Importing | Help Center

Note: This feature is available only to customers without SIS integration enabled. If you have purchased an SIS integration and receive automated data files, you must make updates through your integration process. This typically involves reviewing or updating the automated file being sent to AwardSpring.

Use the import feature to update applicant information in AwardSpring (such as GPAs and/or unmet financial need). You can import responses to a qualification or question.

To use this feature, create a CSV file and include the following required fields: the student's unique ID, email address, first name, and last name. Add a column for each additional piece of information you're importing.

What is a student ID?

The student ID is a unique identifier for each student (or applicant) in AwardSpring. Imports must reference a student ID to ensure the data you're importing loads into the right account.

What should I use as student ID?

If you are an organization that does not have a database of student or applicant information, such as a community foundation, an educational foundation or a credit union, you should use the applicant's email address as the student ID. Your import file might look like this:

Sample import file keyed on email address: the Student ID column holds each applicant's email, followed by First Name, Last Name, Email, GPA and SAI.

If you are a college, university, or other organization that uses a student information system (SIS) such as Colleague, Banner, PeopleSoft, etc., you should use the student IDs in your SIS. Your import file might look like this:

Sample import file keyed on SIS student IDs such as A19001, with the same First Name, Last Name, Email, GPA and SAI columns.

Note: During your first import, regardless of what you use for student ID, AwardSpring will use the email address as the unique identifier to match applicants in the system with applicants in your file. It will then assign the student IDs you included in the file, and the student ID will be the primary identifier thereafter.

Once your file is formatted properly, click Settings > Import in AwardSpring.

The Import page with Import under Settings highlighted in the sidebar and an arrow pointing to the Choose Import File button.

Click Choose Import File to browse for your import file and select it. You will then see the file name, indicating it is ready for import; click Next.

The Import page after a file has been chosen, with the chosen file name boxed and an arrow pointing at the now-enabled Next button.

The next screen prompts you to map the data you're importing (Columns in File) to their respective questions in AwardSpring (Question in AwardSpring). For each column in your file, select the question in AwardSpring from the list of questions using the drop-down menu.

Note: What is displayed below is just an example.

Column mapping screen: each Column in File beside a Question in AwardSpring dropdown, with a Hide From Students checkbox.

When you've mapped each data point to a question in AwardSpring, you're ready to import the file. Click Next.

Note: You can create new accounts by checking the Create New Accounts If They Don't Already Exist box. Check this box if you want to create new records when the data you're importing doesn't already exist in AwardSpring. Do not check this box if you wish to update existing records only.

The Create New Accounts If They Don't Already Exist checkbox, checked, above the Next and Cancel buttons on the Import page.

While your file is importing, you'll see the Import Summary screen.

The Import Summary screen shown while a file is importing, tracking the progress of the run.

The first time you import to update existing user information, the Import Summary lists Email Conflicts under Exception Details below the record counts.

The Import Summary screen with the record counts boxed, and the Email Conflicts row and its Manage button listed below them.

This is normal. AwardSpring is letting you know that accounts in the system are using the same email address as the records in your file. Click Manage to review the conflicts.

The Manage control beside the Email Conflicts count, used to review which accounts share an email address with rows in the import file.

Review the conflicts to confirm that the accounts match. Click Merge All Conflicts.

Reconcile Email Conflicts list with the Merge All Conflicts button marked.

This will return you to the Import Summary page, and you'll see the Email Conflicts cleared once the import completes. You'll know it is done because it will show a Complete status.

Note: If the status indicates an issue with your import, please contact support@awardspring.com.