Advanced Options

Import Data

This is the place where you can import your students, your classes and everything to quickly get started. To make it as simple as possible we have defined a bunch of formats to follow. By creating a file as explained below, you can directly upload the file and AccuClass will recognize it as valid one, knowing completely what to do.

File Format

By now, only comma-separated-values (CSV) files are supported. This format is broadly supported by many application including Microsoft Excel; it also can be created using any simple text editor. In the first line of the file the headers must be included (check the list of valid headers below), then, the data must be included separating each column by a comma. In the case you need to write a comma in the data itself, you can prevent format errors by enclosing the full value in double quotes.

Time Zone

Please note that before you import any classes it's important that you set the correct time zone for your account.

To set the time zone, please go to Advanced Options > Settings in the main menu.

Semesters Import

Valid headers:

  • Name
  • Start
  • End

Explanation:

The Name is used to uniquely identify the semester, it must be unique across all semesters in the system.

The Start should follow the next format YYYYMMDD. This is the semester's start date. For example 20131104 refers to November 4th 2013.

The End should follow the next format YYYYMMDD. This is the semester's end date. For example 20140201 refers to February 1st 2014.

Example:

Download the example file (.csv)


~Back to Top~

Students Import

Valid headers:

  • ID
  • FirstName
  • MiddleName (column required but can be left blank)
  • LastName
  • Email (optional)
  • CardNumber (optional)

Explanation:

The ID is used to uniquely identify the user, it must be unique across all the users in the system, including students, instructors and administrators.

The FirstName and LastName are required. It's usually displayed in the format First Last. You can also optionally specify the MiddleName

The Email is optional, but highly recommended. It allows users to login without remembering their ID, to reset their password, to receive messages and notifications and a lot more things. The email has to be unique across all the users too.

The CardNumber is optional, and it defaults to the ID if not specified. It's only useful if you plan to track attendance by reading physical cards using a card reader or the AccuClass version for iPod touch/iPhone/iPad.

Example:

Download the example file (.csv)


~Back to Top~

Class Schedule Import

Valid headers:

  • Code
  • Name
  • Department (optional)
  • Semester
  • Schedule (optional)

Explanation:

The class code has to be unique for each semester. If there are 2 (or more) classes with the same code, in the same semester, they will be merged.

The Name is just a friendly name that will help you visually identify the class, it's usually displayed along with the Code.

The Department is optional.

The Semester is mandatory and it must exist before you import the class file. The semesters are not automatically created to reduce to possibility of errors.

The Schedule field needs to have the following format: <days> <start>-<end> <classroom> Where: - <days> is the list of days of the week when the class is given, without spaces. For example: MoWeFr means that the class is given every Monday, Wednesday, and Friday. The days can be specified using the first 2 or 3 letters of the day: (Mo)nday, (Tu)esday, (We)dnesday, and so on. - <start> is the start time of the class, in military time. For example 900 or 0900 refers to 9:00am, 1730 refers to 5:30pm. - <end> is the end time of the class, in military time. Please note that it has to be separated from the start time using a hyphen. - <classroom> is the name of the classroom where it's given.

Regular schedule (Recurring sessions) example:

If class is Mondays and Thursdays, from 9am to 10:30am in the classroom A-101.

MoTh 900-1030 A-101

You can specify multiple recurring day/times and different classrooms separating them by a slash (/), for example:

MoWeFr 900-1030 A-101 / TuTh 1400-1530 A-101

Irregular Schedule (One-time meetings) example:

To specify the class meets July 29th, 2013 from 3pm to 5:45pm in the classroom A-101.

20130729 1500-1745 A-101

You can specify multiple one-time meeting times for different times and classrooms by separating them by a slash (/), for example:

20180813 900-1030 A-101 / 20180814 1400-1530 A-201 / 20180815 1100-1230 A-203

To avoid frustration name the Classrooms without any spaces as this typically indicates to the AccuClass import job that you are starting on the next field. As an example change “Room 101” to “Room-101” or even “RM101”. This will save you a lot of time troubleshooting the issues with the CSV import file.

Example:

Download the example file (.csv)


~Back to Top~

Instructors Import

Valid headers:

  • InstructorId
  • FirstName
  • MiddleName (optional)
  • LastName
  • Email (optional)
  • Password (optional)

Explanation:

The InstructorId is used to uniquely identify the user, it must be unique across all the users in the system, including students, instructors and administrators.

The FirstName and LastName are required. It's usually displayed in the format First Last. You can also optionally specify the MiddleName

The Email is optional, but highly recommended. It allows users to login without remembering their ID, to reset their password, to receive messages and notifications and a lot more things. The email has to be unique across all the users too.

The Password is optional but this is a good point to specify a default for all instructors.

Example:

Download the example file (.csv)


~Back to Top~

Student Enrollment Import

Valid headers:

  • StudentId
  • ClassCode
  • Semester

Explanation:

The StudentId has to match an existent student ID in the system. If you have manually entered the student names and haven't entered their IDs, you won't be able to import the enrollment for those students.

The ClassCode and Semester are used to uniquely identify the class where the students will be enrolled.

The enrollment is considered per class. So the students not listed in your file will be removed from the class enrollment. However, if you are importing 3 classes for a student who's already in the system, the extra classes won't be removed. In other words, if you mention a class in your file, then it will fully update the enrolled students, either by adding or removing them; but if a student is mentioned in the file, only new classes will be added to list of enrolled classes.

Example:

Download the example file (.csv)


~Back to Top~*

Instructor Assignment Import

Valid headers:

  • InstructorId
  • ClassCode
  • Semester

Explanation:

The InstructorId has to match an existent instructor ID in the system. If you have manually entered the instructor names and haven't entered their IDs, you won't be able to import the registration for those instructors.

The ClassCode and Semester are used to uniquely identify the class where the instructors will be registered.

The Semester is the Semester that you are assigning them to their class.

The registration is considered per class. So the instructors not listed in your file will be removed from the class registration. However, if you are importing 3 classes for an instructor who's already in the system, the extra classes won't be removed. In other words, if you mention a class in your file, then it will fully update the registered instructors, either by adding or removing them; but if an instructor is mentioned in the file, only new classes will be added to list of registered classes.

Example:

Download the example file (.csv)


~Back to Top~

Student Swipes Import

Valid headers:

  • ClassCode
  • Semester
  • CardNumber
  • Date
  • SwipeType (optional)

Explanation:

The ClassCode and Semester are used to uniquely identify the class where the swipes should be saved.

The CardNumber has to match an existent card number associated with a student in the system. The Date should follow the next format YYYYMMDD HHMM. This is the swipe's date and time (again in military time). For example 20131104 1730 refers to November 4th 2013 at 5:30 PM.

The SwipeType specifies if the swipe is a sign-in or a sign-out. You must set this value to in for a sign-in and out for a sign-out.

Example:

Download the example file (.csv)


~Back to Top~

Roll Call Import

Valid headers:

  • ClassCode
  • Semester
  • SessionStart
  • Status
  • StudentId or CardNumber (at least one)
  • SignInTime (optional)
  • TotalTimeIn (optional)
  • Notes (optional)

Explanation:

The ClassCode and Semester are used to uniquely identify the class where the swipes should be saved.

The SessionStart should follow the next format YYYYMMDD HHMM. This specifies the session's start date & time (again in military time). For example 20131104 1730 refers to November 4th 2013 at 5:30 PM.

The Status should be one of the attendance statuses defined on settings. For example, it could be present, absent, excused, left-early, tardy, etc…

The StudentId has to match an existent student ID in the system. The CardNumber has to match an existent card number associated with a student in the system. You must set at least one of these fields in order to import the roll call.

The SignInTime should follow the next format YYYYMMDD HHMM. This specifies the student's sign-in time. For example 20131104 1730 refers to November 4th 2013 at 5:30 PM.

The TotalTimeIn specifies the amount of minutes the student was in the session. For example, 10 specifies that the student was in the session for 10 minutes.

The Notes are attached to the student's roll call record.

Example:

Download the example file (.csv)


~Back to Top~

Student Groups Import

Valid headers:

  • Name
  • Description

Explanation:

The Name is used to uniquely identify the group.

The Description lets you specify a description for the group.

Example:

Download the example file (.csv)


~Back to Top~

Students into Groups Import

Valid headers:

  • GroupName
  • StudentId

Explanation:

The GroupName is used to uniquely identify the group.

The StudentId has to match an existent student ID in the system.

Example:

Download the example file (.csv)


~Back to Top~

Holidays Import

Valid headers:

  • Date
  • Name

Explanation:

The Date is used to uniquely identify the holiday, it must be unique across all holidays in the system. It should follow YYYYMMDD format. For example 20140101 refers to January 1st 2014.

The Name is used to specify the name of the holiday. For example “New Year's Day”.

Example:

Download the example file (.csv)


~Back to Top~

Import Student Photos

Here's the place where you can import your users profile pictures. How?

You need to name your files with the User ID. For example, you can name your files 4505481.jpg, 4505781.jpg, and so on. If there are users without an ID, then you won't be able to import profile pictures for them.

Pictures that do not match any existent user will be ignored, so it's recommended to upload the files in batches to verify the images are being associated correctly.

Valid files are JPG, JPEG and PNG pictures, up to 2MB of size each. However, it's strongly recommmended to upload square images of 600px width.

This import is located in the Students > Students and Enrollment > Import Profile Pics section.


AccuClass Table / Fields Info

This section helps to explain what fields make up the Table structure of the data stored in the AccuClass database.

Semesters Table
Field Field Type Import? Notes
Name text (length: 50) Required Primary Key
Start date/time Required YYYYMMDD
End date/time Required YYYYMMDD
Student
Field Field Type Import? Notes
ID text (length: 30) Required Primary Key
FirstName text (length: 255) Required  
MiddleName text (length: 255) Optional  
LastName text (length: 255) Required  
CardNumber text (length: 30) Optional Recommended
Email text (length: 255) Optional Recommended
Instructor
Field Field Type Import? Notes
ID text (length: 30) Required Primary Key
FirstName text (length: 255) Required  
MiddleName text (length: 255) Optional  
LastName text (length: 255) Required  
Email text (length: 30) Optional Recommended
Password text (length: 512) Required  
Classes and Schedules
Field Field Type Import? Notes
Code text (length: 30) Required Primary Key
Name text (length: 255) Required  
Department text (length: 255) Optional  
Semester text (length: 255) Required  
Schedule text (length: unlimited) Optional  
Classroom
Field Field Type Import? Notes
Name text (length: 255) Required Primary Key

Automated / Scheduled Imports

Optionally you can also use the AccuClass Data eXchange (ADX) windows application to automate or schedule imports from AccuClass.

AccuClass Data eXchange (ADX)

This Windows console utility will let you import/export information to/from your AccuClass account easily! With this you'll be able to run your scheduled import/export processes.

How to use it

In Windows go to StartRunType “cmd” and press Enter. You'll get a window like this one: Windows command prompt.

Next, go to the directory where you've downloaded your ADX utility. To do this, type cd “path_to_adx” where path_to_adx is the correct path (i.e. “cd C:\Users\Administrator\Desktop\adx”) Windows command prompt cd (change directory).

Once there, type AccuClassDataExchange.exe and Enter to get the utility's usage. Windows command prompt cd (change directory).

AccuClass Data Exchange (ADX) Usage

To import data you must type AccuClassDataExchange.exe import domain username password path_to_the_file type format“ and Enter, where:

  • domain is the domain of your AccuClass account,
  • username is the username of your AccuClass user account,
  • password is the password of your AccuClass user account,
  • path_to_the_file is a path in your local file system where the imported data will be saved,
  • type specifies the type of the data to import. It must be one of the following: attendance, classes, enrollment, instructors, students, swipes.
  • format specifies the format of the imported file. It must be one of the following: csv, html, xls.
Example:

Command Structure with Arguments:

AccuClassDataExchange.exe import domain username password path_to_the_file swipes csv

Actual Import Command with Arguments

AccuClassDataExchange.exe import demo demo@demo.com 123 C:\Users\Public\Documents\MyDataExtract.csv swipes csv

You must create the file in the directory prior to importing this the first time or it will fail to run.

Download it now

To download AccuClass Data Exchange - ADX please click here.

Create a BAT file and set a Windows Scheduled Task

Create a BAT file to run the Import
  1. On your Windows-based computer right-click the desktop, select New > Text File.
  2. Name it “Scheduled AccuClass Swipes Extract” or similar.
  3. Now right-click the file you just created and select edit.
  4. Copy and paste the text you used from above (AccuClassDataExchange.exe import demo demo@demo.com 123 C:\Users\Public\Documents\MyDataExtract.csv swipes csv).
  5. Finally click File > Save and close the file.
Set a Windows Scheduled Task to run the BAT file
  1. Click the Start menu and in the search type “Task Scheduler” and hit enter.
  2. Now click on the task library in the top-left section.
  3. On the far right navigation click “Create Task”
  4. Setup the following information for each tab:
    • General
    • Triggers
    • Actions
  5. You may be prompted to enter the Windows Login credentials of the user you want to run this application at the scheduled time (if selecting run whether user is logged in or not).
  6. Once done it should be ready to go but you can right-click the newly created job and run the task to see if the file has been updated.

~Back to Top~

Export Data

To export your data go to the Advanced Options section and click Export Data. You can download your data by clicking the Download link in the corresponding column for the format you want the data to be exported. You are able to download your data as CSV , HTML and Excel 2007/10 file. The data you can download is:

  • Students - This export is needed if you manually added Students to the system and want a full export of all the Students in AccuClass.
  • Instructors - This export is needed if you manually added Instructors to the system and want a full export of all the Instructors in AccuClass.
  • Enrollment - This export is needed if you manually updated the Student Enrollment in the system and want a full export of all the Student Enrollment in AccuClass.
  • Classes - This export is needed if you manually updated the Classes in the system and want a full export of all the Classes in AccuClass.
  • Raw Swipes - This export is a complete log of all of the Students' Raw Swipes recorded either via a Computer Sign-in Station, a Time-Clock, or the AccuClass App.
  • Attendance Log - This export is the complete Attendance Logs recorded either via a Computer Sign-in Station, a Time-Clock, the AccuClass App, or manually Recorded by the Instructor in the Roll Call screen.
    Note: This is typically the most exported option because it captures all the attendance swipes and statuses reported by AccuClass.

Automated / Scheduled Exports

Optionally you can also use the AccuClass Data eXchange (ADX) windows application to automate or schedule exports from AccuClass.

AccuClass Data eXchange (ADX)

This Windows console utility will let you import/export information to/from your AccuClass account easily! With this you'll be able to run your scheduled import/export processes.

How to use it

In Windows go to StartRunType “cmd” and press Enter. You'll get a window like this one: Windows command prompt.

Next, go to the directory where you've downloaded your ADX utility. To do this, type cd “path_to_adx” where path_to_adx is the correct path (i.e. “cd C:\Users\Administrator\Desktop\adx”) Windows command prompt cd (change directory).

Once there, type AccuClassDataExchange.exe and Enter to get the utility's usage. Windows command prompt cd (change directory).

AccuClass Data Exchange (ADX) Usage

To export data you must type AccuClassDataExchange.exe export domain username password path_to_the_file type format” and Enter, where:

  • domain is the domain of your AccuClass account,
  • username is the username of your AccuClass user account,
  • password is the password of your AccuClass user account,
  • path_to_the_file is a path in your local file system where the exported data will be saved,
  • type specifies the type of the data to export. It must be one of the following: attendance, classes, enrollment, instructors, students, swipes.
  • format specifies the format of the exported file. It must be one of the following: csv, html, xls.
Example:

Command Structure with Arguments:

AccuClassDataExchange.exe export domain username password path_to_the_file swipes csv

Actual Export Command with Arguments

AccuClassDataExchange.exe export demo demo@demo.com 123 C:\Users\Public\Documents\MyDataExtract.csv swipes csv

You must create the file in the directory prior to exporting this the first time or it will fail to run.

Download it now

To download AccuClass Data Exchange - ADX please click here.

Create a BAT file and set a Windows Scheduled Task

Create a BAT file to run the Export
  1. On your Windows-based computer right-click the desktop, select New > Text File.
  2. Name it “Scheduled AccuClass Swipes Extract” or similar.
  3. Now right-click the file you just created and select edit.
  4. Copy and paste the text you used from above (AccuClassDataExchange.exe export demo demo@demo.com 123 C:\Users\Public\Documents\MyDataExtract.csv swipes csv).
  5. Finally click File > Save and close the file.
Set a Windows Scheduled Task to run the BAT file
  1. Click the Start menu and in the search type “Task Scheduler” and hit enter.
  2. Now click on the task library in the top-left section.
  3. On the far right navigation click “Create Task”
  4. Setup the following information for each tab:
    • General
    • Triggers
    • Actions
  5. You may be prompted to enter the Windows Login credentials of the user you want to run this application at the scheduled time (if selecting run whether user is logged in or not).
  6. Once done it should be ready to go but you can right-click the newly created job and run the task to see if the file has been updated.

~Back to Top~

Administrators

This is where you can add, edit, and/or delete Administrators. This is also a section where you can edit the Administrators information or update their profile picture.

This section will only be seen on an Institutional Account


~Back to Top~

Settings

These are all of the Account settings used to determine the Time-zone, Branding(Logo), Attendance Settings and more available in AccuClass.

Account Logo (Branding)

This option will allow you to update the logo that appears in your AccuClass app and AccuClass account.

To upload your institution's logo on the account simply click the Upload a file button as shown in the image above. We recommend an image size of 256 x 128 pixels or an aspect ratio of 2:1. Any other size is excepted but the image may be distorted according to the variation from this standard.

Alternatively if you upload a logo that becomes distorted or that you do not like then you can click the Remove button at the top as shown in the image above.


~Back to Top~

General

To set up your Timezone and Default Class Times go to Advanced Options and click Settings.

Timezone

To change the Timezone simply select your timezone from the drop-down box (default is EST).

Click Save button at the bottom of the screen to save your Timezone.

Default Class Times

To change the Default Class Times simply set the number of minutes a typical class period will be for that day of the week. As you can see from the example below they have 90 minute class sessions everyday of the week.

Click Save button at the bottom of the screen to save your Default Class Times.


~Back to Top~

Attendance Settings

What is the Attendance Settings section? This is the attendance labels that you use for your Roll Call. There are several that are pre-defined such as Present, Absent, Tardy, Left Early, and Excused.

To modify your attendance settings click the blue [Customize] link to the right of the Attendance Settings heading (subtitled “Statuses, Rules, etc.”).

If you would like to setup a different set of Attendance Settings per Class this is now an available feature when editing the Class itself. For more information click here.

Available Statuses

From this screen you can Add other status by clicking it. Modify the labels, the label colors, and the amount of credit they receive for the statuses. This is the decimal form of this value 1.0 = 100% , 0.5 = 50%, etc.

When the status is used in a selection rule, the percentage accounted might be different than the amount of credits entered in the status. For the first two selection rules (see below) they are accounted as 100% and 0%, the other rules will give credit based on the time the student was in the class.

Selection Rules

This is where you determine all the rules that you want your sign-ins to follow. You can set the following rules:

  • What status is given if the student signs-in/signs-out correctly.
  • What status is given if the student neither signs-in/signs-out.
  • What status is given if the student is late by X minutes.
  • What status is given if the student is late by X minutes or never signs-in (but signs-out).
  • What status is given if the student signs-out X minutes (or more) before the class ends.
  • What status is given if the student does not sign-out.

Attendance

These options allow you to set how early and how late that they can sign-in and sign-out.

  • Allow Signing-in early by X minutes - This sets the amount of time the Sign-in Station or App can begin tracking students for each class.
  • Allow Signing-out late by Y minutes - This sets the amount of time the Sign-in Station or App can finish tracking students for each class.

If you leave the Attendance setting for “Allow Signing-out late by y minutes” blank the Attendance Statuses will not be assigned until midnight that night and show the next day.

  • [ ] Automatically re-process attendance for semester Z when saving these settings. - This option allows you to run these new rules you have just modified against the swipes already collected for each class. This option really helps because you will not have to manually set the statuses based on the swipes if the Attendance Statuses Rules were set incorrectly before you started using AccuClass.

Don't forget to Save your changes by clicking the Save button at the bottom of the page before moving on to another section!

This section only applies to those people who are using swipes through a PC Sign-in Station, time-clocks, or the AccuClass App. Manual selection of Attendance Statuses always overwrites these if set on any the Roll Call screens.

Notifications

Login to your AccuClass account as an admin at http://www.accuclass.net. From the Home screen click the Settings under Advanced Options. Finally look for the notifications section on that page to continue.

Email Notifications

To modify the Email Notifications now click the blue [Customize] link near the Email Notifications title at the bottom of this screen.

In this section you can check the checkboxes for the options you want to be sent. Items such as Notify students with status “Absent” after their class has ended option on this screen and click the Save button to have these automatically sent to the recipients based on the condition.

Optionally before saving you can also click the blue [Customize Template] option in the email notification screen to customize the template that the students will receive from the AccuClass system.

If you feel that you have entered the wrong information on this Email Notification Template you can click the blue Reset Template option in the green box in top-right of this section.

Security

This section is used to configure Single Sign-On (SSO) between AccuClass and your Student Information System. At the moment we only support SAML Single Sign-On (SSO) but could support more options in the future. If you have another system at your Institution not listed here that you would like to configure either SSO or direct integration (to avoid imports/exports) then please contact us accuclass@engineerica.com to work with our team on its integration.

SAML Single Sign-On

This new feature now allows your Students and Staff to login to AccuClass without having to remember a separate set of Login credentials then what they normally use to login to their online portal. This will make some of the new features above easier to implement such as having students mark themselves as present by scanning a QR code in the class, etc.

This partial integration also paves the path for future improvements that would fully integrate and pull the latest student, course, and enrollment, etc. data so that you never have to run manual or even scheduled imports again.

How it works
  1. Click the blue [Setup] link from the Account Settings page under the Advanced Options of the Main Menu.
  2. Complete the General information section as explained below:
    • Enabled - Check this option to enable SAML Single Sign-On for your AccuClass account.
    • Logout URL - Users will be redirected to this URL when they logout from AccuClass .
    • Login Error URL - Users will be redirected to this URL if there's an error at login. The error message will be sent in the query string using the parameter name defined below.
    • Error Parameter Name - This is the parameter name used to send the error message in the query string. For example: http://yourinstitution.net?error=
  3. Next configure the Identity Provider Settings section as explained below:
    • Certificate - Get your identity provider's certificate and paste it here. Remember to maintain the BEGIN and END certificate delimiters.
    • URL - This is the URL of the Identity Provider. AccuClass will redirect anonymous users to this URL so that they login.
  4. Finally use the Information for your Identity Provider section to complete this process with your Identity Provider.
    • Access Token - This is the Access Token used in your AccuClass account which is supplied for your Identity Provider.
    • Redirect URL - This is the URL in AccuClass that your identity provider should use in order to redirect logged in users.

The assertion returned by the identity provider must contain a valid e-mail address of an existing user in AccuClass .


Previous: Polls | ~Back to Top~ | Table of Contents