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

Yes, you can achieve this by using the the pickAtime Importer. This allows you to manually define counselor-student relationships.

Step 1: Prepare Your Data Files

You will need to create and import three three Tab-delimited text files (*.txt or  or *.tsv):

File Type

Requirement

Key Instruction

Teacher file

List of Counselors

Use your school’s existing staff IDs as the the TeacherID. If your counselors do not have internal IDs, you may generate custom IDs for them. Please ensure each each TeacherID  is unique and consists only of alphanumeric characters.

Class file

"Counselor Classes"

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

Enrollment file

Student Rosters

Use the the ClassID  from Step 2 and the the StudentID  from the student file you imported earlier. to link them.

If you have only a few counselors, you can simply manually add them in the Admin UI, and import the enrollment file. To manually add a counselor go to the Class Editor page. Select Add Teacher/Team > Add Teacher. In the dialog box that comes up search for and select your counselor, or select the Add option to add a new counselor. Once completed you will see your counselor listed on the left-hand side of the Class Editor page. Select the counselor and then select the Add Class button. Give your class a name that you will then use on the Enrollment file to link your students to this class. 

Step 2: Run the Import

  1. Go to the the Importer  page.
  2. Set Set Data Type  to "School".
  3. Select your specific event from the the Event  dropdown.
  4. Upload the files one by one in this order:  Teacher → Class → Enrollment.
  5. Click Click Select File and Import  for each.

Step 3: Verification

Once the imports are complete, open your event in the the Admin UI  and navigate to the the Class Editor. Here, you can verify that the counselors are correctly linked to their assigned students.

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