Uploading data to Call Parents via a csv file

Owned by Chris Hayes
Last updated: Nov 20, 2017
4 min read

Call Parents allows users to upload data via csv files. This feature can still be used even if your Call Parents is linked to an MIS as you may wish to upload Governors or other non-teaching staff that are not in your MIS. NOTE: you need to be the Call Parents administrator to upload data. If you cannot see the Admin tab at the top of the screen please contact your Call Parents administrator to give you access to this or ask them to do the upload for you.

A sample csv file can be found here. The minimum fields required are student first name, last name, a contact (e.g. Mom or Dad) first name, last name and a mobile number or email address. However, you can include extra information if you wish such as classes, year groups etc.

Step-by-step guide

1. Create your csv file according to the template above. As mentioned, you can add in extra details if you wish. Please make sure each student is entered on one row.

2. Log in to Call Parents and click on Admin at the top of the page. Once logged in, go to Data and then Upload.

3. Contact Type - choose the type of data you want to upload. Currently you have the options for:

  • Student and parent
  • Staff
  • Affiliated
  • Governors
  • Non-teaching staff
  • Other
  • Member (CC only)

If you want to do more than one upload, you will need the data on a separate csv file i.e. have 1 for students and 1 for staff.

4. Existing Data - if this is the first time you are uploading data leave this setting on Overwrite. Any subsequent data uploads you can choose to overwrite everything on the system or you can append to it i.e. add all the additional information to what is already on the system. Please note that using Append to could lead to duplication of contacts if you upload the same file again rather than just your changes or new starters.

5. Local Area Code - enter the local area code for your organisation. Any landline numbers that are uploaded without the area code will automatically have the code added to the number.

6. Data File - Browse to the location of your csv file and then click Upload. NOTE: If you selected Overwrite, you will receive an additional message to confirm you are happy to do this. Click OK if you are happy to continue.

7. This will display the Mapping Fields page. From here you need to match up the fields in your csv file to the fields that Call Parents uses. The ones highlighted with a red Yes are mandatory. Once you have done this click Upload at the bottom of the page.

8. After a few moments you should see a message to say the upload has been successful. Click Close.

9. If you log back into Call Parents you should see your data in the section you uploaded it to