Information for using Silent Dismissal

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admin:spreadsheet_file_format [2019/07/11 18:13]
lillie [Creation]
admin:spreadsheet_file_format [2019/08/13 13:46] (current)
lillie [Format (Syntax)]
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 ====== Spreadsheet File Formats ====== ====== Spreadsheet File Formats ======
-To create a viable spreadsheet file capable of transition ​to the Silent Dismissal system, it is crucial to understand its components. As mentioned on the **[[admin:​getting_started|Getting Started]]** page, the system does not have preloaded information. It is the responsibility of clientele to create their school'​s database, which includes all the information necessary to fully utilize our service.+To create a viable spreadsheet file capable of transfer ​to the Silent Dismissal system, it is crucial to understand its components. As mentioned on the **[[admin:​getting_started|Getting Started]]** page, the system does not have preloaded information. It is the responsibility of clientele to create their school'​s database, which includes all the information necessary to fully utilize our service.
  
 With the assistance of this guide, the task of creating spreadsheet(s) for initial data load will be most efficient. A minimum of two sets of data should be provided: the [[admin:​spreadsheet_file_format#​Faculty & Staff Accounts|facility & staff account list]] and the [[admin:​spreadsheet_file_format#​Student List|student list]]. Both of these accounts have fields (required or optional) that use their input values to determine aspects of account creation. With the assistance of this guide, the task of creating spreadsheet(s) for initial data load will be most efficient. A minimum of two sets of data should be provided: the [[admin:​spreadsheet_file_format#​Faculty & Staff Accounts|facility & staff account list]] and the [[admin:​spreadsheet_file_format#​Student List|student list]]. Both of these accounts have fields (required or optional) that use their input values to determine aspects of account creation.
  
 Ideally, the [[admin:​spreadsheet_file_format#​Groups,​ Locations, and Messages|Groups,​ Locations, and Messages]] spreadsheet will also be created; if this information is not collected in a spreadsheet,​ it may be entered manually at the school directly into Silent Dismissal. For most schools, the [[admin:​spreadsheet_file_format#​Bus Stops|Bus Stops]] spreadsheet will not be used, but this feature is available for later use if desired. Ideally, the [[admin:​spreadsheet_file_format#​Groups,​ Locations, and Messages|Groups,​ Locations, and Messages]] spreadsheet will also be created; if this information is not collected in a spreadsheet,​ it may be entered manually at the school directly into Silent Dismissal. For most schools, the [[admin:​spreadsheet_file_format#​Bus Stops|Bus Stops]] spreadsheet will not be used, but this feature is available for later use if desired.
 +===== Blank Spreadsheet with Column Headers =====
 +{{ :​admin:​sample_load_file.xlsx |}}
 +
 ===== Faculty & Staff Accounts ===== ===== Faculty & Staff Accounts =====
  
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   * Extended care accounts (denoted by letter "​e"​) are used for after school activities.   * Extended care accounts (denoted by letter "​e"​) are used for after school activities.
  
-==== Syntax (Format) ​ ====+==== Format ​(Syntax)  ====
 {{ :​lillie:​spreadsheet-setup-1.png?​600|}} {{ :​lillie:​spreadsheet-setup-1.png?​600|}}
 A minimum of five columns of information is required to create facility & staff accounts. While it is constructive to fill each column with their respective value, many of these fields are optional. **The information entered should be either in Title Case or lowercase, but __not in all capital letters__.** A minimum of five columns of information is required to create facility & staff accounts. While it is constructive to fill each column with their respective value, many of these fields are optional. **The information entered should be either in Title Case or lowercase, but __not in all capital letters__.**
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     * Defaults to the user's last name in lower case if omitted. May optionally be specified with the same value for all staff during initial configuration     * Defaults to the user's last name in lower case if omitted. May optionally be specified with the same value for all staff during initial configuration
  
-==== Creation ​====+==== Bulk Loading ​====
  
 Once this data has been collected and input into a spreadsheet,​ it is transferable to our system. If you have previously created a spreadsheet,​ you may refer to it to gather the necessary data. To enter the information your spreadsheet to our system, do the following: ​ Once this data has been collected and input into a spreadsheet,​ it is transferable to our system. If you have previously created a spreadsheet,​ you may refer to it to gather the necessary data. To enter the information your spreadsheet to our system, do the following: ​
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 After creating user accounts for Silent Dismissal, the next step is to create your student list. This will allow for the creation of student profiles, which can then be assigned to their respective classrooms, groups, etc. While this process is similar to user account creation, please be aware there are important differences,​​ mainly in syntax for the spreadsheet. After creating user accounts for Silent Dismissal, the next step is to create your student list. This will allow for the creation of student profiles, which can then be assigned to their respective classrooms, groups, etc. While this process is similar to user account creation, please be aware there are important differences,​​ mainly in syntax for the spreadsheet.
  
-==== Syntax (Format) ====+==== Format ​(Syntax ====
 {{ :​lillie:​spreadsheet-setup-2.png?​600|}} {{ :​lillie:​spreadsheet-setup-2.png?​600|}}
 A minimum of five columns of information is required to create student lists. While it is constructive to fill each column with their respective value, many of these fields are optional. **The information entered should be either in Title Case or lowercase, but __not in all capital letters__.** ​ A minimum of five columns of information is required to create student lists. While it is constructive to fill each column with their respective value, many of these fields are optional. **The information entered should be either in Title Case or lowercase, but __not in all capital letters__.** ​
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   - GRADE [//​​optional//​​] - Numeric value from -3 to 12   - GRADE [//​​optional//​​] - Numeric value from -3 to 12
     * Strongly recommended to allows students to be directly loaded into grade rosters     * Strongly recommended to allows students to be directly loaded into grade rosters
-  - CLASS CODE [//​​optional//​​] - Numeric value that corresponds to a specific classroom.+  - [[admin:​class_code|CLASS CODE]] [//​​optional//​​] - Numeric value that corresponds to a specific classroom.
     * This information can be located by clicking on **REPORTS** then under **DATA REVIEW** click **STAFF REFERENCE**. A reference list of staff and their classrooms should appear, and the class code will be present in the column farthest to the left.     * This information can be located by clicking on **REPORTS** then under **DATA REVIEW** click **STAFF REFERENCE**. A reference list of staff and their classrooms should appear, and the class code will be present in the column farthest to the left.
-    * Strongly recommended to allows ​students to be directly loaded into classroom rosters+    * Strongly recommended to allow students to be directly loaded into classroom rosters
   - Student ID [//​​optional//​​] - Unique ID given to student   - Student ID [//​​optional//​​] - Unique ID given to student
     * Recommended,​​ however will be available for updates later     * Recommended,​​ however will be available for updates later
  
-FIXME [[admin:​load_data#​​students|More details]] on how to generate carpool IDs and the class codes. If you don't have carpool pick up ID numbers assigned, then use your student information system to export the street address in place of the class code listed above.+[[admin:​load_data#​​students|More details]] on how to generate carpool IDs and the class codes. If you don't have carpool pick up ID numbers assigned, then use your student information system to export the street address in place of the class code listed above.
  
-==== Creation ​====+==== Bulk Loading ​====
  
 Once this data has been collected and input into a spreadsheet,​​ enter the information your spreadsheet to our system by doing the following: Once this data has been collected and input into a spreadsheet,​​ enter the information your spreadsheet to our system by doing the following:
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 Now that the faculty & staff accounts and student lists have been created and reviewed, it is possible to create a spreadsheet with information on the school'​s Groups, Locations, and Messages for data load. This can be accomplished by using the format below to put together another spreadsheet. Now that the faculty & staff accounts and student lists have been created and reviewed, it is possible to create a spreadsheet with information on the school'​s Groups, Locations, and Messages for data load. This can be accomplished by using the format below to put together another spreadsheet.
  
-==== Syntax (Format) ====+==== Format ​(Syntax ====
  
 Groups, locations, and messages require two columns of data to be bulk loaded. The information entered should be either in Title Case or lowercase, but not in all capital letters. ​ Groups, locations, and messages require two columns of data to be bulk loaded. The information entered should be either in Title Case or lowercase, but not in all capital letters. ​
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   - GROUP NAME [**required**] - Name of Group or Location; Body of Message   - GROUP NAME [**required**] - Name of Group or Location; Body of Message
  
-^  Figure 1. __Group Type Codes__ ​ ^^^ +^  Figure 1. __Group Type Codes__  ​^^^^ 
-| **p** - Carpool | **c** - Club | **d** - Date | +| **p** - Carpool | **c** - Club | **d** - Date | **a** - After Care 
-| **i** - Immediate | **b** - Bus | **v** - Daycare Van| +| **i** - Immediate | **b** - Bus | **v** - Daycare Van| **s** - Sports ​
-| **w** - Walking | **t** - Tutoring | **o** - Other | +| **w** - Walking | **t** - Tutoring | **o** - Other 
-| **m** - Message | **l** - Location | **z** - Zone Location |+| **m** - Message | **l** - Location | **z** - Zone Location ​|
  
-==== Creation ​====+==== Bulk Loading ​====
  
   - From an administrator account, click on **GROUPS** at the top of the page. You should see a dropdown menu. Click on **BULK LOAD**. This will direct you to a webpage with an empty textbox.   - From an administrator account, click on **GROUPS** at the top of the page. You should see a dropdown menu. Click on **BULK LOAD**. This will direct you to a webpage with an empty textbox.
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 Finally, the last spreadsheet to be prepared for bulk loading is the bus stop spreadsheet. While some schools have used this feature, it is considered to be optional. Finally, the last spreadsheet to be prepared for bulk loading is the bus stop spreadsheet. While some schools have used this feature, it is considered to be optional.
  
-==== Syntax (Format)====+==== Format ​(Syntax ====
 Bus stops may be set by parents if desired by the school. To load the bus stops two pieces of information are required: Bus stops may be set by parents if desired by the school. To load the bus stops two pieces of information are required:
   - BUS STOP NAME [**required**] - Name of the bus stop, usually an address   - BUS STOP NAME [**required**] - Name of the bus stop, usually an address
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     * Each bus stop list must be loaded individually for each bus and the ordering of the bus stops is predicated on the order of the list.      * Each bus stop list must be loaded individually for each bus and the ordering of the bus stops is predicated on the order of the list. 
  
-==== Creation ​==== +==== Bulk Loading ​==== 
-  - From an administrator account, click on **GROUPS** at the top of the page. You should see a dropdown menu. Next, click on **BUS**. This will direct you to a webpage that looks like the screenshots below.+  - From an administrator account, click on **GROUPS** at the top of the page. You should see a dropdown menu. Next, click on **BUS**. From the table of buses, click the value of the bus you would like to edit under the "​Stops"​ column. This will direct you to a webpage that looks like the screenshots below.
   - Using your spreadsheet containing account data, select the columns & rows for each student that must be created, including columns that were left blank during data input as they will serve as a placeholder.   - Using your spreadsheet containing account data, select the columns & rows for each student that must be created, including columns that were left blank during data input as they will serve as a placeholder.
   - Copy & paste your selection from the spreadsheet into the textbox on the page. Remember to review your entry to avoid errors in transfer.   - Copy & paste your selection from the spreadsheet into the textbox on the page. Remember to review your entry to avoid errors in transfer.
   - After verifying this data is correct, click on the “Submit” button below the textbox.   - After verifying this data is correct, click on the “Submit” button below the textbox.
 {{:​lillie:​bus-stop-loading-1.png?​600|}} {{:​lillie:​bus-stop-loading-2.png?​600|}} {{:​lillie:​bus-stop-loading-1.png?​600|}} {{:​lillie:​bus-stop-loading-2.png?​600|}}

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