Add Multiple Learners at once to your Cloud using a Spreadsheet

1.    On a computer, login to the Admin Console ( https://console.evidenceforlearning.net).

2.    Hover over  System Data (top left) and select Groups.

3.    Click Group Sets (top right)

4.    Click  Create (right)

5.    Enter the name of the Group Set e.g "Classes" and click Create.

Example:         If you have 10 classes and wanted to create class Groups in Evidence for Learning where Learners can only be in one class, you could create a Group Set called "Classes" and then a Group for each "Class" within the Group Set. This will ensure that any Learner can only be in ONE class. 

At the moment you are just creating the Group Set "Classes", you will create all the actual Class Groups within it e.g. "Blue Class", "Oak Class" etc when you Import the updated spreadsheet back into the Admin Console.

Now that you have created a Group Set called "Classes" when you Export the Learner's details into an Excel spreadsheet you will have a column called "Classes" that will allow to enter in the class for each Learner.

6.    If you want to add other Groups Sets such as "Years" and / or "Pathways" then return to (3) above to repeat the process.

1.    On a computer, login to the Admin Console ( https://console.evidenceforlearning.net).

2.    Hover over  System Data (top left) and select Learners.

3.    Click  Export (top right)

4.    Leave include archived Learners unticked and click Export.

5.    An Excel spreadsheet will then open on your computer. You will see to the right of the spreadsheet there will be a column for each of the Groups Sets that you have created. In the example, below I created a 3 Groups Sets and called them "Classes", "Years" and "Pathways",

See below...

You can then Paste into the Excel Spreadsheet or enter in the Learner's details that you have taken from your MIS system e.g. SIMS

For all new Learners you will leave the Cloud id (column A) blank. When you Import the updated spreadsheet back into your Admin Console, each Learner will automatically be assigned a Cloud id, which is the unique identifier for each Learner. 

If you have already got some Learners in your Cloud then please ensure that the Cloud ID for those Learners remain in tact and in line with the rest of the Learner's details.

Helpful Tips:

• The only mandatory field to fill out is the Learner's first name.
• DOB: Format - DD/MM/YYYY
• Gender: Enter M for Male or F for Female.
• Email: This column is not currently in use. Therefore, leave blank.
• External ID: Some schools have found it useful to enter the Learner's UPN number here.
• Parent 1 First Name, Parent 1 Last Name, Parent 1 Email Address: Entering in these details, will not result in the parent being sent any emails at this stage and it does not activate their Parent Account. This information can always be added later.
• Parent 2 First Name, Parent 2, Last Name, Parent 2 Email Address: Each Learner can have up to 2 Parent Accounts and each account will have their own login details. Entering in these details, will not result in the parent being sent any emails at this stage and it does not activate their Parent Account. This information can always be added later.
• Archived: Leave blank as this is a field that can be used at a later date to archive Learners who have left your school.
• To the right of the 'Archived' column there will be a column for each of the Groups Set that you created during Step 1: Create Group Sets

Enter in the full name of the Group that you want to add a Learner to into the relevant column:

Example for 1 Learner:

"Blue Class" in the column "Classes" 

"Year 6" in the column "Years"

"Semi-Formal" in the column "Pathways"

See below:

Once you have updated the Spreadsheet, save it with a name and in a location that will allow you to easily locate it on your computer. Once, you have saved the Excel document to your computer then close the spreadsheet.

1.    On a computer, login to the Admin Console ( https://console.evidenceforlearning.net).

2.    Hover over  System Data (top left) and select Learners.

3.    Click Import (top right).

4.    Click Choose File.

5.    Locate and click on the Excel on the name of the Excel spreadsheet that you have updated and click Open.

6.    Click  Upload.

7.    You will then be on the Map Column Headings screen.  

As you have not changed the name of any of the columns or the order you should find that at the top of the screen from Cloud ID to Archived the text above the box will match the text in the box.

Under "Add Learner To Group" you can leave <<Ignore>> in the box.

8.    Underneath Group Sets you will see a box for every Group Set that you have created. 

The name of the Group Set will be above each box and you need to change the text in the box from <<Ignore>> so that it matches the name of the Group Set above the box. 

9.    Click Next (bottom right).

10.    You will then be on the Map Groups Screen.

You will see a number of boxes and above each box will be the name of a Group that you are creating and you change the text in every box from <<Ignore>> to <<Create a New Group in "Name of Group Set">>

11.    Click  Process (bottom right).