Importing and Exporting Data in openSIS | Data Interchange Guide

Importing and Exporting Data in openSIS

Overview

openSIS provides a centralized Data Interchange area where administrators can bulk import, update, and export institutional data using Excel or CSV files.

This helps schools:

  • onboard large amounts of data quickly
  • reduce manual entry
  • migrate records from previous systems
  • update existing records in bulk
  • export institutional data for reporting or backup purposes

Accessing Data Interchange

Tools → Data Interchange

Inside this section, administrators can access:

  • Student Bulk Data Import or Update
  • Staff Bulk Data Import
  • Historical Grades Import
  • Export Data from openSIS to Excel

Student Bulk Data Import or Update

This tool allows administrators to:

  • bulk import new student records
  • bulk update existing student records

Administrators can:

  • download the Excel template
  • populate student information
  • upload the completed file
  • map spreadsheet fields
  • preview mappings
  • import or update records

Supported file types:

  • XLS
  • XLSX
  • CSV

Common Uses

  • New academic year onboarding
  • Migrating students from another SIS
  • Updating student demographic information
  • Correcting records in bulk

Info
Detailed instructions are available in the separate Student Bulk Import article.

Staff Bulk Data Import

This feature allows schools to bulk upload staff and teacher records using spreadsheet templates.

Administrators can:

  • download the import template
  • populate staff information
  • upload and map fields
  • validate records before import

Common Uses

  • Teacher onboarding
  • Staff migration
  • Bulk profile creation
  • Updating staff information

Info
Detailed instructions are available in the separate Staff Bulk Import article.

Historical Grades Import

The Historical Grades Import tool helps institutions upload previous academic grade records for students.

The system allows administrators to:

  • download the student list template
  • preserve the internal GUID mapping
  • add historical grade records
  • upload and validate grade information

This is especially useful during:

  • SIS migration
  • transcript preparation
  • cumulative GPA setup
  • transferring legacy academic history

Warning
Important: Do not remove the GUID column from the downloaded template.

Info
Detailed instructions are available in the separate Historical Grades Import article.

Export Data from openSIS to Excel

Administrators can export various institutional datasets directly into Excel format.

Available export options may include:

  • School Data
  • Student Data
  • Parent Data
  • Staff Data
  • Student Academic Data
  • Subject + Course + Course Section Data

Exports help institutions:

  • maintain backups
  • perform external reporting
  • prepare migration files
  • analyze institutional records

General Import Workflow

Most import tools in openSIS follow a similar process:

  1. Download Template
  2. Fill Spreadsheet Data
  3. Upload File
  4. Map Fields
  5. Preview Mapping
  6. Import or Update Data

Before You Begin

Before importing data:

  • Verify required fields
  • Follow template formatting exactly
  • Avoid renaming template headers
  • Configure academic setup first
  • Keep backup copies of files

It is recommended to complete:

  • Grade Levels
  • Marking Periods
  • Calendars
  • Periods
  • Courses

before importing scheduling-related data.

Common Import Issues

Invalid Formatting

Incorrect date formats or missing required columns may cause validation errors.

Duplicate Records

Duplicate IDs or email addresses may prevent successful imports.

Missing Dependencies

Scheduling or academic imports may fail if required setup data does not already exist.


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