Import the teachers
This guide explains how to load the list of teachers into BiblioViva from a file. It is for whoever administers BiblioViva and is usually done once, at the start, and then when the teaching staff changes.
- Time: about 10 minutes.
- Account:
admin. Another account can import teachers only if the role configuration grants it the Import patrons permission. To remove the teachers missing from the file the Anonymize permission is also needed. - Requirements: the list of teachers in a spreadsheet (first name and last name) and, if the school has several teachers groups, the groups already created: see Set up the classes.
The procedure is the same as for students, explained step by step in Import the students: this page gives only the differences. BiblioViva checks the whole file before writing anything and imports only if there are no errors.
Procedure
Prepare the file
- Press Administration, then Imports, then Teachers. The Import teachers page opens.
- In the The template of the file box choose the columns and press Download the template.
- Open the template with a spreadsheet and write one row per teacher.
- Save the sheet in CSV format.
The columns, with English names as in the template:
| Column | Content | Group |
|---|---|---|
first_name, last_name | first name and last name | required |
card_number | the number of the card the teacher already has | key |
external_id | the teacher's code in the register | key |
email | the email address | optional |
group | the name of the teachers group, for example Docenti | optional |
Without card_number BiblioViva generates a card for each teacher; without external_id whoever is already in the
records is recognised by name. Without the group column every teacher joins the default teachers group.
Upload and check
- In the File step, in the CSV file field, choose the file and press Upload.
- In the Columns step check how the columns are matched, as for students.
- In the Mode field choose Add and update. Choose Synchronise teachers only if the file is the complete list of teachers: whoever is missing from the file is listed and, after a confirmation, removed. Students are never touched.
- Press Check the file and read the Result column of each row: New, Update, Unchanged or Error.
- With synchronisation, to remove the teachers absent from the file tick Remove these teachers from the records (immediate anonymisation).
- If there are errors, correct the file, press Back to the columns, upload it again and check once more.
Warning. Removal immediately and permanently erases the teacher's first name, last name, contacts, code in the register, card number and photo. It cannot be undone. Whoever has loans in progress is not removed.
Import
- Press Import. The Completed step summarises the numbers: "… new, … updated, … unchanged, … removed".
- For the cards of the new teachers press Print the cards of the new patrons.
Result
The teachers are in the records, each in their group and with their card. The original file stays stored on the BiblioViva computer and the import appears in the Audit log. Uploading the same file again does not create duplicates.
Possible problems
- The group is not recognised: the row reports that the teachers group was not found and lists the valid groups. Create the group with New teachers group in the Classes page, or correct the name in the file.
- A teacher appears twice: the row reports that the same person is already at the indicated row: remove the duplicate from the file.
- Two teachers have the same first and last name: the page asks to choose which one to update, with Pick the patron, or Create a new patron.
- For those coming from Koha: teachers are extracted with a ready-made query: see the technical instructions.