Mapping Faculty & Staff Data for Import

This article explains how to prepare and import a faculty user file in SchoolMint Hero. 
Please note: This article is primarily for users with a Group Admin or School Admin role. 
 

Imports can be performed at either the Group Level or School Level, but must be uploaded as one-time, flat file imports. 

Tip: A flat file simply refers to a plain .CSV file containing structured data without formatting or special features like formulas.

Overview of Required Fields

Faculty imports will need two additional fields added manually: Role and Type.

Added fields:

• Role: The default options include Teacher, School Staff, and School Admin.  If your school has added additional Roles prior to import, those can be included in this list as well. Roles are case-sensitive. 

• Type: The default options include Teacher and School, but a User's Type and Role must match.

  Role	Applicable User Type
  Teacher (use this role for users who need to see their rosters in Hero)	Teacher
  School Staff (use this for users who may track students in Hero, but don't have rosters tied to them)	School
  School Admin	School

Preparing your Faculty Import File

There are two options to prepare and upload your faculty file:

Option 1: Use an Existing File

1. Export a Faculty File from your Student Information System (SIS) or download one that you’ve previously sent to the SFTP server.
2. Open the file and add the two required fields (Role and Type).
3. Save the file in .CSV (comma-separated values) format.
4. Upload the file as a flat file to the system.

Option 2: Create a New File

1. Create a new spreadsheet and enter the required faculty data, including the two required fields (Role and Type).
2. Save the spreadsheet as a .CSV file.
3. Upload the file as a flat file to the system.
    

Required Fields: Group Level Import

Include the following on a Group Level User Import File: School ID, First Name, Last Name, Email Address, Role, Type, and Instructor Code. While the Instructor Code column is required in the file, the cells in that column may be left empty if not applicable.

Required Fields: School Level Import 

Include the following on a School Level User Import File: First Name, Last Name, Email Address, Role, Type, and Instructor Code. While the Instructor Code column is required in the file, the cells in that column may be left empty if not applicable.

Import Process in Hero

Important: The import file must be saved as a .CSV and the name CANNOT contain spaces. For example, the file name "School import list.csv" will NOT import whereas, "Schoolimportlist.csv" will import.

1. Navigate to import via Config > Imports/Exports.
2. Click on the + Import button in the upper right corner. Then select New Import in the upper right corner of the next page.
3. On the Import Settings page, make the following selections for the import:

• Select Group Level or School Level
  • Group Level Import: Select District from the first dropdown.
    • (The system will display a blue "Account Found" button if the SFTP setup process has been completed.)
  • School Level Import: Select District and School from the dropdowns.
    • (The system will display a blue "Account Found" button if the SFTP setup process has been completed.)
• Select User Import in the Import Type dropdown.
• Select One Time in the Import Frequency dropdown to import as a one-time flat file.
• Enter the email address of the user doing the import.
• Click Save Settings 

4. On the right side of the Import Settings page, select the relevant boxes:

• Has Header - Check this if the import file has a header row

5. Select the flat file for upload.

6. Scroll down and Complete Mapping. 

7. Click Save.

8. Click Save & Run Now.