Rostering via spreadsheet

For schools and districts that do not use an automated service like Clever or ClassLink, FL4K provides a straightforward spreadsheet-based rostering system. This guide will walk you through the process of setting up your initial roster.

Receiving a spreadsheet template

OnceTo you’vebegin confirmed with us that you’d like to use ourthe spreadsheet rostering system,process, weplease willcontact askyour youFL4K representative. As part of your request, you’ll need to confirmprovide the full list of administrators and/orand instructors who should haverequire access to view and edit the roster spreadsheet. Of course, the

This spreadsheet will contain personalpersonally identifiable student information,information. soPlease ensure your list of authorized users is accurate and that you take all necessary security precautions to ensureprevent unauthorized access.

Once we receive your list of authorized users, we’ll create and share your school’s unique rostering spreadsheet directly with that unauthorized individuals cannot gain access. After confirming who the spreadsheet should be shared with, we will send you a spreadsheet template.group.

PleaseThis noteoption thatis weonly do not support spreadsheet rosteringavailable for schools whowith havean signedactive upFL4K subscription. Spreadsheet rostering is not supported for an automated defaultfree trial.trials.

Filling out the spreadsheet for the first time

There are up to four tabs on the spreadsheet to be filled in, depending on the size and circumstances of your institution.

The schools tab

If the spreadsheet you are given contains a schools tab, please enter the name of each school whose teachers or students will be using FL4K. Each school name should be entered in a separate row under the NAME column. If your spreadsheet does not contain this tab or has it hidden, you can skip this section, as we’ve already filled it in for you.

• The maximum length for a school name is 255 characters.

If, upon receiving the spreadsheet, there are already non-placeholder entries on the `schools` tab…

• …and your institution is new to FL4K: we have filled in this sheet for you based on the information you’ve provided, but feel free to change the name of a school to your preference, or add/remove entries as necessary.
• …and your institution is returning to FL4K: the schools listed are based on those already in our system from the previous year. You can add additional schools or remove ones that are no longer using FL4K as necessary, but if you’d like to rename one of these schools, please explicitly tell us when you return the spreadsheet so that we can prevent duplicate entries for the same school!

If present, make sure to remove the placeholder row that contains the text (DELETE THIS ROW)!

Unless otherwise noted in your quote, FL4K does not charge by the school, so you can as many schools as you’d like without incurring additional charges.

The teachers tab

The teachers tab is where to list any class instructors, school staff members, or school / district administrators who should have access to FL4K.

If, upon receiving the spreadsheet, there are already non-placeholder entries on the `teachers` tab…

• …and your institution is new to FL4K: we have partially filled in this sheet for you based on the information you’ve provided, but please ensure that the information listed is correct and make changes as necessary. You will likely also want to add additional teachers or staff members who require FL4K access.
• …and your institution is returning to FL4K: the teachers and staff members listed are based on those already in our system from the previous year. You can add additional users or remove ones that are no longer using FL4K as necessary, but if you need to change the listed information for a returning teacher or staff member, please explicitly tell us when you return the spreadsheet so that we can prevent duplicate accounts for the same user!

{{@6#bkmrk-if-present%2C-make-sur}}

Unless otherwise noted in your quote, FL4K does not charge by the teacher / administrator, so you can add as many as you’d like without incurring additional charges.

Column: FIRST (first / given name)

Represents the instructor’s or administrator’s first name.

• Recommended, but not required.
• If given, will be shown next to the user’s avatar when logged into FL4K.
• Max length: 255 characters.

Column: LAST (last / family name)

Represents the instructor’s or administrator’s last name.

• Recommended, but not required
• If given, but FIRST name is not, the user’s LAST name will be shown next to their avatar.
• Max length: 255 characters.

Column: EMAIL

The instructor’s or administrator’s email and username.

• Required.
• Max length: 255 characters.
• The email address of an instructor or administrator also serves as their username.

Please enter the values for this column in all-lowercase. (This is not a hard requirement, but a way to help keep things organized and detect duplicate entries!)

Column: SCHOOL NAMES (semicolon-separated)

If you don’t see a column for SCHOOL NAMES, you can skip this step!

• For each school you would like the user to be able to be assigned classes to as an instructor, enter the exact value of the corresponding school listed on the schools tab.
• Multiple schools for the same user should be separated by a semicolon and a space ; . For instance, if you’d like for the user to be able to teach in both Sample Elementary School and Sample Middle School, please enter: Sample Elementary School; Sample Middle School.

This column can be left blank for district admins, as users marked as district admins do not need to be added to individual schools to be able to access those classes (in their capacity as an administrator). However, if a user marked as a district admin also serves as an instructor for a class, please ensure that the school of that class is listed under the SCHOOL NAMES column for the admin.

Via spreadsheet rostering, we do not currently support directly creating school admin accounts — that is, those that require admin-level privileges for some but not all schools in the district. If you require that a user be assigned such a role, please roster them as a (non-district-admin) teacher with membership in the schools you list. Then, when returning the spreadsheet, please state that this user requires school admin privileges for the schools listed.

Column: IS DISTRICT ADMIN

Check this box for a user who should be able to oversee student progress and rosters across all schools.

If a user marked as a district admin also serves as an instructor for a class, please ensure that the corresponding school is listed under the SCHOOL NAMES column for the admin.

See above regarding support for school admin roles via spreadsheet rostering.

The classes tab

All classes where students or instructors should have access to FL4K should be included.

If, upon receiving the spreadsheet, there are already non-placeholder entries on the `classes` tab…

• …and your institution is new to FL4K: we have partially filled in this sheet for you based on the information you’ve provided, but please ensure that the information listed is correct and make changes as necessary. You also may want to add additional classes where FL4K will be used.
• …and your institution is returning to FL4K: the classes listed are based on those already in our system from the previous year. You can add additional classes or remove ones that are outdated or no longer using FL4K as necessary.

As long as they are listed on the teachers tab, teachers or district admins do not need to be added to a class to have FL4K access. In that case, when their account is created, they will be assigned the district- or school-wide default curriculum.

{{@6#bkmrk-if-present%2C-make-sur}}

Unless otherwise noted in your quote, FL4K does not charge by the class, so you can add as many as you’d like without incurring additional charges.

Column: NAME

Enter the name for the class.

• Class names must be unique across the whole district.
• Max length: 255 characters.

Column: TEACHER EMAILS (semicolon-separated)

For each class, enter the email of at least one teacher / instructor.

• At least one teacher email is required for each class listed.
• If the class has multiple instructors, list the emails of each, separated by a semicolon and a space ; . For instance, if the class has both teachers with emails ajawilson@sample.edu and breannastewart@sample.edu, please enter: ajawilson@sample.edu; breannastewart@sample.edu.

Column: SCHOOL NAME

Enter the name of the school that the class belongs to. If you don’t see this column, you can skip it!

• Each class must belong to exactly one school. However, you only need to fill in this cell if the instructors whose emails are listed in TEACHER EMAILS collectively belong to more than one school.
  • In other words, you can skip filling this in for a class as long as all of its instructors belong to only one school, and that one school is the same for all of them!
• Ensure that the value you enter for the school name matches exactly the one you entered on the schools tab’s NAME column.
• Make sure that all listed instructors (both teachers and district admins) are members of the school.

Column: CURRICULUM

As before, if you don’t see this column, don’t worry about it! This column should only be visible if you’ve previously discussed our different curriculums with us and we know that you feel comfortable deciding which one to assign.

• If you provide a value for this column:
  • Students in the class will be assigned this curriculum when their accounts are first created (except for any students whose curriculum is explicitly overridden).
  • For any teachers who have this class as their first one listed on the sheet, they will also be assigned this curriculum when their accounts are first created (though they can freely change their own curriculum at any time).
• If no value is given, the organization-wide default curriculum will be assigned to students in this class when their account is created, as well as to new accounts of teachers who are not listed for any classes above this one on the spreadsheet.

The students tab

We’re getting to the end! This is the sheet where you’ll list each student who will have access to FL4K.

{{@6#bkmrk-if-present%2C-make-sur}}

Column: FIRST (first / given name)

Enter each student’s first name in this column.

• Recommended, but not required.
• If given, will be shown by the student’s avatar when logged into the platform.
• Max length: 255 characters.
• Whether to include students’ middle names is up to you.

Column: LAST (last / family name)

Enter each student’s last name in this column.

• Optional. You may choose to omit students’ last names as an added layer of student privacy protection.
  • You may also choose to enter only the last initial for each student in the LAST column. This allows for disambiguation of students with the same first name in most cases.
• If given, but FIRST name is not, the user’s LAST name will be shown next to their avatar.
• Max length: 255 characters.

Column: USERNAME

In this column, you can enter the username you’d like the student to be assigned for logging into FL4K.

• Optional.
• If given, we will try to assign the specified username to the student.
  • As usernames are unique across the FL4K platform, we cannot guarantee that the username you specify is available.
    • If it is not, we will automatically assign a similar username (e.g., by replacing the final character or appending an additional one) to the student.
• If not given, students will be auto-assigned a unique username based on their name.
• Max length: 255 characters.

{{@6#bkmrk-please-enter-the-val}}

Most schools choose not to enter values into the USERNAME column and instead have students use either the username auto-generated by FL4K or their email address for logging in.

Column: EMAIL

Enter the school email address for each student in this column.

• Not required, but strongly recommended.
  • We use email addresses as a secondary identifier for students so that we can easily tell that, for example, a student whose name is changed or who changes classes in the middle of the school year is the same student and we don’t want to make a new account for them.
• Students with an EMAIL value can log into FL4K using either their username or email in the username field.
• Max length: 255 characters.

{{@6#bkmrk-please-enter-the-val}}

We never attempt to contact student emails for any reason. They are used for sign-on and rostering purposes only.

Column: CLASS NAMES (semicolon-separated)

This column should contain the NAME of each class to which the student belongs.

• Strongly recommended. Like teachers and administrators, students do not strictly need a class listed in order to gain FL4K access.
  • However, without being enrolled in a class, there will be no way for teachers or administrators to check the student’s progress or configure their settings.
• Multiple classes for the same student should be separated by a semicolon and a space ; . For instance, if you’d like for the student to be listed in both Grade 4 and Grade 4 – Advanced, please enter: Grade 4; Grade 4 – Advanced.
• Students will automatically be added to the school associated with each of their classes (i.e., they will be enrolled in multiple schools if necessary).

Column: TEACHER EMAIL

This column is only necessary if class names across the district are not unique. However, as it is now required that all class names be unique, you should not need to enter values into this column.

Column: CURRICULUM

{{@6#bkmrk-as-before%2C-if-you-do}}

• If you provide a value for this column, the student will be assigned to it when their account is first created, regardless of the value of the CURRICULUM column on the classes sheet for the student’s classes.
• If this column is left blank for a student, they will be assigned the curriculum listed in the CURRICULUM column for the first class the student has listed in their CLASS NAMES column (or, if not specified, the district- or school-wide default curriculum).