Schoology Learning
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Set up auto import via SFTP

If your organization uses an SFTP server, you can configure Schoology to automatically import user, course, enrollment, parent, advisor, resource, and photo data from your SIS on a scheduled basis.

File setup

Select Tools, choose School Management, select Import, and then select Auto-Import.

SFTP configuration

  1. Enter your SFTP server information.

  2. Configure the frequency and hour when imports are queued for processing.

  3. Optionally, select Enable notification e-mails.

  • Settings are not saved unless at least one file path is configured.

  • Re-enter the password whenever you update a file path.

Users

Users are matched by School UID. Email addresses, School UIDs, and usernames must be unique. Each user must have a username, an email address, or both.

  1. From SFTP, keep Save configuration as above selected to use the same SFTP server, or clear it to use a different server for users.

  2. From Path to file, enter the file path, or select Use Directory Strategy to locate the CSV or XLS file.

  3. From Roles, enter the values from your import file that represent each role.

  4. From Schools, enter the values from your import file that represent each school.

  5. From Preferred Name Display, choose an option.

  6. Optionally, select Override existing settings in Schoology.

  7. From Email Conflicts, choose an option:

    • Don’t allow duplicates prevents Schoology from creating a duplicate account.

    • Create account with Username creates the account using the username in the import file.

    • Merge account with your claimed domains creates accounts using usernames when the email address does not match your organization’s claimed or custom domain.

  8. Optionally, select Send activation email to send login instructions to users with valid email addresses.

  9. Optionally, select Do not automatically generate passwords for users.

Use profile pictures

Profile picture uploads are built by mapping each user's username or unique ID to the file path for the user's photo in a manifest CSV or XLS file. The photo files must be in the same directory as the manifest file.

  1. From SFTP, keep Save configuration as above selected to use the same SFTP server, or clear it to use a different server for users.

  2. From Path to file, enter the file path, or select Use Directory Strategy to locate the CSV or XLS file.

  3. Optionally, select Associate the same profile picture for multiple users to associate multiple user accounts with the same picture file.

Courses

Existing courses matched by course code are used when found. Section codes must be unique across courses and grading periods. Section school codes must be unique across all courses and grading periods in your school.

  1. From SFTP, keep Save configuration as above selected to use the same SFTP server, or clear it to use a different server for users.

  2. From Path to file, enter the file path, or select Use Directory Strategy to locate the CSV or XLS file.

  3. From Grading Periods, enter the values from your import file that represent each grading period.

  4. From Schools, enter the values from your import file that represent each school.

You cannot delete a course or section by removing it from the CSV or XLS file and importing again through auto-import. Delete the course or section manually from the Courses area or from the Delete tab.

Course enrollments

Course enrollments are matched by course code, section code or section school code, and the selected grading periods.

  1. From SFTP, keep Save configuration as above selected to use the same SFTP server, or clear it to use a different server for users.

  2. From Path to file, enter the file path, or select Use Directory Strategy to locate the CSV or XLS file.

  3. From Enroll based on, select an option:

    • Section school code is the global unique identifier for the section.

    • Section code can be used if you cannot generate globally unique identifiers.

  4. From Enrollment Type, enter the values from your import file that represent each enrollment type.

  5. From Grading Periods, enter the values from your import file that represent each grading period.

  6. From File Settings, select a clear enrollment option to automatically remove existing enrollments before importing new ones. Use this option when course rosters change frequently, such as at the beginning of the school year.

  • Only sections included in your import file have enrollments cleared.

  • Remove past sections from your import file to avoid clearing enrollments at the end of a grading period.

  • To clear all students from a section without adding new ones, include only the admin in the import file.

Parents

Parent-student associations are built by mapping the parent’s Unique User ID to the child’s Unique User ID in the CSV or XLS file.

  1. From SFTP, keep Save configuration as above selected to use the same SFTP server, or clear it to use a different server for users.

  2. From Path to file, enter the file path, or select Use Directory Strategy to locate the CSV or XLS file.

Advisors

Advisor-advisee associations are built by mapping the advisor’s Unique User ID to the advisee’s Unique User ID in the CSV or XLS file.

  1. From SFTP, keep Save configuration as above selected to use the same SFTP server, or clear it to use a different server for users.

  2. From Path to file, enter the file path, or select Use Directory Strategy to locate the CSV or XLS file.

Resources

  1. From SFTP, keep Save configuration as above selected to use the same SFTP server, or clear it to use a different server for users.

  2. From Path to file, enter the file path, or select Use Directory Strategy to locate the CSV or XLS file.

Match columns

After you save your File Setup changes, select Continue to match columns. Each import type has its own matching section where you map Schoology fields to columns in your CSV or XLS file.

  1. Select the matching section you want to configure: Users, Courses, Enrollments, Parents, or Photo Uploads.

  2. From each Schoology Field list, select the corresponding column from your import file.

  3. Review the preview displayed for each row to confirm your mappings.

Status log

The Status log displays success and error messages for each import run. Select the Job Title of any logged activity to view its details. If an error appears, select the link in the Rows Affected column for more information.

  • The Status log displays the time your import ran in your organization’s local time zone, even though imports are queued in Greenwich Mean Time (GMT).

  • The error detail view shows the first 50 affected rows. Select Download Full Report to download a CSV file containing all affected rows.