Upload Your Student Roster to TreeRing

We've made it easy to upload your student roster list! 
By uploading your student/parent roster you can easily:

  • Promote your book
  • Allow parents and students to capture their memories and customize their pages
  • Send updates and reminders to the community

Here is a quick link to the roster template

Please note that the following fields are required for uploading the roster:

  1. Student Grade
  2. Student First Name
  3. Student Last Name

When entering parent information in the template, you must enter the parent name AND the parent email address. If entering 2 parents for one student, Parent #1 and Parent #2 cannot have the same email address.

1. Log in and select People/Orders.

2. Select Add Student(s) while in the Students & Parents list.

3. Select Upload Roster Spreadsheet.

4. Select Download Template and Continue if you do not have the TreeRing Roster List Template.

5. Review and confirm that all students you are adding with their email addresses are either at least 13 years of age, or you have a signed parental consent form. This is in compliance with the Children's Online Privacy Protection Act - for more information to go www.coppa.org.

6. Save the Roster Spreadsheet on your computer and then enter your student information into the template. If you already have a spreadsheet with your roster information, simply copy and paste the information into the associated fields on the TreeRing template.

7. Once your list is completed, click Select File To Upload. Note that invitation emails are automatically sent to all users when a new account is created. You may disable this setting on this screen.

8. Stand by by while TreeRing uploads your student roster list.

9. Once the process is complete, you will see a status summary at the bottom of the import window.

10. If there was an error in your file, you will see the error details on your status screen. Records with errors will not be imported and will have to be corrected.  If you receive an error directing you to contact Customer Support, please verify that your file has been saved as a .csv file instead of a .xlsx file.  TreeRing requires the file to be in .csv format.

11. Once you have completed the roster upload process, you will now see all the students added to the community. Please note that duplicate students will only be created if the data on the template does not match the student information already entered in the Students & Parents list.

A summary of your import activities and errors will automatically be emailed to you at the end of the process.

 

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Comments

30
  • Avatar
    Meganne Elias

    okay, I am getting my brain set up for next year already...and I have this template saved...what if the parent didn't give us an email address?  Can they be in the system without an email?  Thanks.

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    Aaron Greco

    A parent cannot be in the system without an email address.  (a student can)

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    Claudia Staude

    Can community lists be kept from year to year - with just editing the grades and moving out the grads? It would save a great deal of time!

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    Gabrielle Botts

    If we have parents (who are older) who don't use e-mail, how can we add them to the list or how can we order a yearbook for them?

  • Avatar
    Aaron Greco

    Hi Claudia,
    Sorry for the delayed response. Yes we keep the community from year to year PLUS we auto-increment the grade level and remove graduated students for you!

  • Avatar
    Aaron Greco

    Hi Melinda,
    Yes, you can send us the exported list. Just create a ticket or email cesupport@treering.com

  • Avatar
    Aaron Greco

    Hi Gabrielle,
    Parents are required to have an email to be entered into the list, however, you can easily order for them by check by clicking the $ symbol next to the student's name

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    Connie RegOrder Hendrix

    We have a google site. All of our students have email (even those under age 13) which is in-house. In other words, only people within our school can email them. I could add Treering.com as an acceptable email from which they could receive messages. Would it be ok to upload that list of emails for all of our students?
    Connie

  • Avatar
    Aaron Greco

    Hi Connie,
    According to the Children's Online Privacy Protection Act you have to have parent consent for any child under 13 to have their information online. For more information to go www.coppa.org.
    I also added a link to a Parent Consent form above.

  • Avatar
    Liz Yukawa

    Am I right in assuming if a family has more than one child at the school they will get multiple emails?

  • Avatar
    Aaron Greco

    Hi Liz,
    Only one invite email per email address will be sent.

  • Avatar
    Annette Khan

    What happens if we import current parents that also includes previous parents? Does it update/overwrite old data OR does it duplicate the person?

  • Avatar
    Aaron Greco

    Hi Annette,
    As long as the email address is the same we update the current person.
    However, if you add student that is already listed in your community to a parent and you import another student that parent will have two students with the same name since we don't have a unique identifier to de-dupe students. Make sense?

  • Avatar
    Elizabeth von Schlag

    How can I change a parent's email address? The address from last year is not correct. Thank you.

  • Avatar
    Celeste Klanjac

    I am not seeing in the template how to select the teacher. Could you please explain how to add a teacher within the template? Currently, my work flow is to delete all students from last year, and am uploading fresh with the template. However, all new students have no teacher listed, while the returning students are retaining their teacher from the previous year. I do not want to go through and select the correct teacher by hand. Please advise. Thanks!

  • Avatar
    Julie Fountain

    I do not have consent forms from parents yet, but I want to start selling yearbooks now and need to load student names to create accounts. Can we submit a spreadsheet file (in .csv format) with student names without email addresses? Then, as students return their consent forms, I could add their email addresses and "turn on" their access to create their custom pages.

  • Avatar
    Karen Shattuck

    I uploaded 37 students and only see 15 listings under parent and students.

  • Avatar
    Debbie

    Hi Karen - I just checked your student list and I see 36 results. If your list is missing a student you can manually add him/her in.

  • Avatar
    Jessica Powell

    Can parents order a yearbook if I can't uploaded my roster? Or is is better for me to wait and upload the roster with teacher assignments? I won't have them until next week, but we wanted to start promoting the yearbook now. Thanks.

  • Avatar
    Debbie

    Hi Jessica - Parents need to have a TreeRing Account to order a book. They can create an account either by you adding your roster and having an invitation email sent to them or by providing them the school passcode. You do not need the teacher name when uploading your roster and can add that information later.

  • Avatar
    Kate Hinnenkamp

    What happens if some of the names on my roster have blanks in some of the fields (student email, for example)? Will these students' names still be correctly imported into TreeRing?

  • Avatar
    Aaron Greco

    Hi Kate,
    If it's not a required field (student email is not) that field will just be blank for the student, but it will upload fine. If it's required, that person will be skipped during upload and you'll see a list that have errors.

  • Avatar
    Melissa Myers

    Is it necessary for me as editor and chief to upload all of the students? Can't the parent's of each child create their account and add their student if I send out an email invite to them? If the parent sets up the account, then would I still need a 13 and under consent form for each child?

  • Avatar
    Aaron Greco

    Hi Melissa!
    1) You only need parent permission form if the 13 or under student is accessing the site themselves. If you're only inviting the parent, you're good.
    2) You do NOT have to upload the student roster. Parents can enter their student's name themselves. The roster just makes it easier if you already have the student names and parent emails in one list everything is all matched up and less typing, but not required.
    Hope that helps!

  • Avatar
    Darjon Gimm

    I uploaded my seniors without email addresses. If my staff add emails to the template can I reload and it will add the email address or will it create another account?

  • Avatar
    Debbie

    Hi Darjon - Since you have already uploaded the students you will need to add their emails in the Students & Parents list. This article will help you: https://treering.zendesk.com/hc/en-us/articles/203904660-Managing-the-Users-In-Your-School-Community

  • Avatar
    Kara Downing

    What does the error "Adding graduated student ... back to school" mean??

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    Debbie

    Hi Kara - When your account converts to the new school year all students who were in the highest grade in your school were removed from the school community. This error message means that you are adding back in a student who was removed from the community.

  • Avatar
    Diana Gonzalez

    Can we get a 13th grade added?

  • Avatar
    Debbie

    Hi Diana - Currently the higher grade options are College/Univ or Grad School. So sorry, but a grade 13 can't be added at this time. You will need to use the options available.