1. Home
  2. Blank System Setup and Data Import

Blank System Setup and Data Import

This guide will show you how to set up your MIS system, including importing data into Bromcom, by following the processes below.

Pre requisites:

Access: To import all of the data below you will need Administrator rights.

Your live Bromcom system: You will need to have your School ID, Username and Password to login to the MIS. Your onboarding Project Manager will have provided the login details via email to the main contact at the school.

Setup and data imports:

You need to setup each area in the following order. DO NOT deviate from the order.

Part One : Academic Setup

Part Two : Communications Setup

Part Three : Staff Setup

Part Four : Curriculum Setup

Part Five : Administration Setup

Part Six : Student Setup

Setting Timetable Defaults

The Configurations area In Curriculum sets the Timetable Defaults used to define the amount of time that will be allocated to Classes and Registration Periods when creating a Period Structure

Go to Config >Curriculum > Configurations.

Configurations Pathway

Enter the duration (in minutes) for AM Reg Duration and PM Reg Duration.

Defaults
  • The Class Duration refers to the length of the Teaching Period.
  • Max Class Duration refers to the maximum length a Teaching Period can be.

For example, each Teaching Period of the day may have a duration of 40 minutes, but the last Period on Friday may be 50 minutes. Therefore, the Class Duration would be 40 and the Max Class Duration 50 allowing for a Teaching Period up to 50 minutes.

Click Save.

Creating a Period Structure

Once you have defined the Defaults for Period Durations go to Config>Curriculum>Period Structures

Period Structure Pathway

To create a Period Structure click New.

New
Create New Period Structure

Give your new Period Structure a Name, which must be unique, for example 1 Week 5 Periods.

Set the times for Morning Begins and Afternoon Begins; this will be the time the first session of the Morning and Afternoon begin. This will usually be the AM and PM Registration sessions.

Where AM and or PM registers are not used, it will be the first period of the Morning and the first of the Afternoon.

Set the number of weeks that will exist in your timetable cycle for example; a 10-day timetable cycle that runs Monday-Friday is a 2-week cycle (Monday to Friday week 1, followed by Monday to Friday week 2).

Once you have selected the number of weeks, you can start to specify which days will be Academic Days. The Days in Timetable Cycle field allows you to set the number of days before the new week begins.

Below is an example of a one week Period Structure

No of weeks = 1 and 5 for Days in Timetable Cycle and Mon, Tue, Wed, Thu and Fri are selected.

One Week Example Structure

Below is an example of a 2 week Period Structure

No of weeks = 2 and 10 for Days in Timetable Cycle

Two Week Example Structure

Finally, you can determine an Available From date and then click Next

Add

Using the Add button the system will automatically add a TP ( Teaching Period) to the amount set in the Default for Period Durations

Add

Use the Period Type drop down to change the Period Type as required

  • AM – Morning AM Registration
  • PM – Afternoon PM Registration
  • TPTeaching Period
  • PSPre School
  • BRBreak
  • LULunch
  • ASAfter School

Continue the process until all the Periods have been included.

  • The Duration of the Periods must be within the defaults specified within the Timetable Defaults Configuration.
  • The End Time is up to the last second, for example if the AM End Time is 08:49 then the Start Time of the next Period will be 08:50.

Below is an example of a 1 week 5 Period day including a Break and an After-School Session.

Example Period Structure

It is recommended that you define your Breaks (BR), Lunch (LU), Pre-School (PS) and After School Sessions (AS). You will need them if you want to schedule detentions outside of normal teaching periods (e.g. after school) or you want to timetable a teacher to do lunchtime duty.

Once you are happy with the Timetable Day Structure click Copy settings to all days

If you have a different setup for one of the days, select the Day Number from the left and then adjust the Periods and Timings as require.

Once you are happy with the Timetable Day Structure for all days click Save

Creating an Academic Year

IMPORTANT: If you plan to import information from previous academic years you must start by creating the OLDEST Academic Year you plan to import information for and work forwards. If you are a new school (and therefore have no historical data to import) and will be starting to use Bromcom in the Next Academic Year you will need to create the Current Academic Year first, even if you do not intend to use it, and then create the Next Academic Year.

Please ensure you create the OLDEST ACADEMIC YEAR FIRST AS IT IS NOT POSSIBLE TO GO BACK AND ADD OLDER ACADEMIC YEARS

To start the process, go to Config > Curriculum > Academic Years.

Academic Year Pathway

The system will automatically generate a Start Date for this new Academic Year.

Enter the Start Date and End Date for the new Academic Year. The Start Date must be a Sunday and the End Date must be a Saturday.

Select the Number of Terms for the Academic Year. Amend the Term names if required.

Structurally, the system requires the Start of Term to be a Sunday and the End of Term should be set to a Saturday. The red warning messages at the top of the page will disappear accordingly.

Select the required Period Structure from the dropdown and leave the Timetable Day for the first week day of Term 1 set to 1. 

Editing the Academic Days

All Days in these new Terms are currently set to Academic Days which now need to be edited and the relevant weeks put in as Holidays and Staff Only days.

Go to Config>Curriculum>Academic Days.

Academic Days Pathway

Click on the drop down Arrow to the right of each Term to expand the individual weeks in that Term.

Access Terms

Then click the Edit button on the right of the screen and set the individual day’s details in the selected Week. This includes Staff Only days, school Holidays and public Holidays.

Access Academic Days

Add appropriate codes by selecting them from the dropdowns for each day’s AM/PM as required.

Access Days

Click Save

Cascade Timetable on Save – Generally used for Timetables with more than a OneWeek Cycle.

Cascade Timetable on Save

Save when finished for that Week and repeat for each Week as required

Cascade Timetable on Save

This would be used in a scenario where you change Academic Days to half term and then cascade for example, meaning that the weeks that follow update to the correct timetable weeks. It essentially causes a ripple effect where the weeks after you cascade update to follow your desired sequence.   

Tip: If you are amending your Academic Days or have used Cascade Timetable on Save, tick Display Timetable Days to view/ensure that your Academic Days are correct. For example Days 1-5 are in Week 1 and Days 6-10 are in Week 2

Timetable Days

To ensure the Cycle is completed correctly, updating the Academic Days to correspond with the correct Week’s Timetable Days is necessary to achieve this.

Timetable Week Example

If you have a multi-week timetable, it is critical to ensure that the Timetable Week numberings are correct.

Repeat the exercise through the Terms if necessary until the desired Academic Days Structure has been completed.

System Settings (SMTP Settings)

Go to Config > Setup > System Settings.

Pathway

Select whether to use Your Own SMTP Server or Bromcom SMTP Service.

SMTP

If you select to use Your Own SMTP Server you will see the below options.

Your Own SMTP Server

In From E-Mail Address enter the email address you would like to display on outgoing emails sent from Bromcom. Then in the fields below enter your SMTP Server information.

Once you’ve entered all the required information click Save. You can then test that the setup is correct by sending a test email. To do this enter any email address that you have access to in the Test E-Mail Address field and click Test SMTP, you should receive an email to the email address you entered in the Test E-Mail Address field. If you do not receive an email, or you receive an error in Bromcom, then you need to double check your Server Settings.

If you select to use Bromcom STMP Service you will see the below.

Bromcom SMTP Service

Note: The From E-mail Address field will be greyed out and can’t be changed. All Emails leaving the MIS will come from [SiteID]@bromcomcloud.com.

The Bromcom SMTP Service option provides 3000 free emails per month, anything above that would be chargeable. To find out more about this please see How to Purchase E-Mail Credits .

If you choose to use Bromcom SMTP Service you can also test this by entering any email address that you have access to in the Test E-Mail Address field and click Test SMTP.

Communication Configurations (School Email Address)

Go to Config > Communication > Configurations.

Pathway

In the School Email Address field, enter the email address that you would like replies to come in to and click Save.

Configurations

Adding Staff

This process looks at adding Staff individually.

Click Staff from the left hand menu

New

Click New

Create New Staff
  • Completing the Full First Name, Legal Last Name and Title will automatically create a Salutation
  • Enter Gender from the dropdown list
  • Enter Ethnicity (if obtained) from the dropdown list
  • Completing the Date of Birth field will automatically complete the Age
  • Enter Staff Code– usually 3 characters as default, However the length can be changed in Config > Administration > Administration Defaults. This has to be unique
  • Date started at the school field is the date the member of Staff is due to or has started in school
    • Note: This can be in any Academic Year, either past, current or future years.

If you wish to create a User Account for the new member of staff to log on to Bromcom then click Setup Account Details option

New Staff
  • Username and Password field will populate by default, but it can be changed if required
  • Click on Show password if required
  • User must change password at next logon is automatically ticked. untick if required
  • Send account details to email – Enter the email address. Note: this will then populate the Work Email address in the new Staff member record
  • Select User Role(s) for the new staff (see also Setup – Roles and Permissions)

On clicking Create the system will direct you to the Staff Details page where the Staff Contracts and Roles can be added.

Adding Staff Contracts and Roles

This section shows you how to add a Contract and Role(s) to Staff individually

From the Left-hand menu select Contracts.

Contract

Click the top right plus sign to add/create a new contract

Plus sign

Start Date : this can be a Past, Present or Future Date.

Complete the other fields as required (optional),

Contract

All fields marked * are mandatory.

  • Start Date – This will default to today, change if required
  • Contract Type – From the dropdown list select the required Type of Contract
  • Date of Last Pay Review
  • Post – Select from list
  • Post (SWF) – Select the appropriate post for the member of Staff for return in School Workforce Census.
  • If the Staff member is not to be included in the Census, then ensure that the Do not include in Census tick box is checked.

Click Save – This will enable you to add a Role.

Roles

Click on the Add Roles

Add Roles

All fields marked * are mandatory.

  • Role – From the dropdown list select the required Role for example Classroom Teacher
  • Start Date – Enter Start Date for the Role

Click Save.

Importing Staff via Manual Data Import

This process looks at adding Staff information in bulk through the export of various Data Exports that you then populate with the information and then import back into your Bromcom.

See further information on How to do a Manual Data Export and Import

The following Data Exports are available for Staff

  • Addresses
  • Basic Details
  • Emails
  • In Service Training
  • Medical Conditions
  • Medical Events
  • Personal Details
  • Staff Absences
  • Staff Academic Qualifications
  • Staff Background Check
  • Staff Contract
  • Staff Contract Role
  • Staff Emergency Contact
  • Telephones
  • User Accounts
  • User Defined Fields

To access the Data Exports go to Staff on the left hand menu to open the Staff List Page

The various Data Exports can be exported from Staff List in the correct format ready to be populated and imported back in

Select the members of Staff by clicking on the names in the Staff List Page or from Selections Select all

Once you have selected the relevant Staff then from the Actions drop down select Manual Data Export

Manual Data Export

Then choose the required Data Source from the drop down list. Tick include empty records where data does not exist.

Select Data Source

Basic Details : this is the first import you will need to do.

Important : the columns labelled Identifier will need to be the same across each import as the system will use them to match the import to the staff member in the system.

The column headers for Basic Details are as follows;

  • StaffCode – Identifier
  • FirstName – Identifier
  • LastName – Identifier
  • MiddleName – Free text box
  • FormerLastName – Free text box
  • PreferredFirstName – Free text box
  • PreferredLastName – Free text box
  • Sex – F or M
  • DateOfBirth – MMM DD YYYY (e.g. Apr 17 2021)
  • StartDate – MMM DD YYYY (e.g. Apr 17 2021)
  • JobTitle – Free text box

The column headers for Addresses are as follows;

  • StaffCode –  Identifier 
  • FirstName – Identifier 
  • LastName  -Identifier 
  • Priority – 1,2,3,4… 
  • AddressType –  Home, Additional Home, Mailing Address, Transport, Work 
  • Country – List of Countries 
  • PostCode – Needs to in valid Postcode format e.g. PO1 1AF 
  • Town -Free text box 
  • Locality -Free text box 
  • Street -Free text box 
  • FlatNameNumber  -Free text box, Flat Name or Number 
  • BuildingNameNumber  -Free text box, Building Name or Number 
  • AdministrativeArea  -Free text box 
  • Notes -Free text box

The column headers for Emails are as follows;

  • StaffCode  -Identifier 
  • FirstName -Identifier 
  • LastName- Identifier 
  • Priority -1,2,3,4… 
  • EmailType -All Time, Home, Other, Work 
  • EmailAddress -Email Address 
  • Notes  -Free text box 

The column headers for In Service Training are as follows;

  • StaffCode- Identifier 
  • FirstName- Identifier 
  • LastName- Identifier 
  • NatureOfActivity -Free text box 
  • Provider -Free text box 
  • Date -MMM DD YYYY (e.g. Apr 17 2021) 

The column headers for Medical Condition are as follows;

Please see How to Create Medical Conditions and Medical Condition Types before this import as some of the columns reference these lookup tables

  • StaffCode-  Identifier 
  • FirstName- Identifier 
  • LastName- Identifier 
  • MedicalConditionName- Lookup table
  • MedicalConditionRemark -Free text box 
  • InformationReceivedOn -MMM DD YYYY (e.g. Apr 17 2021) 
  • Priority -1,2,3,4… 
  • Condition/Need –Lookup table

The column headers for Medical Events are as follows;

  • StaffCode- Identifier 
  • FirstName- Identifier 
  • LastName- Identifier 
  • MedicalEventTypeDescription –Lookup table
  • ActionsTaken -Free text box 
  • AfterActionsTaken -Free text box 
  • MedicalEventDescription -Free text box 
  • MedicalEventFollowUpReviewDate -MMM DD YYYY (e.g. Apr 17 2021) 
  • Notes -Free text box 
  • MedicalEventDate -MMM DD YYYY (e.g. Apr 17 2021) 
  • Details -Free text box 
  • ActionsTakenBy – Title First Initial Surname (e.g. Mr J Blogs) 

The column headers for Personal Details are as follows;

  • StaffCode- Identifier 
  • FirstName- Identifier 
  • LastName- Identifier 
  • StartDate- MMM DD YYYY (e.g. Apr 17 2021) .
  • EndDate -MMM DD YYYY (e.g. Apr 17 2021) 
  • ContinuousServiceStartDate -MMM DD YYYY (e.g. Apr 17 2021) 
  • IncludeInCensus -TRUE, FALSE 
  • DeclaredDisability- Yes, No, Info not yet obtained, Refused 
  • ConsiderAsFullTime -TRUE, FALSE 
  • EnglishProficiency Needs a Language to have been added.
    • New to English
    • Early acquisition
    • Developing competence
    • Competent
    • Fluent
    • Not yet assessed
    • Not applicable
    • Level 1 Threshold
    • Level 1 Secure
    • Step 1
    • Step 2
    • Step 1-2
    • Step 2-3
    • Step 3
    • Step 3-4
    • Step 4
    • Step 4-5
    • Step 5
    • Step 5-6
    • Step 6
    • Step 7
    • Step 8 
  • NationalInsuranceNumber -National Insurance Number Format 
  • SchoolReferenceNumber- Free text box 
  • PayrollNumber -Free text box 
  • JobTitle -Free text box 
  • LocalAuthorityStartDate -MMM DD YYYY (e.g. Apr 17 2021) 
  • IsSupplyStaff -TRUE, FALSE 
  • OverseasTrainedTeacher -TRUE, FALSE 

The column headers for Staff Absences are as follows;

  • StaffCode -Identifier 
  • FirstName-  Identifier 
  • LastName -Identifier 
  • Reason  – Config > Admin > Staff Absence Codes (use description in CSV)
  • IllnessCategoryName – Config > Admin > Lookup Tables (use code, not description in CSV)
  • StaffAbsencePayDecisionTypeName – Config > Admin > Lookup Tables  (use name in CSV) 
  • Duration -Numerical value 
  • StartDate -MMM DD YYYY  HH:MMAM/PM (Check Full Options) 
  • EndDate -MMM DD YYYY  HH:MMAM/PM (Check Full Options) 
  • Notes -Free text box 
  • StaffAbsenceTypeName -Quarter, Half, Three Quarter, One or More Days 

The column headers for Staff Academic Qualifications are as follows;

  • StaffCode- Identifier 
  • FirstName- Identifier 
  • LastName- Identifier 
  • QualificationLevel Qualification Level Code 
    • BEDO = BEd (or Equiv) 
    • CTED = Cert Education (or Equiv) 
    • DOCT = Doctorate 
    • FRST = First Degree 
    • MAST = Masters Degree 
    • NNUK = Non-UK Teaching Qual 
    • NQF4 = NVQ Level 4 (or Equiv) 
    • PGCE = PGCE (or Equiv) 
  • ClassOf1stDegree Number 1-15 and 99  (Key below) 
    • 1 = First class honours 
    • 2 = Upper second class honours 
    • 3 = Lower second class honours 
    • 4 = Undivided second class honours 
    • 5 = Third class honours 
    • 6 = Fourth class honours 
    • 7 = Unclassified honours 
    • 8 = Aegrotat (whether to honours or pass)** 
    • 9 = Pass – degree awarded without honours following an honours degree course 
    • 10 = Ordinary (to include divisions of ordinary, if any) ? degree awarded following a non-honours course 
    • 11 = General degree – degree awarded after following a non-honours course/degree that was not available to be classified 
    • 12 = Degree awarded outside the UK and Eire 
    • 13 = Masters Degree** 
    • 14 = Doctorate* 
    • 15 = Ordinary Or Pass – applicable for a non-degree course** 
    • 99 = Not known 
  • Subject1 Subject Code -(e.g. C100) 
  • Subject2 Subject Code- (e.g. C510) 
  • Verified- 1, 0 1 = Verified 0 = Not Verified 

The column headers for Staff Background Check are as follows;

  • StaffCode- Identifier 
  • FirstName- Identifier 
  • LastName- Identifier 
  • BackgroundCheckType- CRB, List99, OverseasCriminalRecord, ProofOfID, Qualifications, WorkPermit 
  • CheckClearanceLevel -1, 2, 3 
  • CheckClearance- ENHC,FAIL, PASS, STAN, UNST, WAIT 
  • NatureOfEvidence -Free text box 
  • CheckedDate -MMM DD YYYY (e.g. Apr 17 2021) 
  • ClearanceDate -MMM DD YYYY (e.g. Apr 17 2021) 
  • ReferenceNumber -Free text box 
  • DocumentNo -Free text box 
  • Notes -Free text box 
  • ExpiresOn -MMM DD YYYY (e.g. Apr 17 2021) 
  • Checked by -Free Text 

The column headers for Staff Contract are as follows;

  • StaffCode- Identifier 
  • FirstName- Identifier 
  • LastName- Identifier 
  • ContractID- Identifier 
  • StartDate -MMM DD YYYY (e.g. Apr 17 2021) 
  • EndDate -MMM DD YYYY (e.g. Apr 17 2021) 
  • ContractType 
    • Permanent 
    • Fixed Term 
    • Temporary 
    • Service Agreement with Local Authority 
    • Service Agreement with an Agency
    • Service Agreement with other source 
    • Casual 
  • LastUpdated -MMM DD YYYY (e.g. Apr 17 2021) 
  • LastPayReviewedOn -MMM DD YYYY (e.g. Apr 17 2021) 
  • Post
    • Other admin/clerical staff
    • Admin Officers/secretaries,
    • Bursars,
    • Minority ethnic pupils support staff – bilingual assistants (all schools),
    • Minority ethnic pupils support staff – other,
    • Higher level teaching assistant,
    • IT Technicians,
    • Librarians,
    • Matrons/nurses/medical staff,
    • Special needs support staff,
    • Other education support staff,
    • Teacher assistants (middle and secondary schools),
    • Technicians,
    • Teachers of English as an Additional Language,
    • Teachers of Ethnic minorities,
    • Teacher, Other
    • Not required for Statutory Return
  • PostSWF 
    • Advisory Teacher,
    • Apprentice Teacher,
    • Assistant Head,
    • Classroom Teacher,
    • “Classroom Teacher, main pay range”,
    • “Classroom Teacher, upper pay range”,
    • Deputy Head,
    • Executive Head Teacher,
    • Head Teacher,
    • Leadership – Non Teacher,
    • Leading Practitioner,
    • Other Support Staff,
    • Teaching Assistant 
  • DoNotIncludeInCensus -TRUE, FALSE 
  • PaidDailyRate -TRUE, FALSE 
  • PostReason –Lookup table – Post Reasons 
  • PostOfferedDate -MMM DD YYYY (e.g. Apr 17 2021) 
  • ContractIssuedDate -MMM DD YYYY (e.g. Apr 17 2021) 
  • Superannuation-Config > Administration > Superannuations 
  • LeaveEntitlement -Numerical value 
  • Destination 
    • Education post outside UK,
    • Independent school,
    • Move to another LA – other (including central staff),
    • Move to another LA – primary school,
    • Move to another LA – secondary school,
    • Non-education employment – other employment,
    • Non-education employment – public sector,
    • Non-education employment – self-employment,
    • Non-Education post outside UK,
    • Not applicable – change of contract,
    • Not known,
    • Other,
    • Remaining in the same LA – other (including central staff),
    • Remaining in the same LA – primary school,
    • Remaining in the same LA – secondary school,
    • Sixth form college – other LA area,
    • Sixth form college – same LA area,
    • University,
    • FE/HE college in UK 
  • SpinalProgression -TRUE, FALSE 
  • ContractTerminationReason –Lookup table – Contract Termination Reasons 
  • PostAcceptedDate -MMM DD YYYY (e.g. Apr 17 2021) 
  • ContractNumber -Free text box 
  • NIContracted -TRUE, FALSE 
  • Origin 
    • First employment in teaching – immediately after training,
    • First employment in teaching – not immediately after training,
    • First employment in teaching – employment based teacher training,
    • Teaching post within the LA sector (school or central staff) in England or Wales,
    • Teaching post within a Sixth form college in England or Wales,
    • Teaching post within an independent school in England or Wales,
    • Teaching post within a University, FE/HE college in England or Wales,
    • Other education post in England or Wales,
    • Teaching post in Scotland or Northern Ireland,
    • Other education post in Scotland or Northern Ireland,
    • Teaching post outside the UK,
    • Other education post outside the UK,
    • Non-education employment – public sector,
    • Non-education employment – self-employment,
    • Non-education employment – other employment,
    • Unemployed and seeking work,
    • Break for family reasons,
    • Other break,
    • Other,
    • Not applicable – change of contract,
    • Not known 
  • IncrementMonth- Month number i.e. 9 for September (Links with SpinalProgression) 

The column headers for Staff Contract Role are as follows;

  • StaffCode -Identifier 
  • FirstName- Identifier 
  • LastName- Identifier 
  • ContractID -Identifier 
  • EmployeeRoleID- Identifier 
  • EmployeeRoleType 
    • Administrator/Clerk,
    • Advisory Teacher (unattached),
    • Art &/or Design Technician,
    • Assistant Head,
    • Attendance Officer,
    • Behaviour,
    • Manager/Specialist,
    • Bilingual Support Assistant,
    • Bursar,
    • Business Manager,
    • Careers Advisor,
    • Caretaker,
    • Childcare Officer,
    • Classroom Teacher,
    • Cleaner,
    • Cook,
    • Cover Supervisor,
    • Creative Arts Specialist,
    • Data Manager/Analyst,
    • Deputy Head,
    • Education Psychologist,
    • Education Welfare Officer
    • Escort,
    • Exam Invigilator,
    • Examinations Officer,
    • Executive Head Teacher,
    • Extended Schools Manager/Support,
    • Finance Officer,
    • Head of Department,
    • Head of House,
    • Head of Year,
    • Head Teacher,
    • Higher Level Teaching Assistant,
    • Home-School Liaison Officer,
    • ICT Network Manager,
    • ICT Technician,
    • Instructor (including sports coach),
    • LA Supply Pool,
    • Language Support Learning Manager,
    • Learning Mentor,
    • Learning Support Assistant (for SEN pupils),
    • Librarian,
    • Literacy Worker
    • Midday Assistant,
    • Midday Supervisor,
    • Minority Ethnic Support,
    • Miscellaneous Teaching Service for the LA,
    • Music Specialist,
    • Music tuition (include peripatetic),
    • Nurse,
    • Nursery Nurse,
    • Nursery Officer/Assistant,
    • Office Manager,
    • Other Catering Staff,
    • Other Central Support Staff,
    • Other ICT Support Staff,
    • Other Premises Staff,
    • Other Pupil Support,
    • Other Pupil Welfare,
    • Other School Admin,
    • Other Technician,
    • Pastoral Support,
    • Peripatetic Teacher (unattached),
    • Personal Assistant to Headteacher,
    • Premises Manager,
    • Receptionist,
    • Reprographics Technician,
    • School Secretary,
    • Science Technician,
    • SEN Co-ordinator,
    • Teacher: engaged for non-school education,
    • Teacher: engaged to teach in a Pupil Referral Unit,
    • Teacher: engaged to teach miscellaneous establishments,
    • Teaching Assistant,
    • Technology Technician,
    • Therapist,
    • Traveller Support,
    • Welfare Assistant 
  • StartDate -MMM DD YYYY (e.g. Apr 17 2021) 
  • EndDate -MMM DD YYYY (e.g. Apr 17 2021) 

The column headers for Staff Emergency Contact are as follows;

  • StaffCode- Identifier 
  • FirstName- Free text box 
  • LastName -Free text box 
  • Title – Dr, Dr and Dr, Dr and Miss, Dr and Mrs, Dr and Ms, Fr, Hon, Lady, Lord, Miss, Mr, Mr and Dr, Mr and Miss, Mr and Mrs, Mr and Ms, Mrs, Ms, Mx, Pastor, Prof, Rabbi, Rev, Senor, Sir 
  • MiddleName -Free text box 
  • Gender- F, M 
  • AddressType -Home, Additional Home, Mailing Address, Transport, Work 
  • FlatNameNumber -Free text box 
  • BuildingNameNumber -Free text box 
  • Street -Free text box 
  • Locality -Free text box 
  • Town -Free text box 
  • Country –List of Countries 
  • PostCode -Needs to in valid Postcode format e.g. PO1 1AF 
  • ContactHomeTelephone -Numerical value 
  • ContactMobileTelephone -Numerical value 
  • ContactWorkTelephone -Numerical value 
  • ContactHomeEmail -Valid Email Address 
  • ContactWorkEmail -Valid Email Address 
  • SortOrder -1,2,3,4… 
  • RelationType –Lookup table – Staff Contact Relation Type 

The column headers for Telephones are as follows;

  • StaffCode -Identifier 
  • FirstName- Identifier 
  • LastName- Identifier 
  • Priority- 1,2,3,4… 
  • TelephoneType 
    • Mobile,
    • Home 
    • Alternate Home 
    • Work 
    • Minicom (hearing impaired/disabled) 
    • Fax 
  • Available 
    • Evenings / Weekends,
    • Weekdays Only,
    • Any day,
    • See Notes 
  • TelephoneNumber -Numerical value 
  • Notes -Free text box 
  • UsethisNumberForTextMessage -TRUE, FALSE 

The column headers for User Accounts are as follows;

Important: Once you have imported a User Account Data Export you will need to go to Modules > Setup > System Users and click on the Users that you have added and give them a Role in the system before they will be able to login to the system.

  • StaffCode- Identifier 
  • FirstName- Identifier 
  • LastName -Identifier 
  • LoginName -Free text box 
  • Password -Free text box 
  • StartDate -MMM DD YYYY (e.g. Apr 17 2021) 
  • EndDate -MMM DD YYYY (e.g. Apr 17 2021) 
  • SessionTimeOut -Number of minutes of non – activity after which login required default – 30 

The column header for User Defined Fields (UDF) are as follows;

You will need to create a User Defined Field before you are able to use this import see How to create user defined fields

When you come to import the Data Export you can only import one UDF at a time

  • StaffCode -Identifier 
  • FirstName- Identifier 
  • LastName- Identifier 
  • UserDefinedFieldDataValue 
    • UDF Currency -Numerical value Max 100000 
    • UDF Date -MMM DD YYYY (e.g. Apr 17 2021) 
    • UDF Dropdown – Multiple Dropdown Values separated by a , (e.g. 1,2,4) 
    • UDF Dropdown – Single Dropdown Value 
    • UDF Number -Numerical value Max 100000 
    • UDF Text -Free text box 
    • UDF Text -Multiline Free text box imports as one line. 
    • UDF -True False 

Click Groups from the left-hand m

Creating Curriculum Year Groups

It is important that creating Curriculum Year Groups is the first thing you do when setting up a Blank System. This is because when setting up a Year Group, if you have already created your Academic Years then the Start Date of the Year Group will default to the Start Date of the most recent Academic Year. However, if you set up your Year Groups first then the Start Date will default to 01/09/2000 which is crucial to enable continuity of record keeping (for example, having the earlier Start Date ensures you are able to import Year Group information for previous Academic Years.)

To set up Year Groups, select Groups from the left hand menu.

In the Group Type drop down on the right hand side, select Year Group.

Year Group

Click New

New Year Group
  • Start with your highest Year Group
  • When creating Tutor Group’s, the Year Group field is mandatory therefore it may be worth setting the Start Date as today
  • You can now use the NC Year Group dropdown list to select the National Curriculum year for this Year Group
  • The Next Year Group field will determine the next Year Group that this new Year Group will move into upon Year Group Promotion for End of Year processes.

Note: You will not be able to enter the Next Year Group when setting the first Year Group but once you click on Save & Edit you will be able to populate the field

Once you have defined all the above settings, you can create this Year Group by clicking the Save & Edit button.

You will now be able to enter the Next Year Group from the dropdown list.

Next Year Group

In the Associated Staff panel use the Add New Record to select

Associated Staff
  • Staff Name
  • Enter the Role
  • Start Date and End Date these are pre populated to follow Track Group End Date which means the member of staff will be Associated Staff until this group no longer exists. In the event the Staff member is for example Head of Year for a month you would untick the Track Group End Date and amend the dates accordingly
  • Tick the Green tick button to save the entry

Year Group has now been added with the Head of Year Association. Complete the process for all the remaining Year Groups.

Adding Subjects

Click Groups from the left-hand menu.

Subject

Select Subject from the Group Type drop down and then click on the New button.

Create New Subject
  • Enter a name for the Subject in the Name field
  • Enter a description for the Subject in the Description field
  • Enter the Subject Group in which this subject will reside from the Subject Group dropdown list
  • Once you’ve selected the relevant Subject Group, you will be able to select a Classification for this Subject
  • Select a Discount Code if known (based on Exam Qualifications)
  • You can define the colour that this Subject will be displayed as on the Timetable by selecting a colour from the Timetable Colour selector
  • If you would like this Subject to have its own Subject Specific Code to be displayed on the Timetable, simply enter a Code into the Timetable Code field.
  • Now you can define the Date range Start Date and End Date in which this Subject will remain active, an End Date is not compulsory and only needs to be added if you no longer deliver a Subject as part of your curriculum.

Once you have defined all the above settings, you can create this Subject by clicking the Save button, Save & Edit will display the Subject settings page.

New Subject

In the Associated Staff panel click Add New Record.

Associated Staff
  • From the dropdown select the Staff Name
  • Enter the Role from the drop down choices ,
  • Enter the Start Date
  • Tick the Green Tick button to Save the entry
Add New Record

For the End Date this defaults to Track Group End Date which means if ticked then the Associated Staff will remain in the Group until the Group End Date set in the Basic Group Details, if this is different for example a member of staff is Head of Subject for one term then untick the End Date and amend the End Date as required

Untick Track Group End Date

The Subject has now been added with the Head of Subject Association. Complete the process for all the remaining Subjects.

Adding Rooms

Go to Config>Administration>Rooms from the left hand menu

Rooms Pathway

Click New

New Room

This will open the Room Details page.

New Room

All fields marked * are mandatory.

  • Enter a Name and Description for the room
  • If you wish to enter the Site and Block the Room resides then you will need to create the Sites and Blocks via the Sites and Block page which can be found from Modules > Administration > School > Sites and Blocks
  • Enter the Start Date for the Room
  • Main Subject – If there is a Subject taught in that Room you can enter the Subject from the dropdown list
  • From the Room Type field select the Type using the dropdown list
  • You can now enter the Staff member who will be using the Room as their default Room
  • Enter the capacity for the number of Students in the Room
    • Note: the capacity can be used as a filter for other areas such as Exams and Free Rooms Report
  • Enter Available PC’s (if applicable)
  • Tick the remaining check boxes if the device resides in the Room. (Can be used as filters for the Free Rooms Report).

Click Create to save the Room.

Creating Tutor Groups

Click on Groups on the left-hand menu.

Tutor Group

Select Tutor Group from the Group Type drop down and then click on the New button.

Create New Group
  • Begin by entering a name for this new Tutor Group in the Name field
  • Enter the Description
  • Select the Main Tutor from the dropdown list
  • Enter the Default Room the Tutor Group will reside
  • Select the Year Group from the dropdown list for this Tutor Group
  • Now define the Date range in which this Tutor Group will remain active with Start Date and End Date
  • Finally, select one of the last 3 selections to determine whether Registration will occur during AM/PM, Registration is scheduled in timetable or No timetable. (Usually Registration will occur during AM/PM)

You can now click the Save or Save & Edit button to create this new Tutor Group.

If you have selected Save & Edit you will be presented with the following page which will allow you to set the AM/PM Sessions on the calendar and associate the Staff for AM/PM Registrations.

You can add Additional Staff from the Associated Staff panel. (Ensure you click on the Tick to Save the entry).

Now we need to Associate the AM/PM Group to the Staff for Registration purposes using the Associated Timetable panel.

Its the Associated Timetable that creates the Teacher Dashboard for the Teachers to take the registers

Click Add Multiple

Add Multiple

Add the required Staff and Room ( these are coming from the Associated Staff and Associated Rooms panels)

If required tick to Add Multiple Periods to a member of Staff.

Either click on each of the Timetable Periods or control and A to select all

Once you are happy with your selection click Save and then Save again.

Below is an example of how an Associated Timetable may look.

If you want 2 staff to both have access to the registers then add them as required

Associated Timetable

Core Details

Go to Config>Administration>Core Details

Core Details Pathway

All fields marked * are mandatory.

  • LA for this School, No. Establishment Name, Establishment No, DFE Number and Unique Ref. No fields will automatically be populated by Bromcom
  • School Name – Enter your School Name
  • Address – Add the Address by clicking on the Green Add button
  • Enter the Postcode of the School Address and click Find
  • Select the Address and click Save
  • Enter Telephone No
  • Enter Email
  • Enter Website Address
  • Add the Title of the Head e.g. Head of School, Principal etc.
  • Add the Name of the Head: you can only have one Head
  • Add a Title for the Deputy Head
  • Add the Name of the Deputy Heads Note: you can add multiple Deputy Heads
  • School Logo: Give the Logo a Name and a Description. Browse to your file which contains your Logo.

Click Save.

Characteristics

Go to Config>Administration>Characteristics

Characteristics Pathway
Characteristics Example

All fields marked * are mandatory.

  • Select your School Phase from the dropdown list
  • Select the Intake from the dropdown list
  • Enter the NC Year Range
  • Select Gender – Initial Intake from the dropdown list
  • Select Governance from the dropdown list
  • Select Type of School from dropdown list
  • Enter Standard Admission Number and Published Admission Number if known
  • Tick the box if your school Accepts Boarders
  • Tick the box if the school has Special Class/Units

Note: If selected you will be given the option to select Nature of Special Class/Units

If the School has Extended Services, click on the New Button.

New
Extended Services

From the Extended Service field dropdown select the service the School provides.

Note: You will be given additional fields based on the service selected. Complete the fields as appropriate.

No. of Places – This field will be greyed out if the service does not require you to enter the Number of places.

Click Create

Click the Green Save button at the top of the page.

Admissions Settings

Go to Config> Administration > Admissions Settings.

Admissions Setting Pathway
Admissions Settings Example

Admission Number Settings

Admission Numbers Example
  • The max length of the Admission Number is simply the maximum amount of characters to be used for Admission Numbers. Enter the Max length of Admission no.
  • The Admissions Number Prefix fields and Suffix fields are used for the Character suffixes that your Admissions Numbers contain. When admitting Students to the system, the system will generate Admission Numbers for Students automatically, however, if you have a particular structure to your Admission Numbers via the use of Prefix and Suffix characters, you can define them using these two fields.
  • The Starting Number of Admission allows school to define a starting number for the Admission Number, this is particularly useful for schools with a long history of past Admissions Numbers, this feature allows you to define a new starting number that each the new Admission will be allocated.
  • The Next Admission Number will provide you with an insight to the Admission Number that the next newly admitted Student will be allocated.
  • Use released Admission Numbers: The final option is the Admission Number settings allows you the option of using Released Admission Numbers, this means that past Admission Numbers that are no longer in use and have been released will be able to be allocated to newly admitted Students.

Default Settings for Admissions

Default Settings Example

The Default Settings are the Configurations that are used to auto populate some of the Student’s Admission criteria.

  • The Attend Mode allows you to define the Attendance Settings of the newly admitted Students. Attend Mode allows you to define whether the newly admitted Students will be attending All Day, AM Sessions only, Evenings, Part Time or PM Sessions only. The Part Time option allows you to define particular Days and Periods of the Week that will be attended.
  • The Enrolment Status Configuration allows you to predefine the admitted Students Enrolment Type.
    • Current/Single Registration is the default Enrolment Type option, and the most commonly used. Current/Single Registration means that the Student will solely be a Student of your School and no others. Guest status means that the Student is not enrolled in this School and will simply visit this School for Registration purposes only. Previous is used for defining the status of previously enrolled leaver Students. Current main is used for Students whose Attendance will mainly be at your School but is regularly taking Registration at a different subsidiary School for particular Lessons.
    • Current Subsidiary is used for Students whose main Attendance is at a different School, but regularly attends a particular Lesson or Lessons at your School.

Finally, the next selection of options is fairly straight forward and self-explanatory, these options are:

Enable Student Home Address

Enable Student Previous School

Enable Student Religious Affiliation

Include Parish

Enable Admission Features

Own Admission Authority for purposed of Census

Ignore date of birth restrictions

UPN required (untick this box if you wish to add Students without a UPN)

Year group required

Enable student visa and course entry

Parental Addressee Format

These options allow you to enable/disable a variety of data items that will be displayed within the newly admitted Student’s Data Records. Disabling these options will mean you do not have to enter the Data upon the point of admitting the Students.

Manually Adding a Student Record

Select Students from the left hand menu, then click New across the top.

Complete all required fields in the Create New Student pop-up.

  • Enter the Legal First Name and Legal Last Name, you also have the option to add any Middle Name(s), a Former Last Name and Preferred First and Last Name if they are different to the Legal Names
  • Select the appropriate Sex from the drop down.
  • Enter the Date Of Birth, this will automatically populate their Age.
  • Use the radio buttons to select if you are adding an On Roll or Pre-Admission Student.

If you select Pre-Admission the form will update to the below. Select the Admission Group from the drop down and press Save.

If you are adding an On Roll student you will need to continue adding the remaining details.

  • Select the date the Student will become On Roll in the Entry Date field.
  • Select the correct Enrolment Status from the drop down.
  • The Admission Number will automatically populate based on your Admission Number Settings but you can manually amend it if required.
  • Select the correct Attendance Mode from the drop down, this will automatically populate Sessions Per Week.
  • Chronological Year Group will be automatically populated from the Date of Birth you entered.
  • Select the correct Curriculum Year Group from the drop down. This is the Year Group they will be enrolled in when they come On Roll on the selected Entry Date.
  • You can use the Group Name field to select which Tutor Group you would like to enrol them in, they will be enrolled as of their Entry Date.
  • If you would like to add them to a House, select the correct House from the drop down.
  • Use the tick box to select if Data Processing has been granted.

Once you’re happy press Save.

Importing Students/ Student Information via Manual Data Import

This process looks at adding Student information in bulk through the export of various Data Exports that you then populate with the information and then import back into your Bromcom with Manual Data Import

See How to do Manual Data Export and Manual Data Import

The available Data Exports for Students are as follows;

  • Addresses 
  • Basic Details 
  • Education Funding 
  • Emails 
  • Exclusions 
  • Free School Meal 
  • Free School Transport 
  • Medical Conditions 
  • Medical Events 
  • Personal Details 
  • Pupil Premiums 
  • Safeguarding Incidents 
  • Student Attendances 
  • Telephones 
  • Top Up Funding 
  • User Defined Fields 
Manual Data Export

Then choose the required Data Source from the drop down list. Tick include empty records where data does not exist. Please note KS5 Prior Attainment Data is not available via Manual Data Import

Choose Data Source

Basic Details. This is the first import you will need to do

The columns labelled Identifier will need to be the same across each import as the system will use them to match the import to the student in the system.

The column headers for Basic Details are as follows;

  • AdmissionNumber- Identifier 
  • UPN- Identifier 
  • FirstName -Free text box 
  • LastName -Free text box 
  • MiddleName -Free text box 
  • FormerLastName -Free text box 
  • PreferredFirstName -Free text box 
  • PreferredLastName- Free text box 
  • Gender -F, M 
  • DateOfBirth- MMM DD YYYY (e.g. Apr 17 2021) 
  • StartDate -New students only MMM DD YYYY (e.g. Apr 17 2021) 
  • EndDate -MMM DD YYYY (e.g. Apr 17 2021

The second import that we recommend if you are able to generate them is CTF’s as this will import a large amount of your student data. See How to add/update Students with a CTF Import

The column headers for Education Funding are as follows;

  • AdmissionNumber- Identifier 
  • UPN -Identifier 
  • LearnerSupportType 
    • Adult Learning Grant,
    • Professional and Career Development Loan,
    • Programmed Led Apprenticeships hardship fund,
    • Care to Learn,
    • Time off for study,
    • Free Childcare for Training & Learning for Work,
    • Adult Education Bursary,
    • Vulnerable Group Bursary Awarded *,
    • Discretionary Bursary Awarded* 
  • StartDate MMM DD YYYY (e.g. Apr 17 2021) 
  • EndDate MMM DD YYYY (e.g. Apr 17 2021) 

The column headings for Emails are as follows;

  • AdmissionNumber Identifier 
  • UPN Identifier 
  • Priority 1,2,3,4… 
  • EmailType All Time, Other, Work, Home 
  • EmailAddress Currently can’t import 2 of the same email addresses email@example.co.uk 
  • Notes Free text box 

The column headings for Exclusions are as follows;

  • AdmissionNumber -Identifier 
  • UPN -Identifier 
  • DateOfIncident -MMM DD YYYY 00:00AM/PM (e.g. Dec  9 2019 12:00AM) 
  • ExclusionType -Fixed Period, Suspension,  
  • ExclusionReason 
    • Abuse against sexual orientation and gender identity,
    • Abuse relating to disability,
    • Bullying,
    • Damage,
    • Drug and alcohol related,
    • Inappropriate use of social media or online technology,
    • Persistent or general disruptive behaviour,
    • Physical assault against a pupil,
    • Physical assault against an adult,
    • Racist abuse,
    • Sexual misconduct,
    • Theft,
    • Use or threat of use of an offensive weapon or prohibited item,
    • Verbal abuse/threatening behaviour against a pupil,
    • Verbal abuse/threatening behaviour against an adult,
    • Wilful and repeated transgression of protective measures in place 
  • NumberOfSessions -Numerical value 
  • StartSession -AM, PM 
  • StartDate -MMM DD YYYY 00:00AM/PM (e.g. Dec  9 2019 12:00AM) 
  • EndDate -MMM DD YYYY 00:00AM/PM (e.g. Dec  9 2019 12:00AM) 
  • ReturnDate -MMM DD YYYY 00:00AM/PM (e.g. Dec  9 2019 12:00AM) 
  • DateOfPhoneCall -MMM DD YYYY 00:00AM/PM (e.g. Dec  9 2019 12:00AM) 
  • ContactRecordTime -Time HH:MM 
  • DateOfLetter -MMM DD YYYY 00:00AM/PM (e.g. Dec  9 2019 12:00AM) 
  • GovernorsInformed -MMM DD YYYY 00:00AM/PM (e.g. Dec  9 2019 12:00AM) 
  • LEAInformed -MMM DD YYYY 00:00AM/PM (e.g. Dec  9 2019 12:00AM) 
  • GovCommitteeScheduledFor -MMM DD YYYY 00:00AM/PM (e.g. Dec  9 2019 12:00AM) 
  • ConfirmationAndAppealsRecordTime- Time HH:MM 
  • GovDecision -Exclusion Stands, Reinstatement 
  • DateDecisionNotified -MMM DD YYYY 00:00AM/PM (e.g. Dec  9 2019 12:00AM) 
  • ReinstatementDate -MMM DD YYYY 00:00AM/PM (e.g. Dec  9 2019 12:00AM) 
  • AppealRequested -MMM DD YYYY 00:00AM/PM (e.g. Dec  9 2019 12:00AM) 
  • AppealDate -MMM DD YYYY 00:00AM/PM (e.g. Dec  9 2019 12:00AM) 
  • AppealDecision -Exclusion Stands, Reinstatement, Other Circumstances 
  • PartTimeExclusion -1, 0  1 = Yes 0 = No 
  • Notes- Free text box 
  • AdditionalExclusionReason1 
    • Abuse against sexual orientation and gender identity,
    • Abuse relating to disability,
    • Bullying,
    • Damage,
    • Drug and alcohol related,
    • Inappropriate use of social media or online technology,
    • Persistent or general disruptive behaviour,
    • Physical assault against a pupil,
    • Physical assault against an adult,
    • Racist abuse,
    • Sexual misconduct,
    • Theft,
    • Use or threat of use of an offensive weapon or prohibited item,
    • Verbal abuse/threatening behaviour against a pupil,
    • Verbal abuse/threatening behaviour against an adult,
    • Wilful and repeated transgression of protective measures in place 
  • AdditionalExclusionReason2 
    • Abuse against sexual orientation and gender identity,
    • Abuse relating to disability,
    • Bullying,
    • Damage,
    • Drug and alcohol related,
    • Inappropriate use of social media or online technology,
    • Persistent or general disruptive behaviour,
    • Physical assault against a pupil,
    • Physical assault against an adult,
    • Racist abuse,
    • Sexual misconduct,
    • Theft,
    • Use or threat of use of an offensive weapon or prohibited item,
    • Verbal abuse/threatening behaviour against a pupil,
    • Verbal abuse/threatening behaviour against an adult,
    • Wilful and repeated transgression of protective measures in place 

The column headings for Free School Meals are as follows;

  • AdmissionNumber -Identifier 
  • UPN -Identifier 
  • ReviewDate -MMM DD YYYY (e.g. Apr 17 2021) 
  • IsEligibleForFSM -TRUE, FALSE 
  • FSMTaken -TRUE, FALSE 
  • StartDate -MMM DD YYYY (e.g. Apr 17 2021) 
  • EndDate -MMM DD YYYY (e.g. Apr 17 2021) 

The column headings for Free School Meal Transport are as follows;

  • AdmissionNumber- Identifier 
  • UPN -Identifier 
  • ReviewDate -MMM DD YYYY (e.g. Apr 17 2021) 
  • IsEligibleForFST- TRUE, FALSE 
  • FSTTaken -TRUE, FALSE 
  • StartDate -MMM DD YYYY (e.g. Apr 17 2021) 
  • EndDate -MMM DD YYYY (e.g. Apr 17 2021) 

The column headings for Medical Conditions are as follows;

Medical Conditions and Medical Events come from a lookup table see How to Create Medical Conditions and Medical Condition Types

  • AdmissionNumber- Identifier 
  • UPN- Identifier 
  • MedicalConditionName –Lookup table
  • MedicalConditionRemark -Free text box 
  • InformationReceivedOn -MMM DD YYYY (e.g. Apr 17 2021) 
  • SortOrder- 1,2,3,4

The column headings for Medical Events are as follows;

  • AdmissionNumber -Identifier 
  • UPN -Identifier 
  • MedicalEventTypeDescription –Lookup Table – Medical Event Types 
  • ActionsTaken -Free text box 
  • AfterActionsTaken -Free text box 
  • MedicalEventDescription -Free text box 
  • MedicalEventFollowUpReviewDate -MMM DD YYYY (e.g. Apr 17 2021) 
  • Notes -Free text box 
  • MedicalEventDate -MMM DD YYYY (e.g. Apr 17 2021) 
  • Details -Free text box 
  • ActionsTakenBy -Needs to be in the format “Title” “First Initial” “Last Name” 

The column headings for Personal Details are as follows;

  • AdmissionNumber -Identifier 
  • UPN- Identifier 
  • BirthCertificateSeen -TRUE, FALSE 
  • BoarderStatus -Boarder, Seven nights per week not specified” , “Boarder, seven nights a week”, “Boader, six nights or less a week”, “Not a Boarder” 
  • CollectiveWorshipIndicator -Attends, Withdraw 
  • EnglishAdditionalLanguage -TRUE, FALSE 
  • EnglishProficiency 
    • New to English,
    • Early acquisition,
    • Developing competence,
    • Competent,
    • Fluent,
    • Not yet assessed,
    • Not applicable,
    • Level 1 Threshold,
    • Level 1 Secure,
    • Step 1,
    • Step 2,
    • Step 1-2,
    • Step 2-3,
    • Step 3,
    • Step 3-4,
    • Step 4,
    • Step 4-5,
    • Step 5,
    • Step 5-6,
    • Step 6,
    • Step 7,
    • Step 8 
  • AssessmentDate -MMM DD YYYY (e.g. Apr 17 2021) 
  • HomeLEAID -List of LA’s 
  • LAProvidedTransport- TRUE, FALSE 
  • MailingPoint- TRUE, FALSE 
  • ParentalAddressee -Free text box 
  • ParentalConsentComments -Free text box 
  • ParentalSalutation -Free text box 
  • PassportSeen -TRUE, FALSE 
  • PreferredLearningStyle 
    • Auditory,
    • Visual,
    • Auditory/Visual,
    • Auditory/Intrapersonal,
    • Auditory/Kinaesthetic,
    • Auditory/Interpersonal,
    • Intrapersonal/Visual,
    • Intrapersonal/Kinaesthetic,
    • Intrapersonal/Interpersonal,
    • Visual/Kinaesthetic,
    • Intrapersonal/Interpersonal,
    • Visual/Interpersonal,
    • Kinaesthetic/Interpersonal,
    • Intrapersonal,
    • Kinaesthetic,
    • Interpersonal 
  • Recoupment- List of LA’s 
  • RefugeeAsylumSeekerType -Not A Refugee/Asylum Seeker, Refugee, Asylum Seeker 
  • ReligiousEducationIndicator -Attends, Withdraw 
  • Route –Lookup Table – Routes 
  • ServiceChildrenInEducation -No, Refused, Unknown, Yes 
  • SourceOfServiceChildrenInEducation -Provided by the Child / Pupil / Student, Provided by the Parent / Guardian / Individual with parental responsibility 
  • TravelDetails -Free text box 
  • ThirtyHourCode -Eleven-digit numbers only 

The column headings for Pupil Premiums are as follows;

  • AdmissionNumber- Identifier 
  • UPN- Identifier 
  • DeprivationPupil -TRUE, FALSE 
  • ServiceChild -TRUE, FALSE 
  • AdoptedFromCare -TRUE, FALSE 
  • LookedAfter -TRUE, FALSE 
  • EarlyYearPupilPremium -TRUE, FALSE 
  • FTE -Range from 0 – 1 
  • Amount -Numerical value 
  • StartDate -MMM DD YYYY (e.g. Apr 17 2021) 
  • EndDate -MMM DD YYYY (e.g. Apr 17 2021) 
  • PupilPremiumLastRecorded -TTTYY (e.g. AUT22

The column headings for Safeguarding Incidents are as follows;

  • AdmissionNumber- Identifier 
  • UPN -Identifier 
  • IncidentDate –  DD/MM/YYYY HH:MM (e.g. 30/11/2022 00:00) 
  • IncidentDetail –  Free text box 
  • RecordedBy  – Staff Code Can’t be blank. 
  • Status  – Open, In progress, Close Lookup TableSafeguarding Incident Status 
  • Category Lookup Table – Safeguarding Incident Categories 
  • Agency Config > Safeguarding Agencies 

The column headings for Student Attendances are as follows;

Before this import bulk update the attendance of the students with the “/” mark  and import marks that are not “/” See How to use Bulk Attendance Update

  • AdmissionNumber  – Identifier 
  • UPN  – Identifier 
  • Mark  – Attendance Mark (e.g. L) 
  • Minute  – Numerical value 
  • Comment  – Free text box 
  • AttendanceDate –  MMM DD YYYY (e.g. Apr 17 2021) 
  • PeriodName  – Period Name (e.g. AM, PM) 

The column headings for Telephones are as follows;

  • AdmissionNumber Identifier 
  • UPN- Identifier 
  • Priority –  1,2,3,4… 
  • TelephoneType – Mobile, Home, Alternate Home, Work, Minicom (Hearing Impaired/disabled), Fax 
  • Available – Any Day, Evenings/Weekends, Weekdays Only, See Notes 
  • TelephoneNumber – Numerical value 
  • Notes –  Free text box 
  • UsethisNumberForTextMessage TRUE, FALSE 

The column headings for Top Up Fundings are as follows;

  • AdmissionNo -Identifier 
  • UPN -Identifier 
  • Source- Local Authority, Other School, Other Agency, Not Specified 
  • Status- Not authorised, Authorised but not received, Authorized and received 
  • Amount -Numerical value 
  • StartDate -MMM DD YYYY (e.g. Apr 17 2021) 
  • EndDate -MMM DD YYYY (e.g. Apr 17 2021) 

The column headings for User Defined Fields(UDF) are as follows;

You will need to create a UDF before you are able to use this import see How to Create User Defined Fields

When you come to import the Data Export you can only import one UDF at a time

  • AdmissionNumber -Identifier 
  • UPN -Identifier 
  • UserDefinedFieldDataValue 
    • UDF Currency  – Numerical value Max 100000 
    • UDF Date  – MMM DD YYYY (e.g. Apr 17 2021) 
    • UDF Dropdown – Multiple Dropdown Values separated by a , (e.g. 1,2,4) 
    • UDF Dropdown – Single Dropdown Value 
    • UDF Number – Numerical value Max 100000 
    • UDF Text  – Free text box 
    • UDF Text Multiline – Free text box imports as one line. 
    • UDF True False  – TRUE, FALSE