Staff, Student/Customer and Session records may be brought into Oases using field mapping. You load your own spreadsheet of data using our column headers or move your data to our column headers, and using the mapping tool tell Oases the field where the data is to go.
Before using this feature study the default fields available in a staff or student record, then study your data and create any custom fields you may need in either record.
Session field mapped import does not include session custom fields.
Preparation of your spreadsheet is key to a successful import.
Preparing to Import Staff with Field Mapping
1. Compulsory Fields:- Make sure your spreadsheet has columns for the three compulsory items in a staff record:
First Name, Last Name and primary tutoring location.
Ensure that these columns have data for each row of staff. The primary location will be the tutoring location in a program that will be the key location such as In-Home or Tutoring Center. Make sure the text in your spreadsheet matches the active location in your database exactly.
You may export a list of your available column headers from the mapping page. See point 18 below.
2. Custom Fields:- Create any Custom Fields you need in the staff record for data that will not reside in one of the default fields in the Oases staff record. Make sure your spreadsheet of data has a column to match your custom fields. If you have a checkbox use the word yes to check the box, if you have yes/no buttons use yes or no. If you have created a field with a custom drop-down menu, type one of the options into your spreadsheet column for this field matching one of your options exactly.
3. Specialist Areas:- Ensure you have created your specialist areas if you would like the import to check off these skills in each of the records. Have one column in your import spreadsheet named specialist and list all items to be checked off for each staff member in one cell separated by commas.
4. Tags: - Create any tags you will need in staff records. This may be done from a staff record or the Tags area in Set Up. Tags are entered into the import spreadsheet exactly as they appear in Oases and may be comma separated to import multiple tags to a record. Tags Oases does not recognize will not be imported. As a comma indicates multiple tags in the import sheet, do not include a comma within the tag itself or the tag import will fail.
Preparing to Import Students with Linked Customer Record with Field Mapping
5. Compulsory Fields:- Make sure your spreadsheet has columns for the five compulsory items in a student record:
First Name, Last Name, Grade, Active Status, Student School (primary tutoring location) and enrollment type.
Ensure that these columns have data for each row of student info. The student's school or primary location will be the tutoring location in a program that will be the key location such as In-Home or Tutoring Center. Make sure the text in your spreadsheet matches the active location in your database exactly.
Create a column called Active Status and use the words active or inactive to determine the status of the student record upon import.
Note: You will not be billed for students being imported as inactive unless you activate them to update information, so make sure that you import all information necessary with the first import.
The student grade must be a pure number or letter such as 1, 2, 10, PK, K do not use ordinal numbers such as 1st or first. The grade code used must be one that is in your database. Go to Setup - Other - Student Grades to see a list of grade codes for your database.
You may export a list of your available column headers from the mapping page. See point 18 below.
6. Custom Fields:- Create any Custom Fields you need in the student record and the parent record for data that will not reside in one of the default fields in the Oases student or parent/customer record. Make sure your spreadsheet of data has a column to match your custom fields. If you have a checkbox use the word yes to check the box, if you have yes/no buttons use yes or no. If you have created a field with a custom drop-down menu, type one of the options into your spreadsheet column for this field matching one of your options exactly including capitalization.
7. Enroll Type:- Add this column to your spreadsheet and have the word Private, SES or ELT in the column to ensure your students are loaded with the correct billing type.
8. Parents/Customers:- Oases creates a different but linked record for the customer (person paying for the services for the student). Importing your student and parent on the same row will do this for you automatically. If the address is the same as the student address just put an S in the column for the parent address line 1 and Oases will duplicate the student address. Works for single students only.
9. Siblings:- To link two or more siblings to the same parent/customer record upon import make sure that the parent first name and last name is identical on the student rows and the parent addresses are identical on both rows. You CANNOT use the S in the parent address column for siblings as was discussed in point 4 for single students.
10. Liabilities:- Money owing to you or your customer and hours owing to the student may be imported. Ensure your session types are set up and export the list of available column headers from the mapping page per point B below. Please note it may take as much time to add the liability information to the import spreadsheet as it will to create it directly in Oases.
11. Tags:- Create any tags that you will need for Students and their attached Customer/Parent records. This may be done from the records in Oases or the Tags area in Set Up. Tags are entered into the import spreadsheet exactly as they appear in Oases and may be comma separated to import multiple tags. Tags Oases does not recognize will not be imported. As a comma indicates multiple tags in the import sheet, do not include a comma within the tag itself or the tag import will fail.
Preparing to Import Sessions via Field Mapping
12. Staff, Students, Locations and Session Types must exist in Oases to bring in past or future sessions. If you have a location of In Home or Online or any other identical location in multiple Programs produce and import a spreadsheet per Program.
13. Add the Student and Tutor names to the import sheet in one cell and exactly as they appear in Oases.
14. You can import up to 4 students per session.
15. Add a start time then either add the end time OR the duration in minutes. See trouble shooting excel issues converting duration to minutes.
The two columns:
Time To (EITHER this or Duration)
Duration Minutes (EITHER this or Time To)
must be present in the spreadsheet for import although one column might be empty. If moving column headers to your own spreadsheet ensure these are both present.
16. Adding a schedule number will not create a schedule and add the sessions. This would be to add your sessions to an existing new or ongoing schedule.
NOTE: You cannot import to Session Custom Fields. Available fields in addition to the student/s, tutor, session types, date/times:
Student Session Note
If you have data to import for your session custom fields, consider adding it to the Session Note area.
Mapping your spreadsheet for import (Staff & Students)(Sessions)
When your spreadsheet is prepared upload it to Oases.
17. Go to the import mapping page: Set Up, Data Import, Field Mapped Import.
18. If you would like to see a list of available column headers for destination fields press Export Available Fields for staff or students. This will produce a spreadsheet with all the available columns. You may move your data into this spreadsheet for import if you wish. This sheet will import without you having to do manual mapping, it will auto-map, so this is the fastest option.
19. When your spreadsheet is ready select a specific program if all your records are for one program then press Select Student, Staff or Session Import File.
If you do not select a specific program then you may load for multiple programs at once but the Primary Tutoring Location known as the Student's School on the student sheet must be unique. For example if you have In-Home in each program this will fail. To use a location like in-Home choose to upload by program.
20. When the file pathway is in the window press Load Spreadsheet and the mapping fields will load.
21. If you populated the spreadsheet of the export of the available column headers with your data the mapping will be done for you. If not decide where the information will go in Oases using the drop down menu for each column of data.
Your column names are provided for reference with the data for your first record for reference. Row 1 on your spreadsheet must have titles and this row will not be imported.
Each row of data must be mapped to an Oases Field but the Oases Field name does not have to match your column name exactly which is why you do the mapping. You can choose to select Do Not Import This Field.
If you realize there is a mistake in your spreadsheet, update your data and re-save the spreadsheet, re-import it and use the Apply Last Mapping button to pick up where you left off. Check your new data is present.
22 When importing students you will need to check the I Understand That My Billing Plan May be Automatically Upgraded, before pressing the Load Students button. If you import your students as Inactive there will be no change to Tier billing but you will not be able to work on them in Oases until they are active.
IF YOU DO NOT SEE THE BLUE LOAD STUDENTS OR LOAD STAFF BUTTON THEN NOT ALL OF THE COLUMNS HAVE BEEN MAPPED.
23. You will receive a screen confirmation that your records have been imported.
The Note Field
The note field may be used as a header for multiple columns to create individual notes in the notes area of the student or staff member. It is the only column header that may be selected more than once.
Geo Location services upon import
Google location services limits our queries to one per second. As this would slow down an import to unacceptable lengths, addresses are not geo-located upon import. Instead, the geo-located lat/long code is added to imported records during our nightly midnight save.
Trouble Shooting converting duration to minutes for Sessions import
Depending on the source of your data many system exports will present session data as a duration such as 1:30 to represent a session of an hour and a half. To import to Oases this figure needs to be 90, representing 90 minutes.
The following is a set of steps to convert this time using our session import available fields sheet.
a. From the field mapped import page via setup, press the button to Export Available Fields for Sessions import.
b. Open the sheet and change font size and expand columns to make it easier to read if required.
c. If you are not using end times for your session in column C you will need to add the duration in minutes to column D. If your duration is 1:30 this will need to be 90, but excel can sometimes encounter problems when converting items depending on the source data.
d. Convert this time before adding any other data to your import sheet to establish if you have a problem prior to pasting in other items.
e. After column D add an extra column as shown below.
f. Copy and paste all your session durations that will be included in your import into column D by doing paste. Do not do a paste special.
g. Click outside the column and then click the column header D and change to custom h:mm.
Press the drop down menu featuring General - choose More Number Formats - Custom - h:mm
h. In cell E2 add the following formula =HOUR(D2)*60+MINUTE(D2) and press enter. It will return zeros.
i. Double click the small green square bottom right of cell E2 to extend your formula to the end of your data in column E.
j. Click on the E column header and change column E to General - Even if it already says General. This will convert your hours and minutes into minutes. This is the column you need to import.
k. If you are pasting the rest of the data into this sheet cut the column header from column D and paste it in as the column header on column E.
l. You can minimize the width of column D but don't delete it as that contains your conversions and will damage the data in column E. When you import to the field mapping page your can simply choose not to import column D.