Import Student Details - Standard Import

For information on editing an existing import script see Edit the 'Import Student Details' Script.

Overview

It's critical to have up-to-date student details in Music Monitor! For schools which have a student database (such as Synergetic or TASS), this could be tricky. Fortunately, Music Monitor can import student details (e.g. name, address, phone number, parents’ details, year level, home group) from the school database directly or indirectly. That means no manual entry and no double entry of student details!

The Standard Student Import script can be used to import student details into Music Monitor from an excel spreadsheet. This allows for Music Monitor to indirectly import student data from the school's student database (such as Synergetic or TASS). This document is all about the Standard Student Import script.

There is an alternative, though - a Custom Student Import script can import student details via ODBC. This is a more direct approach. In most situations, it is preferable to use a Custom Student Import script, as it can be scheduled to run each day and does not require an excel spreadsheet as a mid-point. Every school needs it's own Custom Student Import script. We can build one for your school collaboratively with your IT Department (they do most of the work).

How that script works

There are two tables for student details in the Students File – the Students Table and the Mail Alert Table. The Students Table stores data for the student and up to two primary carers. The Mail Alert Table stores data for any additional contacts (e.g. split families).

The Standard Student Import script can import student data from two spreadsheets - one for primary contact details and one for additional contacts. Alternatively, it can import from one spreadsheet with students listed multiple times if they have additional contacts. Music Monitor will tidy up the data when it is imported, send it to the right table, and omit the duplicate student records.

Beware that there are no communication rules in Music Monitor. It is assumed that all additional contacts are to be included in all emails and other communication. Use the communication rules in your school database and only extract contact details of parents that should be included.

Spreadsheet set up requirements

The spreadsheet must contain data for all the students at the school. The spreadsheet must be named 'Student records' and 'Additional Contacts' respectively, and be saved in one of the following file paths:

C:/My Documents/Music Monitor Templates/
C:/Music Monitor Templates/

The sheet containing the student data must be named 'Sheet1' in both spreadsheets.

The columns in the spreadsheets must be named identically to the fields in Music Monitor.

Refer to the two charts below for the fields that can be included on each spreadsheet. We recommend you include as much information as possible, as the more data you import, the more you can do with it. However, many fields are non-critical and can be excluded if not needed.

Executing the Import

To run the standard import script, from the Home Menu go to Settings (the gear icon) > System Admin > Standard Import. (For version 9.111 and earlier use Tools > System Admin > Standard Import.)

Fields to include in the 'Student records' spreadsheet

Field name	Description
IDStudent	Student ID number or code
Title	Student title (e.g. Miss)
Name 1	Student first name
Name 2	Student middle name 1
Name 3	Student middle name 2
Name Last	Student last name
Name Preferred	Student preferred first name
Date of Birth	Date of birth
Gender	Gender
Year Level	Current year level (e.g. 7)
Home Group	Current tutor/home group (e.g. F)
Form	Current form (e.g. 7F)
Form teacher	Current form teacher
House	House
Campus	Campus (if more than one option)
Boarder	Boarder (e.g. yes or no)
Email	Student email address
Photo permission	Tag to indicate photo permission
Parent 1 Title	Primary carer 1 title (e.g. Mr)
Parent 1 Name 1	Primary carer 1 first name
Parent 1 Name 2	Primary carer 1 last name
Parent 1 Relship	Primary carer 1 relationship to student (e.g. Father)
Address 1	Home address line 1 (e.g. The Royal Albert, Apt 310)
Address 2	Home address line 2 (e.g. 9 Bakers Way)
Suburb	Home address suburb (e.g. Dandenong)
State	Home address state (e.g. Vic)
Postcode	Home address postcode
Country	Home address country
Home Phone	Home phone number
Mobile 1	Primary carer 1 mobile number
Mobile 1 name	Mobile 1 holder (Student, Parent, etc.)
Email 2	Primary carer 1 email address
Email 2 name	Email 2 holder (Student, Parent, etc.)
Parent Mailing Names	Primary carer combined mailing name (e.g. Mr & Mrs Smith)
Salutation	Salutation for letters and emails (e.g. Mr & Mrs Smith)
Parent 2 Title	Primary carer 2 title (e.g. Mrs)
Parent 2 Name 1	Primary carer 2 first name
Parent 2 Name 2	Primary carer 2 last name
Parent 2 Relship	Primary carer 2 relationship (e.g. Mother)
Mobile 2	Primary carer 2 mobile number
Mobile 2 name	Mobile 2 holder (Student, Parent, etc.)
Email 3	Primary carer 2 email address
Email 3 name	Email 3 holder (Student, Parent, etc.)
IDFamily	Parent or Family or Billing ID Number (for accounts)
BPAY Ref No	BPAY reference number (for invoices)
Billing Category	Billing category (if billing in ‘waves’ e.g. Group A, B, C)
Spare Field 1	Any additional data you would like to import
Spare Field 2	Any additional data you would like to import

Fields to include in the 'Additional Contacts' spreadsheet

Field name	Description
IDStudent	Student ID number or code
IDFamily	Parent or Family or Billing ID Number (for accounts)
Parent 1 Title	Additional contact title
Parent 1 Name 1	Additional contact first name
Parent 1 Name 2	Additional contact last name
Parent 1 Relship	Additional contact relationship (to student)
Address 1	Additional contact home address line 1
Address 2	Additional contact home address line 2
Suburb	Additional contact home address suburb
State	Additional contact home address state
Postcode	Additional contact home address postcode
Country	Additional contact home address country
Home Phone	Additional contact home phone number
Mobile 1	Additional contact mobile number
Work Phone	Additional contact work phone number
Email	Additional contact email address
Parent Mailing Names	Additional contact mailing name
Salutation	Additional contact salutation
Notes	Any additional data you would like to import