessly streamline the data import process in Gradient. Select an import tab, input your required school's details, and match the tab name with the import option in Gradient. Simplify roster management, reduce errors, and promptly access your imported data. Supported file formats include .CSV, .XLS, & .XLSX.
The five tabs of the Import File Template provide the required columns and mandatory format for each of the available import options:
The Combined Import is the recommended import and will create and assign all students, classes, and staff members from one file with one import. The Classes Import is rarely used but can update class details in bulk. The Class Display Names Import is used to manage the naming of classes that appear in Gradient from a sync source. The Students Import is used to add students to one manually created class at a time. The Staff Import is rarely used but can create staff members in Gradient who don't teach classes and update staff details in bulk.
Access Import File Template
The Import File Template can be copied as a Google Sheet, or you can create your own file following the File Format section in each import option support article. The different import options are noted on the 5 tabs across the bottom of the Import File Template: Combined Import, Import Classes, Import Class Display Names, Import Students, and Import Staff.
To use one of the Import File Template tabs, download the tab as a .CSV file after you have populated your data OR click the drop-down arrow of the tab > Copy to > New spreadsheet, to copy only that tab to a new sheet before populating your data.
Tip! If you download and import the Google sheet as a .XSLX file, only data on the first tab will be imported into Gradient.
Note: If you cannot access Google applications, directly download the Excel Import File Template.
Import File Template Format
The directions in Row 1, highlighted in yellow, and the ATTENTION! pop-up of the Import File Template must be read, followed, and deleted to have a successful import. All columns and column headers listed in the Import File Template are required for each import option; *OPTIONAL = an optional column to populate with data. The column order and column headers for each import option must match the Import File Template tab and/or the listed File Format for the import to be successful!
Note: Class_IDs must be unique per section of each class; otherwise, all students will get lumped into the same class. Use a unique class number (typically section # from your SIS) to identify one class within each term (Class_IDs can be used again in a different term).
Run Import
All Import files must be imported into Gradient from Admin Mode. Navigate to the More tab drop-down menu > Imports > New button to view the drop-down menu and to run all import options. Additional import information can be found in the 5 import option support articles.
If you're a new System Admin, reach out for a free consultation with your Rostering Support Specialist to troubleshoot your import file or assist with the import process.
To proceed on your own:
- It's always a great idea to check out Admin Mode within Gradient to see the format of the roster data for Schools, Classes, Students, and Staff that has been imported previously (if your school has used Gradient before).
- If it's the beginning of the school year, verify that the banner at the top of your login page is labeled with the CURRENT Academic Year. If you see an outdated Academic Year, use the linked article to make changes.
- Use the Run Combined Import article to walk through the steps of importing the Combined Import File and to troubleshoot any errors before importing.
The feature(s) mentioned in this article are only available to Gradient for Schools & Districts subscribers. Please contact sales@gradecam.com to upgrade your subscription for this feature.
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