E10 - How to change student codes in bulk

Modified on Thu, 14 Aug at 12:52 AM

TABLE OF CONTENTS

Preamble
Steps

Preamble

The student Code in Students > Student data is the key field which identifies each student uniquely and should match the school's admin system to enable sync matching with third party systems. For this reason, changing student codes in bulk whilst keeping their classes and other details the same, must be done carefully.

This document outlines the process to change student codes in bulk via an import from a spreadsheet.

Please check with your third party systems to get clarity on any syncing issues that may arise before doing bulk student code changes.

Steps

Step 1: Export student data to Excel. You can export one year level or all year levels in one go.

One year level: Go to Students > Student data screen and click the Export to Excel icon (Ctrl-X). Ensure you have displayed all the required columns in the View options as only visible columns will be exported and any data not exported will be overwritten when you re-import the new data. Please refer to E10 - Student data.
All years: Go to File > Export data > Students > Student data. On the Export student data popup, select Include all student fields, All rotations, All years. Press Ok. The exported spreadsheet will be saved in the Exports folder where your etz file is located.

Step 2: Manipulate in Excel to add the new student codes.

Step 3: Re-import it into the etz file via File > Import data > Student data. Please refer to

E10 - Import Student data and class lists from a spreadsheet.

Step 4: Select Clear and overwrite on the import popup window.

Do not select Merge as this option will import the students as new students because the student Code is the key field.

Clear and Overwrite will also wipe the Elective Prefs for those students from Lines > Elective data > Students screen. This should not be an issue if subject selections and line generation have been completed and you have a version of your etz with the Elective Prefs intact. For this reason, changes to student codes should be avoided during subject selections.