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Functionalities
Exoclass User Guide: Importing Clients into the System
EXOCLASS
Functionalities
Guides
We are introducing a new Exoclass feature that simplifies adding students directly into the system. This innovation makes handling administrative tasks even easier, giving you more time for quality education. Let’s examine in detail how to use this feature effectively.
To import students into the system, you will follow 4 steps:
1. Downloading the import file
2. Filling in the information
3. Choosing a payment interval
4. Uploading the file into the system
5. Let’s discuss each of these steps in more detail.
Downloading the Import File
In the “Students” section, you will now find a “Import Students” button.
Clicking this button will open a table with essential information for importing, including a link to download the import template.
By clicking on this link, you can download a CSV file into which you can enter the information you wish to import.
Filling in the Information
In the downloaded file, you will need to fill in information about parents, students, groups, and fees.
The file will include fields for entering information such as:
1. Name – the parent’s first name.
2. Surname – the parent’s last name.
3. Email – the parent’s email address.
4. Phone – the parent’s phone number. It must be entered with the country prefix 353/44/1.
5. Country – IE/GB/US (capital letters)
6. Language – en (lower case)
7. ChildName – the student’s first name.
8. ChildSurname – the student’s last name.
9. ChildBirthdate – the student’s date of birth, separated by dashes (e.g., 2016-11-22). If the date is unknown, you can enter an approximate one, and later adjust it in the system when known.
10. SKU – the group’s short code.
11. Debt – enter 0 if the student has no additional debts. Entering an amount will create a debit in the balance. (note: the system will automatically add the club’s price based on the group information)
12. Credit – enter 0 if the student has no additional credits. Entering an amount will create a credit in the balance. (note: the system will automatically add the club’s price based on the group information)
13. StartedAttendingAt – the student’s start date of attending the club, separated by dashes (e.g., 2024-01-01).
14. StripeId – if you are using the Stripe payment system, enter the client’s Stripe code here. If not using Stripe – leave this field empty.
15. CouponCode – enter the discount code if you wish to apply it to the student. Otherwise, leave the field empty.
Once you have filled in this information, save the file.
Choosing a Payment Interval
Before uploading the filled file into the system, choose the payment interval for these students to attend the groups specified in the file. You can choose from all the payment intervals available in your account.
Note: If the students to be imported have different payment intervals, separate these students into different files and import them separately.
Uploading the File into the System
Once the payment interval is chosen, drag and drop the filled CSV file into the designated area.
Once all the previously mentioned steps have been completed, simply press the “Import” button.
The import process may take a few minutes, after which the students will gradually appear in their respective groups.
Common Importing Errors
There may be instances where the import is unsuccessful, and the system does not import the students. Here are a few cases and explanations on what to do.
1. Row x empty. This means that you did not fill in data in a particular row. Check the row indicated by the system and ensure that all required rows are filled.
2. Invalid header. This means that there might be additional symbols in your file’s titles that were not anticipated. Check if the titles in your file match the original import file’s titles.
By following these steps, you will be able to efficiently import students into Exoclass, allowing the system to do the rest of the work. This innovation not only saves time but also increases the accuracy of student records, ensuring smoother operation of your educational programs. Try it out and experience the convenience and efficiency that Exoclass provides in handling administrative processes!
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