Manage Student Data: Batch Enter Database Information

In this article the Batch Entry function enters the same data in all students or a group of students.

Make sure that all AdminPlus users are logged out of the system. To check this, please see How to Tell Who is Logged into Administrator's Plus.

Before you begin this process, it is imperative that you create a backup.  For assistance with this, please see How do I run or schedule a backup?

Perform a Batch Entry

1. On the AdminPlus Home Screen, click to access Batch Functions.

   You can also press F2 to access Batch Functions.

2. In the Batch Functions dialog box, click 1. Batch Entry, and then click Next.
   

3. In the Batch Entry: Demographics dialog box, click a Grade number from the drop-down list, and then click Next.

4. In the Batch Entry For: dialog box, on the Basics tab, click the desired field, type in the new information, click Accept [F10].

5. In the Batch Entry dialog box, do the following.

   • If all students in the grade level have same homeroom, click 2. All members, click Next.
   • To add this to a specific group of students, click 1. Individual members/groups
   • To enter this data to a specific group with already existing data, click 3. Members matching a data base criteria (query).

Perform a Find and Replace Batch Entry

In addition to entering database information, the Batch Entry feature also allows you replace existing information for multiple students or staff members at the same time. You can perform a find-and-replace batch entry to find all students with a specific value in a database field and replace that old value with a new value.

In the following example, the batch entry finds all students with 103 in the Homeroom field and replaces 103 with 203. You can apply the same concept to any field you would like to update. Please make sure you type the exact values.

Make sure that all AdminPlus users are logged out of the system. To check this, please see How to Tell Who is Logged into Administrator's Plus.

Before you begin this process, it is imperative that you create a backup.  For assistance with this, please see How do I run or schedule a backup?

1. On the AdminPlus Shortcut bar, click Data Base, and then click Address. This will open the Demographics portion of the Home screen.

2. On the AdminPlus Home Screen, click to access Batch Functions.

   You can also press F2 to access Batch Functions.

3. In the Batch Functions dialog box, click 1. Batch Entry, and then click Next.

   

4. In the Batch Entry: Demographics dialog box, click a Grade number from the drop-down list, and then click Next.

   Start with the highest grade level. Each time you carry out this process go down a grade level, doing the lowest grade level last.

5. In the Batch Entry For: click the field you want to batch replace data for, and then enter the newvalue.

   For example, if you're replacing homeroom 103 with homeroom 203, click the Homeroom field, and then enter 203.

6. In the Batch Entry dialog box, to replace a specific homeroom with the new homeroom, click 3. Members matching a data base criteria (query), and then click Next.

   
   

   

7. In the Enter Search Criteria dialog box, click Homeroom, enter the old homeroom name or number (in this case 103), and then click F10 / Accept.

   All students with 103 in their Homeroom field will then have their Homeroom field changed to 203.
   

8. (Optional) If you want to continue with the batch entry find and replace, you can click Yes in the Information dialog box.