If you are setting up Wellbeing manually, we advise that you use our CSV import to upload your pupil records into their year groups and classes. You can also add an individual pupil through this quick method here, but the CSV import will allow you to upload multiple pupils in one go.
Please ensure that you have set up your year groups and classes, as described here or the upload will not work.
To upload your pupils via CSV, you will need to use our template. To download this, ensure you are on the blue 'Pupils' tab in the Admin Hub. Select 'Import CSV':
Then, select ‘Download Template’ button:
This will export the template as a CSV file. Open this up, and you will see the following column headings:
It is vital that you do not make any amendments to this header row - you can leave columns blank if you are not using them, but do not delete any of them. Your pupil information will be entered in the rows underneath this first row.
Below is a guide of what to include in each column. Please make sure that you fill in all of the mandatory columns, marked with an asterisk (*)
|A*||Action||Insert the letter 'A' to add the pupil to the platform if you're adding an entirely new pupil record to the system. If you need to edit existing pupil records, please go here.|
|B||User ID||Leave blank.|
|C*||Type||Add 'S' for student.|
|D*||First name||First name of the pupil.|
Optional, can be left blank.
Last name of the pupil
This must match the year group of the class on Wellbeing. The AC can check what has been set up by clicking on the 'School' tab in the Admin Hub and going to 'Year group' tab.
Class name – this must match the class name on Wellbeing. You can check what has been set up on the 'Classes' tab within Admin Hub.
Pupil’s date of birth, which needs to be inputted in DD/MM/YYYY format.
|J*||Gender||F for female, or M for male.|
|K||Home Language||Optional, can be left blank.|
|L||UPN||Optional, can be left blank.|
|M||Pupil premium||Optional, Y for yes, or can be left blank.|
|N||Service children||Optional, Y for yes, or can be left blank.|
|O||Free school meals||Optional, Y for yes, or can be left blank.|
|P||Ever 6 free school meals||Optional, Y for yes, or can be left blank.|
|Q||SEN status||Optional, can be left blank. Valid values are: 'S' (for Statement), 'E' (for Education, Health and Care Plan) and 'K' (for Education Support)|
|R||More able||Optional, Y for yes, or can be left blank.|
|S||Traveller status||Optional, Y for yes, or can be left blank.|
|T||Looked after||Optional, Y for yes, or can be left blank.|
|U||Ever looked after||Optional, Y for yes, or can be left blank.|
|V*||Access to application||Add 'Y' for yes to enable the pupil to appear in class listings and marksheets.|
You can upload CSVs containing up to 250 pupils at a time, however, successful upload of this many pupils at once can vary depending on your schools’ bandwidth and connectivity. If you do not have strong or fast connectivity we would advise uploading smaller sets of data at a time. You can download as many templates as you need - just ensure that you save the file(s) somewhere on your computer where you can easily find it again.
Once your file is completed, you are ready to import your CSV. To upload, select ‘CSV import’ again in the 'Pupils' tab:
Use ‘Select your CSV…’ to select your file on your computer:
Then, select ‘Upload the CSV’. You will see a spinner on the screen whilst your data is uploading. Depending on how many rows you are uploading, this may take a few minutes.
The next dialogue screen will advise you of the success of this upload. If any mandatory information is missing or there are errors in the information supplied. Select 'Download errors CSV' to get a list of the errors and details of the pupils that did not successfully upload to Wellbeing:
Column W of the errors report will provide the reason(s) as to why the upload failed. You can amend the exported spreadsheet (containing only those that did not upload successfully) as necessary, save it and re-upload.
Any uploaded pupils will then appear under the blue 'Pupils' tab, and you can now use them for assigning surveys, reports, etc.