Importing your Legacy MultApply Applications to Enroll

This article will give a step-by-step guide on how to export your data for MultApply Applications from your Legacy Enrollment platform, and importing them into your new Enroll system.

Export a Report on Legacy Enrollment

Import Students

Import Applications

Video Walkthrough

Notifying Guardians in Legacy Enrollment

Clearing out the Student District ID Field 

Export a Report on Legacy Enrollment

To export a report, you must first go to the "Reports" tab on the menu bar.

Click Generate Report on the Application Data report. Once the file is ready, you can Download the report to your computer.

After opening the downloaded report, you will be taken to an Excel spreadsheet like the one shown below.

Fields Needed for Import

Your report must have the following fields in order to import data into Enroll:

• SM_Student_Id (or SIS ID)
  • We recommend using the Legacy Enrollment Student ID here so you can include it as a dynamic variable in communications to guardians through your Legacy Enrollment platform when guiding them on creating accounts and connecting their students.
• Student First Name
• Student Last Name
• Student Birth Date
• School Applying to
  • You will need to update this within the spreadsheet to the Program ID that matches the Legacy School Applying

Below are additional fields in Enroll that can be imported with the application import tool:

• applications.withdrawn

• applications.submitted

• applications.submitted_timestamp

• applications.status

• applications.status_timestamp

• applications.choice_rank

Below are additional fields in Enroll that can imported with the student import tool:

• Any fields saved under the Student record (ex: middle name, race, gender, etc.)

  • See our Data Dictionary for more information

• Any fields saved under the Student Annual record (ex: grade, guardian information, etc.)

  • See our Data Dictionary for more information

Import Students

Using your downloaded CSV file, import your students using a Sync Service Ad Hoc connection. We have an example import file here you can reference. You can learn more about setting up and completing an Ad Hoc student import in this help article.

Note: Students must be imported before applications. This ensures each application can be properly linked to an existing student record in the system.

 

Import Applications

Import your applications using a Sync Service Ad Hoc connection. We have an example import file here you can reference. You can learn more about setting up and completing an Ad Hoc student import in this help article.

Note: Each time a new template is uploaded with data, the mapping will need to be redone.

 

Video Walkthrough

The below video will walk through all steps needed to import students and import applications

 

Notifying Guardians in Legacy Enrollment

Once your students and applications have been imported, you will want to let Guardians know to create an account and connect their student using the Student Lookup. Guardians will need the following data to use the Student Lookup. 

• Student ID
• Student First Name
• Student Last Name
• Student DOB

You can add these details to your guardian notifications in your Legacy Enrollment platform by utilizing Variables. Check out this help article to learn more!

Note: The Student ID in the Student Lookup is the students.student_district_id field from your student import.

Clearing out the Student District ID Field 

For many schools completing this process, the students being imported are new students, not returning. Because of this, you’ll eventually want to remove their Legacy Student ID from the students.student_district_id field, since this field is used to store the SIS ID.

To clear this out, you can run a second student import. In that import file, include the following fields:

• students.id 

  • The new SchoolMint Enroll ID assigned when the student was first imported

• students.student_district_id 

  • Make this field blank in your file

• students.fname

• students.lname

• students.dob

When setting up your new ad hoc student import, make sure the Overwrite option is enabled for the students.student_district_id field. This ensures the blank value will replace (clear out) the existing ID.

Once your mapping is complete, you can proceed to run the student import to complete.

Note: Please wait to complete this task until guardians have finished the student claim process. The students.student_district_id must be available to complete the Student Lookup.