Getting Your Data Set Up

Getting Your Data Set Up

Introduction

In order to effectively use your Suite360 program, you will need to get all of the user data into the program.  This article will address how to go about getting your data (student, teacher or parent) into the program.  This article brings together several other articles which were designed as quick references.  If you're brand new to Suite360, go through this first.  You may also want to share this article with your data/tech liaison.  

Preparing Your Data File

Setting Up Your Data File

In order to upload multiple students into your program, you will need to first prepare your user data file.  If you only want to add a single student at a time, see "Uploading a Single User."


To begin, export a data file from your Student Information System (SIS) that includes all of the students, staff or parents who will be participating in the program.  For help with your particular SIS, please contact your system administrator or SIS vendor.  To know what fields to export, please reference our "Data Cheat Sheet."

Once you have the export prepared, open the data exported from your SIS using any spreadsheet software, like Excel, Numbers or Google Sheets.

Before we prepare the data file, here are a few key terms:

  • The term field refers to each individual cell in your spreadsheet.
  • The column headers refer to the name of each field. It’s very important to name each column exactly as listed in the cheat sheet or below. However, the order of each column does not matter.


The first column header is Student ID.  Suite360 supports two types of student IDs: numeric and alphanumeric.  The AID field is used for numeric IDs and the ID field is for alpha-numeric IDs.


AID
1234567

The 
First field is the user’s first name. Last field is the user’s last name. Both of these fields are required.

Grade indicates the grade of the user and should be formatted without a leading zero. So "06" is not acceptable, it needs to be just 6.

Username


The username is the most unique field in your import file.  There are two common scenarios for usernames:

Emails


If your students have email addresses, we recommend that you use the email for the username.  This is the easiest way to create a username within the system.  Unlike with other fields, if you choose to use the email as the username, you DO NOT need to have a separate username column in your data file.

If your students have email addresses, but you DO NOT want them to use it as a username, then you can use something else as a username.

No Emails


If your students do not have emails, then you will need to select a UNIQUE username for them and have an ADDITIONAL unique identifier in your file.  Many schools use their student ID for both.  Other schools have unique usernames as well as the ID. 


Note: If you use the ID for multiple things (i.e. username and ID), then it will need to be two separate columns in your file
If you are struggling with the username, please let us know and we can help you adjust your file.



Understanding and Editing Roles


In Suite360, admin permissions are controlled by what we call "User Roles." 

There are three main admin user roles in Suite360:
  1. Instructor
    1. Can see and edit students connected to his/her class
    2. Cannot create admin accounts
    3. Can only assign lessons to classes and individual students (not grades or schools)
    4. Sees reporting only for students and assignments for his/her class
    5. Must be assigned a class
  2. School Admin
    1. Can see and edit students connected to his/her school
    2. Can add instructors and other school admins
    3. Can only assign lessons to grades and classes (not schools)
    4. Sees reporting only for students and assignments for his/her school
    5. Must be assigned a school
  3. District Admin
    1. Can see and edit every student and admin in the program
    2. Can add instructors, school admins and other district admins
    3. Can assign lessons by class, grade and school
    4. Sees reporting for all students in the program
    5. Does not need to be assigned a class or school

You can see the users that you have access to view and edit by clicking on the "Users" menu item on the left hand side:



To update a user's role, click on "All Users" and then type the name of the user in the "Simple Search"



Once you have found the name of the user, click on the orange "Edit" button on the right hand side of the screen:



The roles can be change under the "Roles" section of the user account.  To remove a role, simply click on the "x" to remove the admin role. 
Please note that "Admin", "User" and "A360 Staff" should never be removed.

To add a role, click on the "Add" button:



Select out of "District Admin", "School Admin" and "Instructor" and check the box next to what you want to find.  If you want to search, you can click on the magnifying glass next to "Name" and then you can search by typing in whatever role you're looking for:



Once you've selected all of the roles that you need that user to have, click confirm to save those roles to the account.



Then scroll down to the bottom and click "Update User" to save the information.





Special Considerations For Using Classes and Instructors

"Instructors" are special user accounts reserved for admin users who should have limited administrative privileges.  The instructor role puts limitations onto the "Admin" role that all instructors should also have.  An admin without the "instructor" role will have access to all students, parents and staff in the program by default.  Adding the "instructor" role does not grant any additional permissions, it simply restricts the scope of the administrative privileges.

By including the role "instructor" on any admin's account, you automatically restrict that admin's access to student/parent data associated with the instructor.  Student and parent data can be associated with an instructor either through a school or a class. 

Thus, if you are using "Instructors" in your program, you must also have schools or classes set up or the instructors will see NOTHING.  

When you're setting up classes in the program, you include the "Classes" field in your data upload for BOTH instructors and students.  The class name (data in classes field) must match exactly between instructor files and student files.

You want to use the program in your health classes.  You have 3 health teachers:  Mr. Smith, Ms. Alonzo and Ms. Williams.  When preparing your instructor file, you put in the classes field the section number (e.g. HE12345) for each instructor.  However, on the student file you put the instructor's name (e.g. Mr. Smith Health).  In this situation, you will create two different classes (HE12345 and Mr. Smith Health) and the student data will be in one and instructor will be assigned the other.
Bad Example:

Student File
AID
First
Last
Email
Grade
Password
Classes
1234567
Student
A
6
1234567
Mr. Smith Health

Instructor File
AID
First
Last
Email
Password
Classes
1234567
Mr.
Smith
SomePasssword2018
HE12345




Good example: 

Student File
AID
First
Last
Email
Grade
Password
Classes
1234567
Student
A
6
1234567
Mr. Smith Health

Instructor File
AID
First
Last
Email
Password
Classes
1234567
Mr.
Smith
SomePassword2018
Mr. Smith Health




Special considerations for district/multi-school deployments

When managing the data for a district, you will use an extra field called "School_Name" which indicates the school for each student/instructor.  This school name will tie students, parents and instructors to the school of which they are a part.

Similar to class, the school name needs to be consistent across all data files (student, teacher and instructor).

Bad Example:

Student File
AID
First
Last
Email
Grade
Password
School_Name
1234567
Student
A
6
1234567
Some Elementary School

Instructor File
AID
First
Last
Email
Password
School_Name
1234567
Mr.
Smith
SomePasssword2018
Some Elem.




Good example: 

Student File
AID
First
Last
Email
Grade
Password
School_Name
1234567
Student
A
6
1234567
Some Elementary School

Instructor File
AID
First
Last
Email
Password
School_Name
1234567
Mr.
Smith
SomePassword2018
Some Elementary School




Data Cheat Sheet


Header
AID
First
Last
Email
Grade
Username
Password
School Name
Classes
Requirements (Student)

Optional *(Must be numeric)

Required
Required
Required*
Required
Optional*
Optional
Optional
Optional
Requirements (Parent)
Do not include
Required
Required
Required
Required (student grade)
Optional
Optional
Do not include

Do not include

Requirements (Staff)

Do not include

Required
Required
Required
Do not include
Optional
Optional
Optional
Optional
Example Data (Student)
123456
Jane
Doe
jdoe@someschool.net
7
jdoe
123456
Some School
Rm 202 
Example Data (Parent)
-
John
Doe
jdoe@gmail.com
7
jdoeparent
123456
-
-
Example Data (Staff)
-
Mr.
Teacher
mteacher@someschool.net
-
mteacher
MTeacher1
Some School
Rm 202 

*See the username section above for information about the email and username


Uploading Your Data

Now that you have your data file is set up, it's time to import it into the program.  The Suite360 Data Import Wizard will help you get the data from your file into the Suite360 program.

Finding the Data Import Wizard

There are two ways to find the data import wizard.

  1.  Find it on the left hand menu: 
  2. In any user list (Students, Parents or Instructors), click on the "Import Users" button at the top of the page: 

Importing Data

Choosing the User Type

Select the user type from the drop down.  Initial accounts will be set up for school administrators (for single site programs) and/or district administrators (district or multi/school programs).  School administrators will be able to import the following types of files:
  1. Student
  2. Parent
  3. Instructor
District administrators will be able to import the same with the addition of school administrators.



Selecting the File

Next, select the file.  The file must be in .csv (comma separated) format.  For help preparing the user file, please see this article.



Review the Summary

The wizard will walk you through the number and type of users in your file:




Select the Username Field

Here you will choose which field controls the "Username" for your data.  Make sure that the field you choose is unique.  Also, keep in mind that if you use the field as the username, it can't be established as any other field later on.



Set the Password

Next, determine what your password will be.  You can either type in a new password that will be shared by every user (i.e. "Password" or "Suite360") OR you can pick a field to be loaded as the password.  Keep in mind that if you use a field as the password, you won't be able to map it later.



Organize the rest of your data

Now that we've chosen how to map the two most important fields (username and password), you get to map the rest of the data to our internal database.  This step involves two columns.  The left hand column is based on your data file and the headers on each column in your file.  The right hand is the Suite360 columns.  The wizard will do its best to match up your columns with our fields but this is your chance to make sure that the wizard got it right:



Verify

Once you've gone through the wizard, the last step is to verify that the data looks the way it should in OUR program.  PLEASE take a moment to review this step and ensure that everything lines up the way that it should.  Once you select "Finish" the data will be imported and while it can be changed, it cannot be undone:



Verify


Once you're finished uploading, you'll receive another confirmation.  Take a moment and review the confirmation page to make sure that the import counts and grades look correct based on what was in your file.

Uploading a Single User

If you are adding a single user, it may be easier to just create the account for that one user rather than preparing a data file and uploading it.  Adding a single user is most commonly used for staff and administrators rather than students, parents or instructors.

Start by hovering over the menu of the type of user you want to upload.  For example, if I wanted to upload a student, I would hover over the "Student" menu item.  After you hover, the "Create new ___" option will appear.  These menus are accessed by clicking on the "Users" menu item.



You can also find the "New ____" button in any relevant user menu (School Admins, Instructors, Parents or Students):



You will want to then fill out any relevant information for that user based on the same fields found in the data file. 

  • Password - You can either create a password for the user or have the system do so automatically.  The Username and Password will be displayed for any successful upload.
  • Roles - Select the appropriate role(s) for the user you are uploading.  See "Understanding Roles" above to review what role(s) would be appropriate.
  • Username - Can be set as the email address or any other unique identifier.  However, please note that the username MUST be unique.  You cannot create two users with the same username.
  • First Name - The user's first name
  • Last Name - The user's last name
  • Email - The user's email address.  This field is mandatory when using the account creation tool for Administrators (teachers, school admins etc...) and Parents.  It is optional for Students as long as there is both a Username AND an ID.
  • School Name - If there is more than one school involved in the program then a dropdown will appear with a list of the schools.
  • Student ID (both Numeric and Alphanumeric) - You only have to put the student ID into ONE of these fields.  If your student ID has letters and numbers use the "Alphanumeric" student ID.  If it's only numbers, use the "Numeric" field.  This field is not necessary for any users aside from students.
  • Password - You have the ability to pre-set the password for any user you create.  We STRONGLY recommend that you do so even though you don't have to.  Setting the password allows you to easily convey credentials to any user you're adding.
  • Classes (students and instructors) - This is where you can add students and instructors to classes that have already been created.  

Once all of the data is filled out, click on the "Create User" button at the bottom of the page to create the user.  The user's username and password will then be displayed (one time only) at the top of the page for you to copy and paste and give to the user.

Still need help?

No problem.  Our team is available to walk through the process with you.  Schedule a webinar with the button below and we can discuss your unique situation and get you on the right track:

Schedule the Call


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