Throughout the school year, a school's student database may be updated with new students, contact information, statuses, etc. The purpose of the Student Update Utility is to allow a simple way to import this updated information. Please note this utility can only add and update information - it will not remove any current students from the Tracks database. When uploading student data for a brand new school year and purging old data (only once per year!), use Dr. Download Annual Update instead.
  1. Go to Modules Student Information > Student Update Utility 
  2. Click Choose File
  3. Navigate to student import file and select
  4. Click Open
  5. Click Next
  6. Review the field mappings to make sure each column is assigned to the correct field
    • Example: The FirstName column should contain student first names, the Gender column should contain a value of male or female, etc. If there is incorrect value, such as 12 in the LastName column, click Back and go back to step 2 after correcting the student import file.
  7. Click Next to continue to the Tracks Data Conversion screen
  8. Select how Year/Class data is formatted in import file:
    1. Grade: choose this option if your data contains grade levels, such as 11, 12, etc.
    2. Year: choose this option if your data contains graduation years, such as 2020, 2021, etc.
  9. (Optional) Enter default State to use if blank on student
    • Example: If the school is located in California, enter California or CA in this field to assign to students who do not have that information filled out.
  10. (Optional) Enter default Area Code to use if blank on student
    • Example: If 760 is a common area code for local phone numbers, enter 760 in this field to append it to the front of all phone numbers that do not have one.
  11. (Optional) If Status field is imported, select corresponding Tracks Status Value from the drop-down for each Data Status Value
    • Example: If the import file contains a Data Status Value for students considered active, select Active from the drop-down menu.
    • Note: For more info on Status types, see Change Customer Status.
  12. Click Next
  13. Verify final data before proceeding
    1. Click Edit on the far right of a student entry to edit the fields manually
      1. Click Update to save changes after editing
      2. Click Cancel to not save changes
    2. Click Delete on the far right of a student entry to delete the line
  14. Click Next
  15. Click OK to proceed with importing data
  16. Click OK when Finished message pops up