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

To begin the spreadsheet rostering process, please contact your FL4K representative. As part of your request, you’ll need to provide the full list of administrators and instructors who require access to view and edit the roster spreadsheet.

This spreadsheet will contain personally identifiable student information. Please ensure your list of authorized users is accurate and that you take all necessary security precautions to prevent unauthorized access.

Once we receive your list of authorized users, we’ll create and share your school’s unique rostering spreadsheet directly with that group.

This option is only available for schools with an active FL4K subscription. Spreadsheet rostering is not supported for automated free trials.

Filling out the spreadsheet for the first time

Alright, let's dive in. Your spreadsheet can have up to four tabs to fill out. Don't worry if you don't see all of them — it just means we've already given you a head start by pre-filling some information for you. Here are the tabs you'll be working with:

• schools
• teachers
• classes
• students

The schools tab

First up, the schools tab! On this tab, list the full name of every school in your district that will be using FL4K. Each school needs its own row in the NAME column.

No schools tab visible? You can skip this step! It just means we’ve already handled it for you.

What if schools are already listed?

You might see that we’ve given you a head start by pre-filling some schools. Here’s how to handle that:

• For new FL4K schools: We’ve pre-filled this list based on our conversations. Feel free to add new schools, remove any that won't be using FL4K, or change the names to your preference.
• For returning FL4K schools: Welcome back! The schools listed are based on what's in our system from the previous year. You can add new schools or remove any that are no longer participating.

Heads up for returning schools: To avoid creating duplicate schools in our system, please do not simply edit the name of an existing school in the spreadsheet. If a school’s name needs to be updated, please make a note and tell us when you return the file. We’ll happily update it on our end!

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

🎉 Good news: no per-school fees! Feel free to add as many schools as you need. Unless specified otherwise in your quote, our subscriptions aren't priced per-school, so you won't see any extra charges.

The teachers tab

Next up, the teachers tab. This is where you’ll list your whole crew: any instructors, school staff, or administrators who need access to FL4K.

What if teachers are already listed?

You might see that we’ve given you a head start by pre-filling some users. Here’s how to handle that:

• For new FL4K schools: We've pre-filled this based on our conversations. Please double-check that the information is correct, make any necessary changes, and add the rest of your team.
• For returning FL4K schools: Welcome back! These are your users from last year. Feel free to add new staff or remove those who no longer need access.

Heads up for returning schools! To avoid creating duplicate accounts, please do not change an existing user's information directly in the spreadsheet. If a returning user's details need an update, please make a note and tell us when you send the file back. We'll take care of it for you!

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🎉 More good news! Just like with schools, we don't charge per-teacher or per-admin unless specified in your quote. Add everyone who needs access!

Column: FIRST (first / given name)

This one's easy! Just enter the first name for each instructor, staff member, or admin.

• This isn't required, but it's highly recommended so you can easily identify users.
• If you provide a first name, that’s what will appear next to the user's avatar inside the FL4K platform.

Column: LAST (last / family name)

Enter the last name for each user here.

• This is also recommended but not required.
• If you leave the FIRST name blank but fill this in, the user's last name will be what shows up next to their avatar.

Column: EMAIL

TheThis instructor’sis an important column! It serves as the unique email and username for each teacher or administrator’s email and username.admin.

• Required. Every user needs a unique email to log in.
• 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 notisn't 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.

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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.

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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.

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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.

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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

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• 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).