AssistITk12

Bulk Import Users & Sites

How to format, download, and upload the users.csv and sites.csv files used to bulk-import users and school sites in AssistITk12.

AssistITk12 supports bulk-importing users and sites from CSV files. This guide covers the required file format, column reference, and a ready-to-use template for each file.

Both files can be uploaded together or separately from the Bulk Upload page (Settings → Data Integration → Bulk Upload). If you upload both at once, sites.csv is always processed first, so new users can be assigned to sites created in the same upload.

Before You Start

  1. Download the template for the file you need (see each section below).
  2. Fill in every row, keeping the header row exactly as provided — do not rename, reorder, or remove columns.
  3. Save the file as UTF-8 encoded .csv.
  4. Name the file exactly users.csv or sites.csv when uploading both at once (this is how the system tells them apart).
  5. Upload the file(s) on the Bulk Upload page. You’ll see a summary of how many records were added, updated, or marked inactive.

users.csv

Instructions

  • Each row represents one user account.
  • Matching existing users: a user is matched by email. If the email already exists, that user’s record is updated (name, room, role, and site). If it doesn’t exist, a new user is created with a random temporary password — they’ll be required to set their own password on first login.
  • Deactivation: any currently Active user who is not found in the uploaded file is automatically marked Inactive. Admin accounts (role_id = 1) are never auto-deactivated this way, so a file that omits an admin can’t accidentally lock everyone out.
  • The site_name value must exactly match an existing site’s name in the system (or a site created by a sites.csv uploaded in the same batch).

Column Reference

Column Required Description Example
first_name Required User’s first name Maria
middle_name Optional User’s middle name Elena
last_name Required User’s last name Garcia
email Required Unique email address — used to match existing users m.garcia@school.edu
role_id Required Numeric role ID: 1 = Admin, 2 = Specialist, 3 = Technician, 4 = Teacher 4
site_name Required Exact site name as it appears in the system Lincoln Elementary
rm_num Required Room number or location 101
status Optional Account status — defaults to Active if omitted Active

Template

Download: user_bulk_template_upload.csv

first_name,middle_name,last_name,email,role_id,site_name,rm_num,status
Maria,Elena,Garcia,m.garcia@school.edu,4,Lincoln Elementary,101,Active
James,,Johnson,j.johnson@school.edu,4,Lincoln Elementary,102,Active
Priya,Ann,Patel,p.patel@school.edu,4,Washington Middle School,205,Active
Carlos,Luis,Rivera,c.rivera@school.edu,3,Washington Middle School,B12,Active
Sandra,,Kim,s.kim@school.edu,4,Roosevelt High School,301,Active
David,James,Nguyen,d.nguyen@school.edu,4,Roosevelt High School,302,Active
Emily,,Thompson,e.thompson@school.edu,2,Lincoln Elementary,Office,Active
Robert,Alan,Martinez,r.martinez@school.edu,4,Washington Middle School,210,Inactive
Jessica,,Lee,j.lee@school.edu,4,Roosevelt High School,115,Active
Michael,John,Brown,m.brown@school.edu,3,Lincoln Elementary,Lib,Active

sites.csv

Instructions

  • Each row represents one school site.
  • Matching existing sites: a site is matched by site_name. If the name already exists, that site’s record is updated. If it doesn’t exist, a new site is created.
  • Only site_name, site_acronyms, site_cds, site_code, site_address, and site_type are required. The location and principal/contact columns are optional — leave a cell blank if you don’t have that data.
  • site_cds (California District/School code) can be pasted directly from Excel even if it’s shown in scientific notation (e.g. 1.23457E+13) — it’s automatically converted back to a plain number.

Column Reference

Column Required Description Example
site_name Required Unique site name — used to match existing sites Lincoln Elementary
site_acronyms Required Site acronym LE
site_cds Required CDS code 12-73399-1232232
site_code Required Short site code 001
site_address Required Street address 123 Main St
sitecity Optional City Anytown
sitestate Optional State CA
sitezip Optional Zip code 12345
prnfirstn Optional Principal’s first name Alex
prnlastn Optional Principal’s last name Rivera
email Optional Principal’s email address a.rivera@school.edu
phone Optional Principal’s phone number 555-123-4567
site_type Required Site level or category Elementary, Middle, High

Template

Download: site_bulk_template_upload.csv

site_name,site_acronyms,site_cds,site_code,site_address,sitecity,sitestate,sitezip,prnfirstn,prnlastn,email,phone,site_type
Lincoln Elementary,LE,12-73399-1232232,001,123 Main St,Anytown,CA,12345,Alex,Rivera,a.rivera@school.edu,555-123-4567,Elementary
Washington Middle School,WMS,12-73399-1232233,002,456 Oak Ave,Anytown,CA,12345,Jordan,Kim,j.kim@school.edu,555-123-4568,Middle
Roosevelt High School,RHS,12-73399-1232234,003,789 Pine Rd,Anytown,CA,12345,Priya,Patel,p.patel@school.edu,555-123-4569,High

Troubleshooting

Problem Cause Fix
“Some rows in the CSV file are missing required fields.” A required column is empty for one or more rows. Fill in every required column for every row.
“Site ‘…’ not found. Please verify the CSV file.” A user’s site_name doesn’t match any existing site. Check spelling/capitalization, or include that site in a sites.csv uploaded in the same batch.
“Row N is missing required fields: …” A sites.csv row is missing a required column. Fill in the listed columns for that row.
Import fails with an encoding error The file wasn’t saved as UTF-8. Re-save the CSV with UTF-8 encoding before uploading.
Active user unexpectedly marked Inactive They were left out of the uploaded users.csv. Include every currently active user in each upload, or add them back manually afterward.
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