Import users into Schoology using a CSV or XLS file. User imports can create new accounts, update existing accounts, assign roles and schools, and configure user profile information.
Schoology is optimized to process imports and exports between 7 PM and 6 AM Eastern Time or 11 PM and 10 AM Greenwich Mean Time, Monday through Sunday.
For best performance, perform or schedule manual imports, auto-imports, exports, and bulk deletions during these hours.
Import file requirements
Your CSV or XLS file must include a header row and one user per row. The file usually comes from your organization's student information system (SIS), customer relations manager (CRM), or content management system (CMS). You can import approximately 10,000 rows of data per import.
|
Field |
Requirement |
Description |
|---|---|---|
|
First Name |
Required |
User's given name. |
|
Last Name |
Required |
User's family name. |
|
Username or Email |
Required |
Unique username or email address for the user account. Emails must be unique across all of Schoology, including accounts outside your Enterprise account. |
|
User Unique ID |
Required |
A value created by your organization outside of Schoology, usually tied to your Student Information System (SIS) and used to match and update existing records on subsequent imports. |
|
Role |
Optional |
Include this field if the file contains users with different roles, such as Student, Teacher, or Admin. Otherwise, you can select a single role during import. |
|
School |
Optional |
Include this field if the file contains users from multiple schools. Otherwise, you can select a single school during import. |
|
Schoology User ID |
Optional |
The internal Schoology-assigned user ID. Can be used as an alternative to User Unique ID when updating existing records. |
|
First Name (Preferred) |
Optional |
User's preferred first name, if different from their legal first name. You can choose to display the preferred name in place of, or in addition to, the first name. |
|
Middle Name |
Optional |
User's middle name. |
|
Name Prefix |
Optional |
Name prefix, such as Mr., Mrs., Dr. |
|
Position/Job Title |
Optional |
User's position or job title within the organization. |
|
Password |
Optional |
Account password. If you do not include passwords in the file, Schoology will automatically generate a password for the user. System Admins can review the generated password in the Edit Users area after import. |
|
Gender |
Optional |
User's gender. |
|
Grad Year |
Optional |
Expected graduation year (for students). Including this column allows you to associate users with a graduation year, which you can export and filter for subsequent school years. |
|
Additional Schools |
Optional |
Additional schools the user is associated with beyond their primary school assignment. |
|
SIS User ID |
Optional |
May be used for organizations importing PowerSchool Learning content only. |
If the Password column is not included, Schoology automatically generates passwords for imported users. System administrators can review generated passwords after the import is complete.
Schoology recommends including Grad Year to simplify student management, filtering, and reporting across school years.
Import considerations
Passwords
If the Password column is not included, Schoology automatically generates passwords for imported users. System administrators can review generated passwords after the import is complete.
Graduation year
Schoology recommends including Grad Year. Graduation year helps filter, report, and manage students across school years.
Updating existing users
You can update existing users using one of the following identifiers:
|
Option |
Description |
|---|---|
|
User Unique ID |
An identifier created by your organization, typically from your SIS. |
|
Schoology User ID |
An identifier assigned by Schoology. |
Importing an empty column does not remove existing information from Schoology.
Email conflicts
User accounts with email addresses must use unique email addresses.
Choose how Schoology handles duplicate email addresses:
|
Option |
Result |
|---|---|
|
Don't allow duplicates |
Schoology does not create the account if the email address already exists. |
|
Create account with Username |
Schoology creates the account using a username if the email address already exists. |
If the import file already contains a username, Schoology uses the specified username.
Import users
Select file
-
Select Tools and choose School Management.
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Select Import.
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From Users, upload your CSV or XLS file.
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From Roles, select an option from the list.
-
-
Select a role if all users share the same role.
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Select Use Import File if the file contains multiple roles.
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-
-
From Schools, select an option from the list.
-
-
Select a school if all users belong to the same school.
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Select Use Import File if users belong to different schools.
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-
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If your file includes preferred names, configure Preferred Name Display.
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If needed, configure options for updating existing users.
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Select an option for handling email conflicts.
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Optionally, select Send activation email to send login information to newly created users.
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Select Continue.
Match columns
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Match each Schoology field to the corresponding column in your file.
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Use the preview to confirm the match.
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Click Continue.
Preview and confirm
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Review the import preview.
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Resolve any messages or warnings that appear.
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Confirm the information is correct.
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Select Run to complete the import.