Useful Information
Staff contact details (mobile numbers and email addresses) can be imported into SCO by preparing a file in your MIS system.
However, new staff and change of existing staff data will not be updated during this process,
so it is important to ensure that you first carry out an import the standard Staff import - see the section Add staff.
Staff must have a Staff ID in SCO to enable contact details to be imported.
If your Parents and Staff Register Contact Details on SCOPAY, ignore this section.
1. Prepare the Data in your Management Information System
The required fields are:
Staff ID
First check which Staff ID is used for importing into SCO - this can be viewed via the Configuration tab, Account configuration, Staff. Select a staff member and check the Staff ID field.
If there are no Staff IDs, you will need to generate a unique Staff ID from your MIS then refer to section C of Add Staff Details Manually
Staff Contact Data
The following details are required for the staff contact(s):
FirstName, LastName, MobileNumber, EmailAddress, PhoneNumber, StaffID
The data should be exported to Excel. The field headings in the final report must match those below:
| FirstName | LastName | MobileNumber | EmailAddress | PhoneNumber | StaffID |
| Sarah | Smith | 07700 900000 | sarahsmith@school.co.uk | 01234 567890 | 11061 |
| Jane | Brown | 07700 900001 | janebrown@school.co.uk | 01234 567891 | 11566 |
| Mark | Cook | 07700 900002 | markcook@school.co.uk | 01234 567892 | 11567 |
| Tim | Green | 07700 900003 | timgreen@school.co.uk | 01234 567893 | 11061 |
IMPORTANT – carefully review the data to ensure you have the expected staff contact data, especially consider the following:
- Ensure the Staff ID field matches the Staff ID in SCO
- Don't worry if your mobile numbers have spaces or have lost the leading 0 - we will fix that on import
Save the data in csv format:
- In Excel, select File, click on Save As, select the required folder (make a note of the location) and enter a filename, for example SCO Staff Data plus today’s date
- In the Save as type field, select CSV (Comma delimited) or CSV(MS-DOS)
- Click on Save. Click Yes when prompted. Close the file and exit Excel
- Click No when prompted
2. Import the Staff Contact Details
Import your staff contact data using the csv file you created above.
- Ensure the csv file has been closed, otherwise you will see an error
- In SCO click on the Configuration tab
- Click Import from external system
- Click on Staff contact import
- Browse to the CSV export file you saved earlier
- Click on the file and select Open
- Check the data in the Import confirmation screen
- Click Confirm when prompted. Click Close.
- To view the imported contact data in SCO, generate the Account contact report