Making changes to classes and students via manual load method Follow
Administrators can change classes and students in Hāpara at any point by updating the classes and students spreadsheets, and reloading the updated spreadsheets via the Hāpara Admin Console.
In this article
How it works
When the Data Loader identifies a change in your spreadsheet load, Hāpara will reset the class or student property and replace it with the values included in your new data. When the data load process is complete, Hāpara will match the state of your most recently loaded spreadsheet.
If existing spreadsheets are changed, the Data Loader will only run processes where needed. It will not make changes to the rest of your classes and students.
To ensure that learners are not accidentally removed from classes, we recommend that your students spreadsheet contain all enrollment data for all of your learners.
- Adding classes
- Deleting classes
- Changing a class name
- Adding and removing subject folders
- Changing the name of a subject folder
- Adding and removing teachers
- Mailbox IDs
To create a new class, add a new row of data to a new or existing classes spreadsheet. Be sure to include all of the mandatory class columns, and ensure that the name and mailbox values for your classes are unique.
To delete classes, please submit a request with our team. We'll remove the classes for you.
To change a class name, update its Name value in your classes spreadsheet and then reload the spreadsheet. Remember that class names must be unique and must end with your current academic year suffix.
To add a subject folder, add the new folder's name to the Subject Folders column for the class, separating it from existing folder names with a comma.
To remove a subject folder, remove its name from the class' spreadsheet row. When a subject folder is removed from Hāpara Teacher Dashboard, it will be untouched in Google Drive for learners and teachers. You can add a folder back to a class simply by adding its name back to your classes spreadsheet in a subsequent load.
Changing a subject folder's name can be complex, so we recommend avoiding it if possible. However, if you must change the name of a subject folder, we can help. Please contact us by submitting a request with our team.
Add or remove teachers by adding or removing their usernames from the Teacher column for a class. Keep multiple user IDs within the same cell, and separate by a comma.
Important: If your teachers and students are in different domains, then you will need to use the teachers' full email addresses in this column. e.g. 'firstname.lastname@example.org'
Mailbox IDs (class email addresses) cannot be changed once a class is made. Changing the mailbox field in your classes spreadsheet will create a new class or make the data load fail.
Important: Each time a student's username is included in your students spreadsheet, Hāpara will be updated to match the data listed in the spreadsheet.
Students whose usernames are excluded from a student spreadsheet load will not be processed at all, and will remain unaffected in Hāpara unless you enable Remove students not in uploaded data.
To ensure that students are not removed from classes, we recommend that your students spreadsheet contain all enrollment data for all of your students.
This can be achieved by using a master spreadsheet to keep track of all changes to student enrollment data, or by using a new or separate spreadsheet that only includes specific students, when changes are needed.
After updating your spreadsheet, return to the Data Loader > Status page in your Hāpara Admin Console to reload your spreadsheet.
New students can be added to Hāpara by adding their data to your existing students spreadsheet, or to a new spreadsheet. To add a student to a class, add the new class to their entry in your students spreadsheet alongside their existing classes. Multiple class codes, class or class code columns, or can be included in the same cell, separated by a comma.
To remove a student from a class, remove the class from their entry in your students spreadsheet. To remove a student from all classes, leave their username in your students spreadsheet, but remove all class codes alongside their name. Or, to remove a student from all classes, you can enable the option to remove students not in uploaded data.
Important Note: DO NOT enable this option if:
- You are unsure of how your data sync works.
- You do not include all students with every sync.
- You are doing a partial data load
Once this option is enabled, any students not included in a data load will be removed from the Class Rosters in Hāpara. As a result teachers will lose visibility into these students' work and students will lose access to Hāpara Workspace and Student Dashboard.
To enable this option for manual loads (Google Sheets or CSV), take the following steps:
- Go to the Hāpara Admin Console.
- Click Data Loader at the top of the page.
- Click Upload CSV or Google Sheet.
- If necessary, update your configuration settings, then click Next.
- Check the box next to "Remove every student not listed in the uploaded data" (screenshot below).
- Choose your file (containing all students that should be in Hāpara) and click Start Load.
To move a student between classes, replace their class with their new class in your students spreadsheet.