Importing Pupil and Staff COVID-19 Test Results

Since the release of the new COVID-19 Test Logging features we have now given schools the ability to import these records from external csv files, allowing you to update the system with your previously recorded test results. There are specific formatting rules that need to be followed before importing this information to the system, please see the guidelines below for further details.


Formatting the COVID test files


Your data files will need to be a spreadsheet saved in .csv format. If you have included the wording 'covidtests' anywhere in your file name the system will automatically pick up that this is the type of data you are loading into the system. You will need to use two separate files if you want to update both pupil and staff data, you will not be able to import the data if the file contains both pupil and staff test results.


In addition to this there are several required fields and corresponding data formatting that you will need to follow in your file for the import to work properly. This information is listed below.


Pupil Data

    · UPN (required)

    · Test Type (required, must be 'Lateral Flow Device (LFD)' or 'Polymerase Chain Reaction (PCR)'. Please contact support if other test types are required)

    · Barcode (required)

    · Administered By (required, must be a valid Staff member name (e.g. 'Minerva McGonagall) or 'Other')

    · Administered Date (required, must be either a valid date in the format DD/MM/YYYY or a valid date and time in the format DD/MM/YYYY HH:MM)

    · Result (required, must be one of 'Pending', 'Negative', 'Positive', or 'Inconclusive')

    · Result Date (optional, must be same format as Administered Date)

    · Note (optional)





Staff data


    · Full Name (required)

    · Test Type (required, must be 'Lateral Flow Device (LFD)' or 'Polymerase Chain Reaction (PCR)'. Please contact support if other test types are required

    · Barcode (required)

    · Administered By (required, must be a valid Staff member name (e.g. 'Minerva McGonagall) or 'Other')

    · Administered Date (required, must be either a valid date in the format DD/MM/YYYY or a valid date and time in the format DD/MM/YYYY HH:MM)

    · Result (required, must be one of 'Pending', 'Negative', 'Positive', or 'Inconclusive')

    · Result Date (optional, must be same format as Administered Date)

    · Note (optional)






Loading the Data into Pupil Asset


Navigate to Admin > Import > Import Wizard. Use the Choose files to select the file you want to import, again this will need to be a file in .csv format. Click the Upload button to continue.



On the next page make sure the drop down box has defaulted to COVID Tests. Click Next at the bottom of the screen

The next screen will show you a sample of your data, make sure the row containing the column headers is set to 'This row says what the data is' and any rows containing pupil or staff data is set to 'This row is data'. Click Next.

If you have named your data headers following the guidelines set out above the final page of the import should map your data to the correct fields in the system. If you have used different headers you are able to manually set the data buttons and drop down options to match the system fields, these can be seen in the image below. For staff files, change the first column to the Staff/User button and the corresponding name option from the drop down menu. Click next and your data will begin to load.


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