Skip to main content

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”counselors" (as teachers), asalong well as class-teacher and class-student associations, into pickAtime?

Yes, you can achieve this by using the pickAtime Importer. This allows you to manually definewith counselor-student relationships.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 willYou'll need to create and import three Tab-tab-delimited text files (*.txt or *.tsv):

File Purpose Key Instructions Teacher File Typefile

Requirement

Key Instruction

Teacher file

List of Counselors

counselors

Use your school’s existing staff IDs as the TeacherID. If your counselors do notdon't have internal IDs, you mayone, generate a custom IDsID for— them.it Pleasemust ensurebe each TeacherID is unique and consistsalphanumeric only of alphanumeric characters.

.

Class file

"Counselor Classes"

classes"

Create a unique ClassID (e.g., smith_counselor) and ClassName (e.g., Counselor John Smith) for each counselor. 

Enrollment file

Student Rosters

rosters Link

Usestudents to counselors using the ClassID from Stepthe 2Class file and the StudentID from theyour existing student file you imported earlier. to link them.

file.

If you have onlyOnly a few counselors,counselors? youYou can simplyskip manuallythe Teacher and Class file imports and add them in the Admin UI, and import the enrollment file. To manually addinstead a— counselorsee gobelow.

Alternative: Add Counselors Manually (No Import Needed)

    Go to the Class Editor. page.Click Select Add Teacher/Team >→ Add Teacher.Teacher. In the dialog box that comes updialog, search for and select yourthe counselor, or selectclick the Add option to addcreate a new counselor.one. OnceThe completed youcounselor will seenow your counselor listedappear on the left-handleft side of the Class Editor page.Editor. Select thethem. counselorClick Add Class, and thenname selectit thesomething Addyou'll Classreference button. Givein your class a name that you will then use on the Enrollment file to(e.g., linkCounselor yourSmith). students

    You can then import just the Enrollment file to thispopulate class.student rosters for these manually created classes.

    Step 2: Run the Import

    1. Go to the Importer page.
    2. Set Data Type to "School".School."
    3. Select your specific event from the Event dropdown.drop-down.
    4. Upload the files one by one in this order:order: Teacher → Class → Enrollment.
    5. ClickFor each file, click Select File, andthen Import for each..

    Step 3: VerificationVerify

    Once

    the imports are complete, openOpen your event in the Admin UIUI. and navigateGo to the Class Editor. Here, you can verify that theConfirm counselors are correctly linked to their assigned students.
    Back to top