Batch Enter Database Information

With the Batch Entry feature, you can enter database information for multiple students or staff members at the same time. For example, you can assign homeroom 103 to all 2nd grade students at once. You can also perform a find-and-replace batch entry. For example, you can assign homeroom 203 to all students who are currently in homeroom 103.

Perform a Batch Entry

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

    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, choose to batch enter data for students in a specific Grade number, students in All grades, or Staff members, and then click Next.

  4. In the Batch Entry For dialog box, click the field you want to batch enter data for, and then type the value. Repeat this step for each field you want to edit.

  5. For Include Which [Students/Staff], choose to batch enter data for Active Only, Inactive Only, or both Active & Inactive students or staff members, and then click Accept [F10].

    Include Which Students or Staff

  6. In the Batch Entry dialog box, choose to batch enter data for Individual members/groups or for All members of the student or staff category you selected in step 3, and then click Next.
  7. If you clicked 1. Individual members/groups in step 6, in the Enter Individual Students dialog box, do either of the following:
    • Click Lookup [F6], hold the Ctrl key while you select the individuals you want to batch enter data for, and then click Select.

      or

    • Click Load Group, click the group you want to batch enter data for, and then click Select.
  8. Click Accept [F10] to complete the batch entry.

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. For example, you might want to find all students with 103 in their homeroom field and replace 103 with 203.

Be sure to type the exact values.

  1. Create a backup of the year you're working in.
  2. On the AdminPlus Home screen, click Batch Icon to access Batch Functions.

    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, choose to batch replace data for students in a specific Grade number, students in All grades, or all Staff members, and then click Next.

    If you choose to batch replace data for students in All grades, start with the highest grade level, then repeat the process for the next highest grade level, and so on, ending with the lowest grade level.

  5. In the Batch Entry For dialog box, click the field you want to batch replace data for, and then enter the new value. For example, if you're replacing homeroom 103 with homeroom 203, click the Homeroom field, and then enter 203.
  6. For Include Which [Students/Staff], choose to batch enter data for Active Only, Inactive Only, or both Active & Inactive students or staff members, and then click Accept [F10].

    Include Which Students or Staff

  7. In the Batch Entry dialog box, click 3. Members matching a data base criteria (query), and then click Next.
  8. In the Enter Search Criteria dialog box, click the field you want to batch replace data for, and then enter the old value. For example, if you're replacing homeroom 103 with homeroom 203, click the Homeroom field, and then enter 103.
  9. Click F10 / Accept to complete the find-and-replace batch entry.
  10. (Optional) If you want to perform another find-and-replace batch entry, click Yes in the Information dialog box.

This topic was last updated on February 12, 2019.


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