Import applicant records

Use the Applicants tab in the Pupil Manager module to import applicant data from a previous management information system. For example, you may wish to import an applicant database, created in RSAdmissions, into Ed:gen. You can also view import history for successful and failed imports, this is a useful auditing tool.

Files to be imported must be in .xml format.

You can import new versions of applicant databases into Ed:gen to update your applicant records. The Ed:gen importer automatically detects applicant records that have been imported previously and prevents duplicate records from being created.

Ed:gen detects imported applicants from the same family and automatically generates a family record. Importing additional applicants from the same family automatically includes their information to the family.

Contact the Help Desk for assistance in formatting your applicant records before importing into your system.

Choose to:

Importing RSAdmissions files

Use the Import function to import applicant data from the RSAdmissions database system. This is useful for keeping applicant records up to date between databases held in RSAdmissions and Ed:gen.

To import applicant records, follow the steps below:

  1. In the Pupil Manager module, select the Applicants tab.
  2. Click Import in the header bar.
  3. Select Start New Import from the menu to the right of the screen. The Import screen is displayed:
  4. In the External Feed Type field, select RS from the drop-down list.
  5. Click Browse and select the file that you want to import. The imported file must be in .xml format.
  6. Click Upload Import File. Uploaded records are now imported into Ed:gen as new applicants.

Importing CTF-formatted files

Use the Import function to import applicant data from other school management information systems. Use this before the start of a new academic year to add data for applicants that have transferred schools.

To import applicant records, follow the steps below:

  1. In the Pupil Manager module, select the Applicants tab.
  2. Click Import in the header bar.
  3. Select Start New Import from the menu to the right of the screen. The Import screen is displayed:
  4. In the External Feed Type field, select CTF from the drop-down list. Additional fields are displayed in the Import screen.
  5. Click Browse and select the file that you want to import. The imported file must be in .xml format.
  6. Complete the CTF Import Options section:
    • Update Basic Details. Choose to update basic details for existing student records that have been detected during the import.
    • Update as Default. Choose 'Yes' to select records to update by default when duplicates are found. Note that you can override this setting for individual records in the following screen.
  7. Use the drop-down lists available to choose the information to be imported from the file. For example, you can choose to import Attendance History to include pupil registration data.
  8. Click Upload Import File. Records found during the import are listed:
  9. Use the drop-down lists under the Action column to select either:
    • Create New. Create a new applicant record using information from the selected record.
      or
    • Update. Update an existing record in Ed:gen using information from the selected record.
      or
    • Skip. Skip the import of a selected record.
  10. Choose to:
    • Print Comparison. Print a hard copy of records that are to be updated in Ed:gen.
      or
    • Process File. Import applicant records into Ed:gen. You can view a performance log for the import and print a comparison of updated records, as required. An example of the import results log is shown below:

View history of previous imports

Use the options under Previous Imports from the right hand menu to view read only logs of successful and failed imports. This is useful for checking the status of record imports that have been attempted.

Choose to view logs of:

To view information about successfully performed imports, follow the steps below:

  1. In the Pupil Manager module, select the Applicants tab.
  2. Click Import in the header bar.
  3. Select View Successful Imports from the menu to the right of the screen. The Manage Applicants: Admissions Import screen is displayed. An example is shown below:

    4. A log of successful imports is displayed. Additional information is listed such as the information included in the import and the number of existing records updated.

To view information about failed imports, follow the steps below:

  1. In the Pupil Manager module, select the Applicants tab.
  2. Click Import in the header bar.
  3. Select View Failed Imports from the menu to the right of the screen. The Manage Applicants: Admissions Import screen is displayed. An example is shown below:

    4. A log of failed imports is displayed. Additional information is listed such as the feed type, date and time of the attempted import.