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STEP TWO: Add or Import Teachers

There are two ways to populate your teacher roster: add them manually, or import a Teacher file.

Option A: Manually Add in Teachers

OnGo theto Event Management page of the Admin UI, select the/ Appointments tab..

To copy

Copy your teacher rosterteachers from lasta time:

previous
    event
    1. Select the Teachers drop-downdown.
    2. ThenSelect select Copy Teachers.

    Once you have copied your teacher data from the old event,copied, you can safely delete the old event.

    To

    start
    with

    Add a new roster, you will add each teacherteachers one by one. one

    To add an existing contact as a teacher:

      1. Select the Add Teacher option from the Teachers drop-down.
      2. AIn the Select Person dialog box will come up. Here you candialog, search for an existing teacher name by entering the teacher's name in the Search control area. If you locate the teacher, select the teacher's name.
    When you seeSelect the correct informationname, confirm the details on the right-handright, side,then pressclick Select.Select.

    To add a brand-new teacher:

      1. EnterIn the Select Person dialog, enter the teacher's Last Name,Name, First Name,Name, and email addressEmail on the left-handleft.
    sideClick and press the Add New, buttonthen click OK.

    Repeat until all teachers are added — each will appear in the Select Person dialog box. Then press Ok. You should now see the teacher's name listed on your teacher list on the right-handright.

    side.
    Continue

    Option thisB: process until you have added all your teachers.

    OR Import a Teacher File

    Step 1: Create the File

    This

    file
    lists all theField teachers.Description The teacher file must contain the following fields: 

    TeacherID identifiesUnique identifier for the teacher

    (key field)

    First contains theTeacher's first name of the teacher

    Last contains theTeacher's last name of the teacher

    Email contains the teacher'Teacher's email address.(must Onlybe unique; one email address shouldonly) be entered here.

    Room is whereWhere the teacher will be atduring theconferences parent‐teacher— conferences. This does not have to be the same room that the class is held in. This field can be helpfuluseful for room-based reporting purposes. If you use this field, you can then produce a report by room number.

    TeacherID

    First

    Last

    Email

    Room

    234

    Angela

    Frank

    a@school.com

    106

    225

    Bobby

    Smith

    b@school.com

    Library

    ThisExample:

    table
    TeacherID First Last Email Room 234 Angela Frank a@school.com 106 225 Bobby Smith b@school.com Library

    File must be providedtab-delimited (.txt from Excel, .tsv from Google Sheets), with column headers matching exactly (no spaces) in a tab‐delimited text file (MS Excel ‐> *.txt (Tab delimited); Google Sheets ‐ > *.tsv (Tab delimited). 

    Thethe first row should contain the column titles. The column titles must be labeled exactly as listed above. Notice that none of the column titles have spaces in them.row.

    TeacherID is the key field on this file and must be unique.

    Email must also be unique.

    Password is an optional field  

    Other Optional Columnscolumns:

    Column Purpose Password createsSets an initial password for(min. your6 teachers.characters). If you do not import a password whenomitted, the teacher logscreates intheir theyown willat befirst promptedlogin. to create(Once a password.teacher Thesets passwordtheir mustown bepassword, atfuture leastimports 6won't charactersoverride init length.— Onceuse the teachersReset haveAdmin takenPassword ownershipbutton of their account and created a password the import will not change the password. However, on theunder Global Setup / Contacts Setup page, you canto reset theinstead.) password for all your teachers. This is the reset administrative password button.

    Virtual Room is used to import an onlineOnline meeting link for the teacherlink, if youmanually are having Virtual Conferences or allowing a choice of In‐Person or Virtual conferences. It is only used when you are creatinggenerating your own meeting(not linksneeded for your teachers. If you areif using thepickAtime's pickAtimebuilt-in integrationmeeting forintegration) online meetings, the link will be generated automatically.

    AccessLevel allowsSets youadmin toaccess. set3 the Admin level for your teachers. An AccessLevel of 3 will provide your teachers with= Resource Administrator access, and they will then be able to(can block their own schedule.schedule). The default access level for a teacherDefault is Appointment Viewer.

    GroupName allowsCategorizes you to classify a teacher with a GroupNameteachers (e.g., "Middle SchoolSchool," Teacher,"Science") Science Teacher). This is— useful iffor you want to createcreating different slotsslot fordurations differentper groupsgroup, ofor teachers.displaying Forteachers example, if all your Middle School Teachers needed 15-minute slots and all your High School Teachers needed 20-minute slots, you might set a group name for your teachers, and then create slots for the entire group. The Group Name can also be usedgrouped on the parentscheduler scheduling page Action Set to display teachers under the Group Name.

    A column called Action can be created in orderdelete to deleteremove ana existingpreviously entry.imported Ifrow. you needDefaults to delete previously uploaded data, you could resubmit the data file with this column title and the word delete entered in each row. This column defaults to "update"update if theomitted.

    column is not present.
    The Action

    Step column2: is only needed if you will be deleting data.

     

    Import yourYour File

    Once you have created your teacher file, you are ready to import this file to your pickAtime account. The file must be a tab‐delimited text file. Locate the Importer under Main Navigation on the left side.

    1. After loggingLog into pickAtime,pickAtime and click Importer.
    2. SelectSet Data Type ofto School.School.
    3. Select your event from the Event pull‐pull-down.
    4. Set the File Type to teachersTeachers.
    5. Click Browse, select your file, and locateclick your teacher file on your computer
    Click on Import
    .

    If you leaveleft out some data,teachers, you can simply import a follow-up file containing just the missing data.rows.

    Error Messages on Import

    "Found contact with teacherid of ABC and a different contact with the email of betsy@noemail.com[email]"

    This message indicates that you have a row in your teacher file with teacherID ABC and email address betsy@noemail.com.

    However, in the Admin UI, you already have a contact with a teacherID of ABC and a different email address than betsy@noemail.com, AND a contact with the email address of betsy@noemail.com and a different teacherID than ABC.

    For example, onmeans your import file,row youhas have this:

    TeacherID Email
    ABC betsy@noemail.com

    +

    Buta inspecific theemail, Admin UI, you have two different contacts.

    TeacherID Email
    ABC annie@noemail.com 

    DEF betsy@noemail.com

    You need to correct your data inbut the Admin UI already has two separate existing contacts — one matching the TeacherID, one matching the email — and thenthe re‐system can't tell which one to update.

    Example:

    Your import yourfile:

    teacher
    file.
    TeacherID Email ABC betsy@noemail.com

    Existing Admin UI contacts:

    TeacherID Email ABC annie@noemail.com DEF betsy@noemail.com

    How matching works: The import looks for a matching TeacherID or a matching email. If it finds one match, it updates the rest of that contact's info. If it finds both a TeacherID match and a separate email match — pointing to two different contacts — it can't determine which one you intended to update, so it flags this error instead.

    Fix: In the Admin UI, search for the contact with thatthe emailflagged addressemail. If that was flagged. If the contact you locate has a different teacherID(likely outdated) TeacherID than on your teacher file, anddelete is an old contact,it, then delete that contact and re‐re-import your teacher file.

    During the teacher file import, we look for a matching teacherID record or a matching email address record. If we find a match on either, we update the rest of the information. For example, if we find a matching teacherID, we update the email address and name of the teacher. If we find a matching email address, we update the teacherID and the name of the teacher. However, if we find two different contact records, one with a matching teacherID and one with a matching email address, we do not know which one should be updated, and we flag this error.

    View

    Viewing Your Imported Data

    Once you have imported your data, you should goGo to the Appointments page toand confirm that your teacher list on the (right-hand sideside) is correct.

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