Download the script for this video here

Adding New Users

The following PDF Creating your user accounts with a CSV Import will take you through creating your new users with a CSV import. This will be the same process that you ran through when you first accessed your Frog platform.

Click here to download our CSV template if you're setting up users for the first time.

Editing Existing Users

To update existing users en mass, the CSV import process outlined in the above PDF can be used again. You may want to do this to update usernames, change group membership or update passwords. The only difference in the PDF instructions would be that the CSV can be exported from the FrogLearn platform from within the Users application.

To export your users:

• Log into the platform as an administrator.
• Navigate to the Users application.
• Select the Action Cog in the top right and select Export.    

This will start a download of all the users on your platform to a CSV file.

Please note: If users are added to new groups using this method, they will be removed from their old registration/class groups if not listed. So for example, if a user was in Year 2 and this column is updated in your CSV to Year 3, the user will be removed from the Year 2 group and added to the Year 3 group.

End of Year Process: CSV Import

For schools who are using the CSV user management process, the end of the year contains a series of steps which need to be taken to prepare your users and groups for the following academic year.

We have put these steps together to give you some idea of how to do this quickly and efficiently.

Important Note: When updating user details in a CSV format, you must ensure that you include the UUID of your users. This is how Frog matches the updated data to the right user. Without the UUID, user accounts will be duplicated, rather than overwritten. The easiest way to get the correct UUID is to Export a CSV from the Users application, then update the CSV and Import it again.

Removing Users

There are a few important facts to note when removing users from the FrogLearn paltform.

Inactive:

Users can be marked as inactive by using the Account Status column within the CSV import. Inactive users are still available within the Users application and can be returned to active status either through a CSV import or by making a manual change to the account settings of the user.

Archived:

Archiving a small amount of users can be done from within the User application.

• Search for or filter the users you want to archive.
• Use the Select button to choose the users you wish to archive.
• Select Archive from the Action Cog.

Archived users are no longer visible in the Users application so please be certain that you wish to remove these users from the platform prior to archiving them.

If you’re wanting to archive old users from your platform in bulk, please watch the Old Users video in this series which explains how to do this.

Editing Users

There are numerous reasons why you would want to edit users. Below are a few pointers to how the CSV file must be filled in to ensure you get the results you're hoping for.

Whether you are editing your exported CSV online or in Excel, using Ctrl+H (Find and Replace) you can make changes to numerous lines quickly and effectively.

Year Group Changes:

Example: You wish to change your Year 7 users to Year 8.

• Open your exported CSV.
• Find (Ctrl+H) "Year 7"
• Replace with "Year 8"
• Save your CSV

For best results, start with your highest year group and work down. If you work in ascending order your next "Find" for Year 8 will return your newly formed Year 8, and your former Year 8 group members.

Registration/Class Changes:

In a similar way to Year Group changes, providing you know the new class pupils are moving to, you can find "Class A" and replace with "Class B" as above.

Again, before editing users for class changes, remove the users who have just left ensuring that there's a class name available to move to.

Club/Group Changes:

One of the biggest obstacles to tackle on your platform could be the changes to Groups. If new groups are starting, ensure that they are created in the Groups & Policies application before you commence your upload of data. Users will not import if they are associated to a group that does not exist in Frog.

If you wanted to make group changes via your CSV upload, rather than creating groups later in the academic year, this can be done easily. In the "Clubs" column of your CSV export you can write the exact group name. If a child is in more than 1 group, they simply need to be seperated with a | (Shift+\ or AltGR+'). For example, if a pupil if part of the House Captains group and the Guitar Club you would write Captains|Guitar Club.