E10 - Import Room Data from a Spreadsheet

Modified on Thu, 14 Aug at 12:54 AM

TABLE OF CONTENTS

1. Prepare a .csv or Excel file
2. Import data
3. Check the imported data

Preamble

It is possible to import room data directly into an E10 .etz file from a spreadsheet. Formats supported include .csv or Excel .xls .xlsx formats.

1. Prepare a .csv or Excel file

Prepare a csv or Excel file with room data to import. The following fields may be included in the spreadsheet. The room code * is the only mandatory field required for a room data import.

*Code: The suggested format is <building letter><floor number><room number>. E.g. B401 is ‘B’ block, level 4, room 1.

Name: The room name, if it needs to be more descriptive that the code.

HomeRoomOf: The teacher code who is to be based in the room for the majority of their classes. Leave blank if not applicable.

Size: The number of students that can be accommodated in this room. If this column is blank, the room is considered to have infinite size.

Unavailable: The days/period codes in line with the grid structure e.g. MonA / TuesB / WedA4 where the room is unavailable.

Campus: The campus code of the campus where the room is located. Only relevant if a school has rooms associated with campuses in Setup > Campus data.

Room set (Subject rooms): Course code of the courses that the room is considered as an option.

E.g. 11:BIO, 9:ART. Up to 20 room set options can be imported. This data feeds through to Rooms > Subject Rooms.

Admin ID: Official room code used in the school's Student Management System.

GUID: The global unique identifier used in the school's Student Management System.

Notes: A free format text field.

Sample spreadsheet ready for import:

The columns in the spreadsheet are not required to be in any particular order; nor do they need specific heading titles. Column headings can be matched during the import process. It is also possible to use a spreadsheet that contains data that will not be imported; however, it is good practice to prepare a tidy file for import.

2. Import data

File > Import data > Room data.

Select 'Yes' if your file looks similar to the Importing Data pop up.

Locate the saved spreadsheet and select 'Open'.

E10 may understand some of the columns, in which case it will add the column header. If it is unsure of the data in the column, unmatched heading fields on the right can be dragged and dropped to match the data. All columns to be imported must be matched to an E10 field.

The image below shows that E10 has matched 4 fields.

Select Go to import the data.

Once 'Go' is selected, the next prompt will ask whether any existing data should be replaced (overwritten) with the new data, or whether any existing data and the new data will be merged. It is important to get this right.

Clear and Overwrite: Will replace all existing room data with the incoming data.

Merge: Will check for new data in the spreadsheet and add this data to the existing room data.

3. Check the imported data

Rooms > Room data.

Check the room data to make sure that it has imported as expected.

If it has not occurred as expected, or errors are discovered at this point, the file may be 'reverted to saved file', the spreadsheet fixed, and imported again.