Adding Counselors or other non-Teachers to your event
Adding Counselors or Other Non-Teachers to Your Event
Q: Our counselors don't have specific classes with students. Can we mass-import a custom list of "counselors" (as teachers), along with counselor-student associations?
Yes — use the pickAtime Importer to define these relationships manually, even though counselors don't map to traditional classes.
Step 1: Prepare Your Data Files
You'll need three tab-delimited text files (.txt or .tsv):
| File | Purpose | Key Instructions |
|---|---|---|
| Teacher file | List of counselors | Use existing staff IDs as the TeacherID. If counselors don't have one, generate a custom ID — it must be unique and alphanumeric only. |
| Class file | "Counselor classes" | Create a unique ClassID (e.g., smith_counselor) and ClassName (e.g., Counselor John Smith) for each counselor. |
| Enrollment file | Student rosters | Link students to counselors using the ClassID from the Class file and the StudentID from your existing student file. |
Only a few counselors? You can skip the Teacher and Class file imports and add them manually instead — see below.
Alternative: Add Counselors Manually (No Import Needed)
- Go to Class Editor.
- Click Add Teacher/Team → Add Teacher.
- In the dialog, search for and select the counselor, or click Add to create a new one.
- The counselor will now appear on the left side of Class Editor. Select them.
- Click Add Class, and name it something you'll reference in your Enrollment file (e.g.,
Counselor Smith).
You can then import just the Enrollment file to populate student rosters for these manually created classes.
Step 2: Run the Import
- Go to the Importer page.
- Set Data Type to "School."
- Select your event from the Event drop-down.
- Upload files in this order: Teacher → Class → Enrollment.
- For each file, click Select File, then Import.
Step 3: Verify
- Open your event in the Admin UI.
- Go to Class Editor.
- Confirm counselors are correctly linked to their assigned students.