Add and delete users and relationships via CSV import

Modified on Fri, 20 Dec, 2024 at 3:35 PM

Summary
Department coaches, coaches, and managers can be added to StudyCoach with a CSV import consisting of SIS IDs. Coach relationships can also be deleted. In this way, many department coaches and coaches can be added to StudyCoach at the same time. The department coaches are thus directly linked to the correct sub-account and the coaches related to the corresponding students or unrelated.

Value
Due to privacy reasons, it is important to add department coaches directly to the correct sub-account and link coaches to only the correct students. In addition, it is efficient to use the CSV import to be able to link large groups of students directly to the right coach or to be able to add many department coaches in bulk to the right sub-account instead of doing manual work one by one.

Roles

Student	Teacher	Coach	Department coach	Manager
				✓*

* Not available to managers on a sub-account level.

Table of contents

➤ Creating a CSV file

➤ Import a CSV file with (department) coaches

Creating a CSV file

A CSV file is a comma-separated file that makes it easy to import or delete larger amounts of information in StudyCoach.

All of these imports use the user's SIS ID in Canvas as the main identifier but If SIS IDs aren't available you can also use the canvas IDs as a fallback.

Coach import

Use the following CSV format to create or delete the relationship between coaches and students. A student can be associated with one or more coaches.

coach_sis_id,coach_canvas_id,student_sis_id,student_canvas_id,status
COACH_SIS_1,1,SIS_STUDENT_12,12,active
COACH_SIS_1,1,SIS_STUDENT_22,22,active
COACH_SIS_2,2,SIS_STUDENT_12,12,active
COACH_SIS_2,2,SIS_STUDENT_44,44,deleted

⚠ When preparing the CSV file for coaches, note the following two things:

Make sure the CSV file contains a header.
Ensure that the IDs in the CSV file are the SIS IDs.

Department coach import

Use the following CSV format to create the relationship between department coaches and sub-accounts.

canvas_account_id,sis_user_id,user_canvas_id,status
1,SIS_COACH_1,1,active
1,SIS_COACH_2,2,deleted
2,SIS_COACH_3,3,deleted
2,SIS_COACH_4,4,active

⚠ When preparing the CSV file for department coaches, note the following two things:

Make sure the CSV file contains a header.
Use Canvas account IDs in combination with SIS IDs to import department coaches.

Manager import

Use the following CSV format to create the relationship between a manager and sub-accounts.

canvas_account_id,sis_user_id,user_canvas_id,status
1,SIS_MANAGER_1,,active
1,SIS_MANAGER_2,2,deleted
2,,CANVAS_MANAGER_3,active
2,SIS_MANAGER_4,active

⚠ When preparing the CSV file for managers, note the following two things:

Make sure the CSV file contains a header.
Use Canvas account IDs in combination with SIS IDs to import department coaches.

✨ Tip: Not looking for a CSV import but want to add a user and/or individual role (in bulk) in StudyCoach? Then check out the article 'User management'.

✨ Tip: In case your imports fail, you can download the failed export which shows which errors causes the issue. You can also download the current list of relationships into a CSV, alter those and re-upload.

Import a CSV file

A manager can import a CSV file into StudyCoach in the following manner:

Navigate to the settings.
Go to the tab Import.
Go to Coaches, Department coaches or Managers, depending on the role you would like to import users for.
Go to Browse files and select the correct CSV file.
Consequently, you will see the progress of the import in 'Your last imports'.

⚠ Note: A successful import of CSV data cannot be undone.

✨ Tip: 'Download the current (department) coaches' in this menu generates a CSV file that can be used as a template to change the existing relationships.

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