SIMS only - Import PreAdmission Contact Details

Useful Information

This section describes how to import pupils' contact details (email address and mobile number) where they are marked with a status of ACCEPTED in SIMS prior to the new academic year.
You might wish to do this to enable parents to place orders and pay online.

SIMS only - Import Pre-Admission Contact Details

1. Check which ID is currently being used as the unique identifier for pupils in SCO

This will be one of UPN, Admission Number or your SIMS ID (PupilID).

Start SCO and login
Click on the Configuration tab
Click on System options
Click on the General tab
Note the Pupil ID field used for imports (either Pupil ID, UPN or Admission Number)
Click on Done

It is only possible to import Contact details if you are using Pupil ID.
If you are currently using UPN or Admission Number, please contact our Customer Support Team who can help you switch the ID to Pupil ID which will be available to use.

2. Prepare the data in SIMS

In SIMS ensure that the pupils you wish to import are marked as Pre-Admissions with a status of ACCEPTED
Ensure you have added any email addresses and/or mobile numbers
You can run the report as often as you like to import additional pupils that accept after you have first imported

3. Download the pre-admission report into SIMS

These reports have been tested with SIMS users who have the following permissions - Third Party Reporter, Administration Assistant and Personnel Officer.

To check your Permissions in SIMS, see Assign a user to the relevant SIMS.net groups.

Download the Tucasi PreAdmission report here and save it to your desktop (or other suitable location)
If you already downloaded the report on page SIMS only - Import Pre-Admission Pupil Details, proceed to Step 4 below
Start up SIMS and login
Click on Reports
Select Import
Browse to the above file location and select the Tucasi PreAdmission report
Click Import

4. Generate the csv file in SIMS

In SIMS click on Reports
Select Run report
Select Focus
Select Student
Select Tucasi-PreAdmissionContacts
Select Run
Set the File location and name (we recommend using the following format - YYYYMMDD_SCOPreAdmissionContacts.csv)
It is imperative that you include the file extension .csv as part of the file name

5. Check the csv file contents

Locate the csv file created above and open it
Check the contents and ensure the data is correct before carrying out the import
Save and close the file (if you don't close the csv file, you will see an error when trying to import the data)
If the data is incomplete (i.e. not displaying Pupil IDs), check your Permissions in SIMS, see Assign a user to the relevant SIMS.net groups

6. Set the pupil contact import Data source to csv

You are only required to set this setting on the computer you wish to use for the pre-admissions import. This will allow you to override any automated link with SIMS.

In SCO click on the Configuration tab
Select Import from external system
Click on Import configuration
Select CSV file from the Data source drop-down next to the Pupil contact import type (this might already be selected)
Click on OK and then Close

7. Import the pre-admission data

Start SCO and login
Click on the Configuration tab
Select Import from External system
Select Pupil contact import and locate the file created above
Click on Confirm, then Close
Generate the Account Contact Report to review the imported data

8. Set the pupil import Data source to back to SIMS Dynamic Link

You only need to carry out this section if you changed the setting at step 6.

Click on the Configuration tab
Select Import from external system
Click on Import configuration
Select SIMS Dynamic Link from the Data source drop-down next to the Pupil contact import type
Click on OK and then Close