Importing families and tutors from Teachworks

Why this exists

Re-entering every family, student and tutor from Teachworks by hand takes days and invites mistakes. As an admin, you bring your active records across in one go, with a preview that shows exactly what will be added and what will be left out and why. Nothing in Teachworks changes, and nobody is emailed until you decide.

If your centre used Teachworks, you can bring its active families (Teachworks customers), their students and your tutors into the portal in one go. Nothing in Teachworks changes.

Before you start

• Teachworks must be connected under Settings > Integrations (Integrations). If it is not, the import says "Connect Teachworks in Integrations first".
• Importing families and students needs families.edit. Importing tutors needs tutors.edit. With one of them you import that half only.

Import

1. Open People > Import and choose the From Teachworks tab (Import).
2. Press Preview. The portal reads Teachworks and shows what it would add, what is already here, and anything it will leave out with the reason.
3. Read the preview. Use the tabs to list each kind.
4. Press Import. If Teachworks changed since your preview, you are shown the new preview and asked again, so what is written is always what you saw.

What it does

• Each family it adds is a tutoring family, with the student app and no subscription. A family already here keeps what it has.
• Each parent and tutor gets a sign-in without a password. No emails are sent by the import. Afterwards you can send a sign-in invitation from People > Logins and roles (with a preview and a test first), or people can use "Forgot password" on your sign-in page.
• Running it again is safe. Anything already brought across is left alone.
• A campus-restricted admin is held to their own campuses.

What it leaves out

• Lessons and the timetable. Those keep coming from the Teachworks sync.
• Invoices, payments and inactive records.
• Anyone it cannot match safely, such as an email that already signs in at another centre, two customers sharing one address, or records marked "(Duplicate)" or "(Inactive)". The preview names the reason, never the other centre.

Good to know

Once your centre's launch update is in, the import can also offer, each as a tick, your services and prices, each tutor's usual pay rate, custom fields (with a step to match them up) and second contacts. If you do not see those ticks, they are not switched on for your centre yet.

Related

• Importing from a spreadsheet
• Inviting staff
• Running beside Teachworks