Getting Started
Download the Template
Before you begin, download the official template file to ensure your data is formatted correctly:
Always use the official template to format your data. This ensures compatibility and reduces errors during import.
Download the template here.
Required Fields
Your CSV file must contain the following columns in this exact order:
Firstname - User's first name
Lastname - User's last name
Email - User's email address (linked to Acenci Account)
House - House assignment (e.g., Wombat, Platypus, Dingo)
Role - User type (must be one of: Student, Student Captain, Teacher, Manager, Administrator)
Active - Whether the user can access PointDash (must be TRUE or FALSE)
Groups - Group memberships (multiple groups - one per cell)
CSV Format Example
Here's an example of properly formatted data:
Firstname,Lastname,Email,House,Role,Active,Groups Carce,Barg,carce.barg@example.com,Wombat,Student,TRUE,English 8A,Art 10B,Geography 12A,Science 12B Aymer,Pisculli,aymer.pisculli@example.com,Platypus,Student,TRUE,History 8A,Art 12C,Languages 12C,History 9B Say,Ramel,say.ramel@example.com,Wombat,Student Captain,TRUE,Technology 7C,Geography 9C,Art 11C,Math 10B Gilbertina,Lukesch,gilbertina.lukesch@example.com,Dingo,Student,FALSE,English 10B,Math 12B,History 12C
Acenci Account Integration
PointDash integrates with Acenci Account, our identity and authentication platform, to manage user access:
Existing Organisation Members
If a user already exists in your organisation, their data will be updated in PointDash with the information from your CSV file.
New Organisation Members
If a user doesn't exist in your organisation but has an Acenci Account, they will receive an invitation to join your organisation and gain access to your PointDash instance.
Invitation Requirements
Users receiving an invite must:
Accept the invitation to join your organisation
Have their primary organisation configured to allow joining other organisations
Understanding Group Management
Staff Group Ownership
For staff members, you can designate them as group owners by prefixing the group name with a caret (^):
John,Smith,john.smith@school.edu,Eagle,Teacher,TRUE,^Science 9A,^Science 10B,Science Faculty
Important
Students cannot be assigned as group owners. The ownership prefix (^) only applies to staff roles.
Automatic Group Creation
When uploading your CSV, you can configure PointDash to automatically create groups that don't already exist. During the import process, you'll be able to set:
Group visibility - Whether new groups should be public or private
Group type - Classify new groups as:
Cohort - Year-level or graduation groups
Class - Subject-based learning groups
Club - Extracurricular or interest groups
Other - Custom group types
Importing your data
1. Prepare Your Data
Download the template file
Open the file in a spreadsheet editor (we recommend Microsoft Excel)
Fill in your user data following the format guidelines
Save as a CSV file
Review for any formatting errors
2. Access the Import Tool
Log in to PointDash as an administrator
Navigate to Settings > Users
Click Bulk Update
Click Choose File to select your CSV
3. Configure Import Settings
Before processing, configure these options:
Update Existing Users
Choose whether to update users who already exist in the system
Existing users are matched by email address
Group Creation Settings (for groups that don't exist)
Create new groups - Enable automatic group creation
Make groups public - Set default visibility for new groups
Group type - Select the classification for new groups
4. Import
Confirm that the data and settings you have selected are correct.
Click Start!
Important
Once an import has started, it cannot be stopped. Be sure to double check that everything is correct.
Best Practices
Data Preparation
Use consistent naming for houses and roles across your organisation
Verify email addresses are correct and unique
Check group names for spelling and consistency
Test with a small batch before importing large datasets
Managing Updates
Regular maintenance - Update user information periodically
Review notifications after each import to ensure successful processing
Troubleshooting
Validation Issues
Missing required fields
Verify all columns are present and spelled correctly
Ensure no empty cells in required fields
Format errors
Use only TRUE/FALSE for the Active column
Check for hidden characters or extra spaces
Need help with your bulk import? Contact your system administrator or reach out to our support team for assistance.