Traditionally the most cumbersome task of creating a directory is getting in all the correct student names, their parents’ names, and their parents’ contact information in the directory in the first place. Significantly reduct the effort involved with one of the methods offered by Fourleaf as noted below. Depending your specific case, you may find it useful to use a combination of the methods.
If you already have the family contact information available in a spreadsheet format, this is the quickest and easiest method. The spreadsheet is directly imported into your directory and your directory is ready to go.
See below for details.
If you do not have reliable family contact information, this method enables families to directly enter their own information into the directory. An ADMIN can then review and approve submission right from the Fourleaf inbox. It is also a great way to handle families that were not included in the bulk import at the start of the term.
See article on "Adding Families Via Online Registrations" to get started with online registrations.
This article explains how to get populate your directory with Direct Import.
STEP 1: Group Names. Pick the names for each group (e.g. class, club, team, committee, or project) you wish to include in your directory. Group names that include the grade, teacher, and room number make it easier for people to search for them in the directory (e.g. Gr3 Smith Rm32). If the name specified in the spreadsheet is an exact match to a group that already exists in your directory, the person will be registered in that group, otherwise a new group will be created and the students will be registered to that new group. (An OWNER can change or add more groups later.
STEP 2: Prepare Spreadsheet. Generally you’ll want to provide us with 2 spreadsheets, 1) your Students and Parents, 2) your Staff and Volunteers. Frequently, your District IT person can help get you started with an exported file from your school’s Student Information System (SIS) or registration system (e.g. PowerSchool, InfoSnap, etc.). You can also get started with a spreadsheet you may have from last year’s directory, updated with this year’s class assignments. We provide template Excel files to make it easy. See article "Direct Import Template for Student Families**
STEP 3: Submit Your File to Fourleaf. Contact us at Support@Fourleaf.net with a bit of extra information:
- School Name
- Start and End Dates for your school year (or term). (e.g. Aug. 15, 2016 - June 10, 2017)
- Directory Administrator Email Address that can be used by your parents if they need support from you. (Many schools set up an email account or alias for this purpose, e.g. “SmithSchoolDirectory@gmail.com” but it is not necessary to do so.)
- If this is the first time you are contacting Fourleaf, please also include:
- Names and email addresses of those who should have the role of “OWNER” in the directory.
- URL of your school’s website. We will use this to get your basic school information and logo.
If there are any errors noted in the spreadsheet, or clarifications required, such as missing info. or ambiguous pairing of emails to people, etc. we will let you know prior to the import. To facilitate scheduling, we ask for 5 days to complete your import.
Once the data is imported, each adults specified in the spreadsheet with a valid email will be sent an email invitation to activate his/her account. Doing so will enable the person to view and update his/her own privacy and notification settings, contact data, and his/her child(ren)’s information as well as to view the directory.*
*NOTE: If using the Paywall feature, the adult will not have access to the directory unless specified by his/her paywall setting.