Useful Information
Pupil/Parent contact details (mobile numbers and email addresses) can be imported into SCO by preparing a file in your MIS system.
However, new pupils and change of existing pupil data will not be updated during this process, so it is important to ensure that you first carry out an import the standard Pupil Data - see section 6 of the SCO Installation Guide.
Note: 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:
Pupil ID
First check which Pupil ID is used for importing into SCO - this can be viewed via the Accounts tab, Pupil ID column (usually ID, Admission Number or UPN).
Parent Contact Data
The following fields are required for the pupil/parent’s Contact information:
PupilID (or UPN, or AdmissionNumber), FirstName, LastName, ContactID*, PhoneNumber, MobileNumber, Priority, EmailAddress, ParentalResponsibility*
*These fields are optional.
The data should be exported to Excel. The field headings must match those below and should appear in the following format:
PupilID | FirstName | LastName | ContactID* | PhoneNumber | MobileNumber | Priority | EmailAddress | ParentalResponsibility* |
D891212999295 | James | McCaffrey | 11061 | 01234 567890 | 07700 900000 | 2 | jmaccaffrey@example.co.uk | F |
D891293923212 | Aimee | Grange | 11566 | 01234 567891 | 07700 900001 | 3 | aimee@example.co.uk | F |
D891293923212 | Joan | Scattered | 11567 | 01234 567892 | 07700 900008 | 4 | joanscattered@example.co.uk | F |
H891212923225 | James | McCaffrey | 11061 | 01234 567890 | 07700 900000 | 2 | jmaccaffrey@example.co.uk | F |
L891293924228 | Lorraine | Doctor | 11845 | 01234 567894 | 07700 900007 | 1 | lorrainedoctor@example.com | T |
L891293924228 | Neil | Doctor | 11846 | 01234 567898 | 07700 900004 | 1 | neil@example.com | T |
R832351122229 | Lorraine | Doctor | 11845 | 01234 567894 | 07700 900007 | 1 | lorrainedoctor@example.com | T |
R832351122229 | Neil | Doctor | 11846 | 01234 567898 | 07700 900009 | 1 | neil@example.com | T |
X891212923226 | James | McCaffrey | 11061 | 01234 567890 | 07700 900000 | 2 | jmaccaffrey@example.co.uk | F |
Carefully review the spreadsheet to ensure that you have the expected contact data, especially consider the following:
- Ensure the ID field matches the Pupil ID in SCO.
- All other details relate to the Parent.
- Don't worry if your mobile numbers have spaces or have lost the leading 0 - we will fix that on import.
- It is possible to filter Priority 1 contacts only, or Priority 1 and 2 contacts only if required (carry out a Filter in Excel and delete unwanted records).
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 Pupil Data 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 Pupil/Parent Contact Details
Import your pupil 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 Pupil 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
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