manually uploading pupils to parentpay · 2020-03-17 · ©parentpay ltd page 2 ppta 05/03/2015...

©ParentPay Ltd PPTA 05/03/2015 08:19 Version 1.1

Manually Uploading Pupils to ParentPay

These instructions are intended for schools that have already downloaded the

MIS:Sync application – if you have not done this yet, please download MIS:Sync from

the Help tab within your manager login before you go any further.

Step 1 - Exporting a file from your school MIS

If an automated upload is not possible from your MIS system to ParentPay, you will

have the ability to create a report and export a copy of this information into a

spreadsheet (CSV format).

We need you to create a report, using the below fields – the ones with a * by them

are mandatory (we know that you may have things names differently, for example

‘Pupil forename’ could be ‘First name’ in your school MIS):

*Pupil surname

*Pupil forename

*Admission / role number – this will be used as a pupil identifier, each must be unique

*UPN

*Date of birth

*Gender

*Year group

*Registration group

Parent salutation

House number

House name

Street

District

Town

County

Post code

Free school meal entitlement**

Free school meal start date

Free school meal end date

Ethnicity

Religion

Dietary requirements

**If a child is not eligible for a free school meal, you need to ensure there is no date

listed for them, even if they were a previous FSM student and the dates are for an

historic period

You will need to export this file and save is as a CSV.


This is an example of what your pupil data will look like when you have exported it as

a CSV file. Some of your fields may be different, for example – where we have put

‘admission number’, your school may call this ‘role number’.

You will need to produce a copy of this report, every time you have pupil data

changes within your MIS, so please ensure the columns are always in the same order.

It is important that there are no commas in any field on the spreadsheet. If you do

have commas within the spreadsheet, you can remove these by opening the CSV file

in Excel and use the ‘find / replace’ option to find a ‘,’ and replace with a space – then

select ‘replace all’.

There should also be no blank rows in the data

Step 2 – Creating your mapping template (this part is a one off process)

Click on the MIS:Sync icon on your desktop and log in.

This will then take you to the log in screen (you may need to minimise any other

programmes you have open). If your school uses a Proxy server, you may need to

add these details – see diagram at bottom of page:


Make sure you are in ‘Live’ mode

Your username and password are the

same as you use to log into your ParentPay Manager account

Your organisation ID is as follows:

Schools in England = school-1-dfe number. Schools in N Ireland = school-2-dfe

number Schools in Scotland = school-3-dfe number

Schools in Wales = school-4-dfe number

Leave the MIS System dropdown box as ‘Other’

If your school uses Proxy settings you will need to click on the Proxy Tab and

enter the Proxy server details. Click Test connection to check the

Proxy settings are correct.


Go back to the Login tab and click Continue.

Once logged in click on Tools and select Create a mapping


Browse on your system for the CSV file you have just created and then give your

mapping a name and press ‘Ok’

This will bring up the below screen. The left hand column are the fields that ParentPay

use, the right hand column are the fields that your school file has used.

You now need to match the fields from your file to the relevant fields within

ParentPay.

Click on the ParentPay field in the left column, and then click on the one that it

matches to from your file. For example ParentPay = admission number, School file =

role number.

Once you have matched the fields click Map


For admission/role numbers, you may wish to pad to six digits (particularly if you use

a cashless till system that pads your admission/role numbers). If you wish to do this

put a tick into the ‘required’ box prior to clicking Map.

Most of the fields are self-explanatory however you need to be aware that ‘groupcode’

relates to your ‘Year groups’ and ‘RegGroup’ relates to ‘Registration groups’.

Once you have matched all of the required fields from your spreadsheet you need to

click Save

Note: It is not possible to upload email addresses and mobile telephone

numbers to the ParentPay system via a manual mapping.


Step 3 – upload your CSV file to ParentPay

Click the Pupils tab and select Manual update

Select the CSV file that you created once more by clicking on the yellow browse

folder. Then select the mapping that you have just created from the dropdown menu.

Click Import

This will pull through the data from the file that you have created; any fields that you

did not use will remain blank. If there are any errors in your data – an exclamation

mark (!) will appear in the very first column. Any errors will need to be corrected

within the CSV file and re-imported.


Once you are confident your data is ready to be imported to ParentPay click Upload

The pupil data will be exported to your ParentPay site.

You will receive a message via the Message tab informing you that your upload has

been successful

You may also receive warning messages (usually advising you that missing FSM dates

have been updated with relevant dates to ensure the upload could be processed)

You can now close MIS:Sync.


Next time you need to refresh your pupil data, you will only need to export the

information from your school MIS > save as a CSV file and use the existing mapping

you have created to refresh the pupil data via the Pupils > Manual Update tab.

Troubleshooting

If your import has failed you will receive notification that there is an error

The error will be displayed in the message screen. You will need to review the

message, amend the data in your pupil file and re-attempt the upload.

manually uploading pupils to parentpay · 2020-03-17 · ©parentpay ltd page 2 ppta 05/03/2015...

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