Hi everyone, hope all of you are well. I need another assistance again, I want to update the parents email address in bulk, please advise if the below procedure is correct before I proceed:
I have an excel sheet ready with: rollGroup /username /studentSurname / studentpreferredName /parent 1 Surname/ parent 1 Preferred Name / parent1Email / parent1EmailAlternate / parent 2 Surname /parent 2 Preferred Name / parent2Email and parent2EmailAlternate
Admin > Data Admin > Under User Admin (User > User - Data - Parent) then import the excel sheet
Please advise if the procedure if correct or advise how to proceed on this?
Yes, this should work. However, make sure you choose the Update mode in the import, otherwise they will create new records, whilst it sounds like what you want is to update existing records.
Also, if you want parents to do this in future, they can use People > Data Updater > Update Personal Data. Your specified Database Administrator (in Admin > System Admin > System Settings) will be notified to check and accept the change.
Thanks for the response. Yes, I only need to update the existing records. We are in the phase of introducing Gibbon to parents so we asked them to verify their email addresses first before proceeding. Sandra already mentioned the Data Updater feature for parents in updating their information and this is very useful tool.
I will now try to upload the file, thanks again for your help!
In order that I can test this out, would you mind emailing (to support@gibbonedu.org) the heading and first data row of data? It can be dummy data, as long as it is similar to your real data.
Also, I just realised, that instead of using Admin > Data Admin, you can now go to Admin > System Admin > Import From File, as we merged @ross’s excellent import tool from Data Admin into the Gibbon core in (I think) v18. This might help!
Please can you also let me know the exact name of the import you are using?
I’ve taken a look at the data you’ve shared. It looks like the issue is that there’s no unique identifier for the parent data in your spreadsheet, so it’s going to be tricky to import. To import data for existing users you need a unique identifier, either the username or gibbonPersonID of the user. Otherwise there’s no way to safely import the data and ensure the right users are updated.
In the case of your data, there is a student username in the spreadsheet, but no parent usernames or IDs, and it’s the parent data that you’re looking to import. Luckily, there is a connection between students and their parents, through the family table and the contact priorities, but it’ll require creating a new import type to try and make this data importable. At the moment I’m a bit swamped with my current workload, but I’ll see if I can try and put this new importer together for you.
. I will just wait to hear from you.