TrackITk12: Bulk Upload Reference

TrackITk12 can create and update Sites, Users, Patrons, and Devices in bulk by uploading a CSV file for each. This page documents the columns each file needs, how records are matched and updated, and provides a ready-to-use template for each one.

General rules

Files must be saved as CSV (UTF-8 encoding).
The first row must be a header row with the exact column names shown below — don’t rename, remove, or reorder them. Extra columns you don’t need can be left out entirely, except where marked Required.
Uploading a file updates existing records and creates new ones in the same pass — you don’t need to separate new records from updates. Each file below explains exactly how existing records are matched.
Leave a cell blank to skip an Optional field. Required fields must have a value on every row.
sites.csv, users.csv, and patrons.csv can be uploaded together on the Data Integration → Bulk Upload page. If you’re uploading more than one at once, sites are always processed first, then users, then patrons — so a new site referenced in users.csv can be included in the same upload as its sites.csv row. devices.csv is uploaded separately from the Devices page.

`sites.csv`

Upload from Data Integration → Bulk Upload.

A site is matched to an existing record by site_name, then site_acronyms, then site_code (whichever matches first) — if none match, a new site is created. When a match is found, all of that site’s fields are overwritten with the values from the row.

Column	Required	Description	Example
`site_name`	Required	Site name. Used to match existing sites.	Lincoln Elementary School
`site_acronyms`	Required	Short acronym for the site.	LES
`site_cds`	Required	CDS (or equivalent district) code.	12-73399-1232232
`site_code`	Required	Short numeric or alphanumeric site code.	786978
`site_address`	Required	Street address.	123 Lincoln Ave
`site_type`	Required	Elementary School, Middle School, High School, or District Office	Elementary School
`sitecity`	Optional	City.	Springfield
`sitestate`	Optional	State.	CA
`sitezip`	Optional	Zip code.	90001
`prnfirstn`	Optional	Principal’s first name.	Maria
`prnlastn`	Optional	Principal’s last name.	Garcia
`email`	Optional	Principal’s email.	m.garcia@example.edu
`phone`	Optional	Principal’s phone number.	5551234567

Template

site_name,site_acronyms,site_cds,site_code,site_address,site_type,sitecity,sitestate,sitezip,prnfirstn,prnlastn,email,phone
Example Elementary School,EES,12-73399-1232232,897908,345 Main Street,Elementary School,Anytown,CA,12345,Jane,Doe,j.doe@example.edu,5555550100

`users.csv`

Upload from Data Integration → Bulk Upload.

A user is matched to an existing record by email. When a match is found, their name, room, role, site, and status are updated. Any active user who is not present in the uploaded file is automatically marked Inactive — the file is treated as the complete, current list of active users, so leave out only the users you intend to deactivate. New users are created with a random password and must change it on first login — no email is sent automatically, so use Send Temporary Password on each new user’s Edit User page afterward to email them one.

Column	Required	Description	Example
`first_name`	Required	First name.	Jane
`last_name`	Required	Last name.	Doe
`email`	Required	Email address. Used to match existing users.	j.doe@example.edu
`role_id`	Required	The numeric ID of an existing role (see the Roles page for your district’s role IDs).	4
`site_name`	Required	Must match an existing site’s name exactly (case-insensitive).	Example Elementary School
`rm_num`	Required	Room number or identifier.	101
`middle_name`	Optional	Middle name.	Ann
`status`	Optional	Active or Inactive. Defaults to Active if left blank.	Active

Because this upload deactivates any active user who is missing from the file, always export or double-check your current user list before uploading a partial file.

Template

first_name,middle_name,last_name,email,role_id,site_name,rm_num,status
Jane,,Doe,j.doe@example.edu,4,Example Elementary School,101,Active
John,A,Smith,j.smith@example.edu,4,Example Elementary School,102,Active

`patrons.csv`

Upload from Data Integration → Bulk Upload, or from the dedicated Patrons → Bulk Upload page — both accept the same file format.

A patron is matched to an existing record by badge_id. When a match is found, all of that patron’s fields are updated. Rows with missing required fields, an unrecognized role_name, or an unrecognized site_name are skipped (with the reason listed after upload) — the rest of the file still processes normally.

Column	Required	Description	Example
`badge_id`	Required	Unique badge/ID number. Used to match existing patrons.	STU-001
`first_name`	Required	First name.	Alex
`last_name`	Required	Last name.	Smith
`email`	Required	Email address.	a.smith@example.edu
`grade`	Required	Grade level.	9
`status`	Required	Active or Inactive.	Active
`rm_num`	Required	Room number or identifier.	204
`role_name`	Required	Must match an existing role’s name exactly (case-insensitive), e.g. Student.	Student
`site_name`	Required	Must match an existing site’s name exactly (case-insensitive).	Example Elementary School
`middle_name`	Optional	Middle name.	—
`guardian_name`	Optional	Parent or guardian name.	Jane Smith
`phone`	Optional	Contact phone number.	5558675309

Template

badge_id,first_name,middle_name,last_name,email,grade,status,rm_num,role_name,site_name,guardian_name,phone
STU-001,Alex,,Smith,a.smith@example.edu,9,Active,204,Student,Example Elementary School,Jane Smith,5558675309
STU-002,Maria,Elena,Garcia,m.garcia@example.edu,KN,Active,101,Student,Example Elementary School,,
STU-003,Jordan,,Lee,j.lee@example.edu,12,Active,215,Student,Example Elementary School,Pat Lee,5551234567

`devices.csv`

Upload from the Devices → Bulk Upload page.

A device is matched to an existing record by serial_num. When a match is found, its fields are updated (including reassignment or check-in). Rows with missing required fields, an unrecognized category_name or site_name, an invalid device_condition, or an unrecognized badge_id are skipped (with the reason listed after upload) — the rest of the file still processes normally.

Column	Required	Description	Example
`category_name`	Required	Must match an existing device category exactly (case-insensitive).	Chromebook
`serial_num`	Required	Unique serial number. Used to match existing devices.	SN-2024-0001
`brand_name`	Required	Manufacturer.	Dell
`model_name`	Required	Model.	Latitude 5420
`device_condition`	Required	One of: `new`, `good`, `broken_screen`, `damaged_keyboard`, `not_charging`, `water_damaged`, `lost`	good
`site_name`	Required	Must match an existing site’s name exactly (case-insensitive).	Lincoln Elementary School
`device_tag`	Optional	Asset tag or label.	TAG-001
`badge_id`	Optional	Patron badge ID to assign the device to.	12345
`return_at`	Optional	Return date, format `YYYY-MM-DD`.	2026-06-15
`expiration_date`	Optional	Warranty/lifecycle expiration date, format `YYYY-MM-DD`.	2028-06-15
`comments`	Optional	Free-text notes.	Screen cracked

Template

category_name,serial_num,device_tag,brand_name,model_name,device_condition,site_name,badge_id,return_at,expiration_date,comments
Laptop,SN-2024-0001,TAG-001,Dell,Latitude 5420,good,Lincoln Elementary School,,,2028-08-01,
Laptop,SN-2024-0002,TAG-002,HP,EliteBook 840,new,Lincoln Elementary School,,,2029-01-15,Assigned to new teacher
Laptop,SN-2024-0003,TAG-003,Apple,MacBook Air,good,Washington Middle School,,2026-06-15,2027-06-15,End of year return

Bulk Upload Reference

General rules

sites.csv

Template

users.csv

Template

patrons.csv

Template

devices.csv

Template

On this page

TrackITk12

`sites.csv`

`users.csv`

`patrons.csv`

`devices.csv`