Create New User Accounts Using the Administrator Import Users/Rosters Process

Learn how administrators can create new users with the Import Users/Rosters bulk upload tools and templates.

Direct Login and Manual Rostering

This article applies to districts that use Direct Login and Manual Rostering. Direct Login means that teachers, students, and administrators log in at my.mheducation.com. Manual Rostering means that teachers manually redeem program content and roster their own classes.

If you are unsure which Access Service applies to your district, please see this article for more information.

For a full page view of the demo, click here.

For a Spanish version of the demo, click here.

Using the Import Users/Rosters bulk import process does not allow you to remove students, teachers, or classes from the organization account. For steps on dropping staff from the organization account, refer to the Manage Users for Manual Rostering Districts article. For steps on archiving classes, refer to the Admin Tools - Archive Classes article.

To ensure you are completing each field correctly, we recommend having the Import Users/Rosters - Template Instructions opened as well.

Article Contents

Access Import Users/Rosters

Create New User Accounts

Upload Users/Rosters File

Access Import Users/Rosters

1. Log into your Organization Administrator account.

Note: If you have both the Teacher and Administrator roles, you'll need to switch to your Administrator role on your Profile menu to access the Admin Tools. For steps on toggling between roles, refer to the How to Access Roles, Organizations, and Profile Setting article.

2. Click on Import Users/Rosters from the navigation menu.

3. Click on the Select School drop-down and select the school you want to complete the import for.

If you are a School Organization Administrator, you will need to select the school you want to complete the import for from your Profile menu in the Organization section.

Create New User Accounts

1. Click on the desired file format for the Blank Template. The document will download to your device.

We highly recommend downloading the Export Teachers & Students file to verify the users do not yet have an account created.

2. For every new user you need to roster, you must enter a User ID, Role, First Name, and Last Name.

3. Enter a Grade Level for every Student Role. This is an optional field. Leave the field blank for any with the Teacher Role.

4. We recommend entering an Email for each student if they have one assigned to them.

For any that have the Teacher Role, you must enter an email address.

5. Entering a Username and Password for each user is optional. The system will generate a username and temporary password for each user if you leave these fields blank.

6. Leave the User GUID field blank, as the system will generate one for each new user.

7. Save your roster file somewhere easy to locate on your device. 

Upload Users/Rosters File

1. On the Import Users/Rosters page, click the Choose File button and select the completed copy of the template from your device.

2. Click the Upload button.

The page will automatically navigate to the Upload History page. Depending on how large the file is, the time will vary on the upload process.

The Status of your import shows its current stage of processing:  

• Queued means that the import will be processed as soon as possible but has not started yet.  

• In Progress means that the import has started processing   

To check the status of your import, click the Refresh button at the top-right. 

Once the status changes to Completed, your file has finished processing. If you see Completed with Errors in the Status column, this means a portion of your file was unable to process some of the entered data.

You can click the Actions icon to download the Uploaded File, Completed File, or Error File. 

• The Uploaded File is the exact file that you uploaded (minus account passwords if you included those on your original file). It's available so that you can access it later if needed. 
   

• The Completed File is a summary of all student, teacher, and class information that was processed successfully.  

  • Each account created via the import process now has a system-generated User GUID.   

  • If you left the username and password columns blank, the file contains the system-generated usernames along with a temporary password for each account. 

    • The temporary password will expire when it is initially used; the student will be required to set their own permanent custom password once they log in to their account.

    • If the student(s) don't access their account within 90 days of the temporary password being set, an administrator or teacher will need to manually reset their password.  

  • Share the username (and password, if applicable) on this file with the teachers so they can access their accounts as well as provide the students with their logins.
     

• The Error File is a summary of the students, teachers, and/or classes that did not process successfully. It shows the rows that triggered the error and the specific reason why these rows failed in the Error column on the far right.  

  • If the data was partially processed and a student, teacher, and/or class was created, the Error file will include the relevant GUIDs for those student(s), teacher(s), and/or class(es).  

  • You can review the error message(s) and correct the information. Correct the issues described in the error message, save the updated file to your computer, and re-import it.

    • You do not need to remove the Error column from the file to re-import it.

    • Refer to the Import Users/Rosters - Errors and Resolution Steps document for details on each error received and how to resolve them.