Kerboodle Support Administrator

The role of the Administrator is to create student accounts on Kerboodle and to invite additional teachers. The Administrator is the only person who can create student users, and move students to the next year group for the new academic year. The Administrator must upload students before teachers can organise students into Classes and Teaching Groups for their courses.

For more information on how to choose an Administrator or check if your school has an Administrator, see the Teacher support area.

You will receive an email invitation from a teacher to be set up as an Administrator for your school.

You need to activate your account by clicking the link in the email within 48 hours of receiving the invitation. Please note that the link will work only once.

You can create multiple student users through a bulk CSV import or individual student users by using the New User button on Kerboodle.

movie-icon.svg For more information, view our video walkthrough.

1. Creating multiple students using CSV import

We recommend that you create multiple student users by importing a CSV file. First download the CSV template, prepare your CSV file by entering information about your student users and then upload the CSV file.

1.1 Downloading CSV template

Log in to your Administrator account, click on the CSV button, and then select Download CSV template from the dropdown menu.

1.2 Preparing a CSV template

  • Fill in the template with details of the students and year groups you wish to create.
  • Please do not add, remove, reorder or change the column headings or your CSV upload will fail.
  • Kerboodle requires the CSV template to have the following headers:
         - Surname (mandatory) - maximum number of characters = 40
         - First name (mandatory) - maximum number of characters = 25
         - Admission Number (mandatory) - maximum characters = 50. Needs to be unique to each student.
         - Year (mandatory) - Year Group should be added in the format such as ‘Year 7’, ‘Year 8’ etc.
         - Email address (optional) - maximum number of characters = 75. Adding an email address will allow students to reset their own password.
         - Username (optional) - maximum number of characters = 40. Do not use special characters in the username. If you do not allocate a student username in the CSV this will be generated automatically by Kerboodle.
  • If you do not need optional headers, then leave them blank but do not remove them from the CSV template.
  • You can add up to 400 students at a time in your CSV file. So, you may need to create more than one CSV file if you would like to create more than 400 student users in Kerboodle.
  • Once you have filled student details in the CSV template, click on ‘Save As’ and enter a relevant file name, such as Year 7 - Sept 2018 in the ‘File name’ box. Select .csv in the ‘Save as type’ box to ensure that you save the file as a .csv file.

Use the CSV checker to check the format of your CSV file before uploading. The CSV checker will only check the format of your CSV file. It does not check student data filled in the CSV template against student data already held in Kerboodle for your school.

1.3 Importing a CSV template

  • Click on the CSV button and then select Import CSV from the dropdown menu.
  • In the window that appears, click Choose File, find your file in your network, and click Import.
  • You will see a message appear on the screen confirming that your import is in progress.
  • Once your import is complete an email will be sent to your registered email address.
  • Please do not re-import the same CSV template until you have received an email confirming the success or failure of your import.
  • If your import has been successful, year groups will appear in the left-hand menu and student data for each year group will be shown to the right of the screen. You may need to refresh your page.
  • If your import has been unsuccessful, you will receive an email detailing the errors. You will be required to amend the specified errors in your CSV template and re-upload it. See the Fixing CSV errors on this page.

Once your student data and year groups have been uploaded, by default students will have access to all the courses to which your school has subscribed. Teachers can now log in and create classes and teaching groups for assessment and reporting. For more information view the Teacher support area.


2. Creating individual student users

If you only need to add one or two new students, you can create individual students via the platform by using the New User button.

  • Click on the New User drop down button. Here you can create teachers and students.
  • Select Student, fill in their details and add them to the required year group. Please note that the year group will have to have been created by the Administrator to appear here.
  • Click Save.

When a CSV fails you will receive an email detailing the issues. The errors will be listed by the line number relating to the line in the CSV file you uploaded and the reason for the error. You can then amend your CSV file and upload again. The most common CSV errors are:

1. Line 1

This issue relates to the headings in line 1 of the CSV, and means that they do not match the required format for Kerboodle. You can download a CSV template by clicking the CSV button and Download CSV template when logged in as an Administrator. Please do not change or delete the headings, even if you have left the optional columns blank.

When you upload your CSV, it should have the following headings:

  • Surname
  • First name
  • Admission Number
  • Year
  • Email address (optional)
  • Username (optional)

2. Not a CSV file

Kerboodle only accepts files which end in .csv when importing students. Spreadsheet formats such as .xls, .xlsx, .ods, or .txt cannot be imported to Kerboodle.

To change the format of your spreadsheet to .csv, click on Save as in your spreadsheet software and and set the Save as Type to CSV (Comma delimited) (*.csv). Click Save and click Yes if you see a message warning that the file may contain features that are not compatible with CSV.

You can also use the CSV checker to check the format of your file. Once saved in the right format, the file can now be imported to Kerboodle.

3. Admission number has already been taken

Here is an example of this error:

  • Line:15
    Admission number has already been taken

An admission number is unique for each student. If two students have the same admission number either on the CSV file or within your Kerboodle account then you will receive this error message. Follow these steps to fix the issue:

  • Match the line number suggested in the email to the line number in the CSV file you uploaded.
  • Copy the admission number and search the CSV file to see if the admission number has been duplicated within the CSV file. If it is you will need to replace the admission number with a unique value for each student.
  • If no duplicates are found within the CSV file then copy the admission number and search for it on the Kerboodle platform. To do this, select All Users in the left-hand menu. In the search box, enter the admission number click Search. If the students match, remove the student from the CSV file. If the students are different, change the student's admission number on the CSV so that the value is unique to the student.
  • If you do not find the admission number in All Users, then select Archived Users in the left hand panel and follow the same process as above. If you want to unarchive a user, see the Archiving Users on this page.
  • Once you have corrected the admission number, you can re-upload the CSV.

4. Mandatory fields cannot be left blank

Please ensure that the following columns are populated in your CSV file:

  • Surname
  • First name
  • Admission Number
  • Year

5. Optional fields - data should be valid and unique

The following optional fields can be left blank in the CSV file, but if data is added to these columns they should be unique and valid:

  • Email address (optional)
  • Username (optional)

If you did not allocate a student username in the CSV file, this will be generated by Kerboodle.

By default, a student's password will be the same as their username. They will be prompted to change this when they first log in.

Students' usernames and passwords can be downloaded using the Student Slips tool.

If a student has an email address associated with their Kerboodle account, they will be able to reset their own password by clicking Trouble logging in? on the login screen.

If a student does not have an email address associated with their account, you will need to reset their password for them. Teachers can also reset students’ passwords. Information for teachers is available on the Teacher support area.

As an Administrator you can reset student passwords by following the steps below:

  • Log in to your Administrator account.
  • If you want to reset the password for multiple students, then tick the boxes next to the names of the students whose passwords you wish to reset.
  • If you want to reset the password for a particular year group or class then select that year group or class and tick the box next to Surname, First name in the column headings. This will highlight all the students in that particular year group or class.
  • Click More and then click Reset passwords.
  • This will reset the students' passwords to be the same as their username. They will be required to change their password when they next log in.

There are two ways to make changes to the username and email address details of students. You can either do this in bulk using the CSV export process or make changes individually to each student’s record.

1. Bulk change using the CSV export

  • Log in to your Administrator account.
  • Select the year group or class in left-hand menu, click on the CSV button and then select Export CSV.
  • Your CSV will download to a folder on your computer.
  • When you open the exported CSV file, it will contain a copy of the student data that is held on the Kerboodle platform.
  • You can use this CSV file to add or change student usernames and/or email addresses. Simply add or change the username and email address details in this exported file.
  • Once you have made the required changes in the exported CSV file, save it as a .csv file and re-import it by clicking Import CSV from the CSV dropdown menu.
  • The added or amended details will now be updated in Kerboodle

Please note that if you re-upload a file, it will reset the passwords of all those students who belong to that particular year group or class to their usernames. Students will be prompted to change this when they will next log in.

2. Changing an individual student's details

  • Log in to your Administrator account.
  • Select the student whose details you would like to change and then click on the Edit.
  • You can now make changes to the First Name, Surname, Email, Username and Admission Number.

You can also the reset password for a student and assign them to a different year group in this window.

It is the Administrator's role to create and manage year groups and to put students into their correct year groups. Once you have created year groups, teachers will be able to create teaching groups for different courses within the relevant year groups. See the Teacher support area for information regarding creating teaching groups.

Please note that students can only belong to one year group but they can belong to different teaching groups for different courses. For example, if the Administrator creates Year 7, a teacher can then create teaching groups Year 7a, Year 7b within each course.

It is important that you do not put teaching groups in as year groups as it will make it difficult for you to move students up a year in the new academic session.

There are two ways in which you can create year groups.

1. Importing a CSV template

You can create year groups by importing the year group information on the CSV template when creating new student users. It is a mandatory field on the CSV template.

Once the CSV template is successfully uploaded, year groups get automatically created in the platform and can be seen in the left hand panel.

2. Manually on Kerboodle

Alternatively, you can manually create year groups before importing student details:

  • Click the +Manage Year Groups button.
  • In the Manage Year Groups window click on Create New Group.
  • Enter year Group name, eg. Year 7.
  • Repeat the process for creating more year groups.
  • Select any students you wish to add to the Year Group
  • Your new group will appear in the left-hand menu.

For each new academic year, year groups need to be updated so that the students can be moved up to the next year group. See Moving students up a year below.

To move students up to the next year group at the beginning of a new academic year, you need to complete the following three steps: archive the students who have left the school, delete the empty final year group and edit the existing year groups to move students to the year group above.

1. Archive leavers

Final year students and other students who have left the school need to be archived. See Archiving Users below.

Please do not delete the records of leavers as this will remove them permanently from the platform.

2. Delete empty final year groups

Once you have archived the data of the students who have left your school, you need to delete the empty final year group (for example, year 13). Follow the steps below to delete an empty year group:

  • Click +Manage Year Groups.
  • In the window, select the required final year group (e.g. Year 13) and make sure that this group does not contain any students.
  • Click Delete Group. Confirm the group deletion by clicking OK, and then click Save Changes.

movie-icon.svg For more information on archiving students and year groups, view our video walkthrough.

3. Edit existing year groups to promote students

  • Click +Manage Year Groups 
  • In the window, select the correct group and click Edit Group.
  • Edit the group name, for example Year 12 would become Year 13, Year 11 would become Year 12 and so on.
  • Select the students you would like to add to this group. Click Save and Save Changes.
  • You will now see the updated group in the menu.
  • Repeat these steps for other year groups. Once you have promoted Year 7 to Year 8, you can add the details of your new year 7 students by importing a CSV file. See Creating new students above.

movie-icon.svg For more information on editing year groups for the new academic year, view our video walkthrough.

Archived users can no longer log in to the platform, but all of their annotations, content (teachers only) and marks (students only) can still be accessed. Archiving users will remove them from User Management, but will retain their data.

Do not delete users unless you wish to permanently delete their data.

movie-icon.svg For more information, view our video walkthrough.

You can archive individual users or entire year groups. To archive a user or group:

  • Log in to your Administrator account and select the relevant users or groups.
  • If you wish to archive more than 20 users, click on '20' results per page in the dropdown button and select Show All.
  • Select More and then Archive.
  • Click OK to confirm your decision.
  • You will receive a confirmation message when the process is complete. Click OK.
  • The user(s) will be moved into the Archive Users filter on the left hand of your screen.

To unarchive a user or group:

  • Click on Archived Users in the left-hand menu.
  • You can unarchive individual or multiple users. Select the user(s) you wish to unarchive. If you wish to archive more than 20 users, click on '20' results per page in the dropdown button and select Show All.
  • Select More and select Unarchive.
  • Click OK to confirm your decision.
  • You will receive a confirmation message when the process is complete. Click OK.
  • If the users' groups still exist, they will be placed back into the group and should still have access to their courses.
  • If the groups no longer exist, then users will be placed into the Unallocated Students group. You will need to reassign them to a group and ask their teacher to give them course access.

To create teachers users:

  • Go to the School Users tab and click on the New User dropdown menu. Here you can create teachers and students.
  • Select Teacher and fill in their details. Each new teacher account requires a unique email address. Click Save.
  • When you create a teacher account, an email will be sent to their registered address, prompting them to activate their account.
  • The teacher will need to click on the activation link in the email to confirm their account, and change their password when they first log in.

Log in to your Administrator account and click on your name at the top of the screen. Change the details in the window that appears and click Save. Notify the new Administrator and encourage them to change their password when they log in for the first time.

If your Administrator is no longer at your institution and you do not have their login details, please contact us and we will be able to help. Call +44 (0) 1536 452960 or email support@kerboodle.com.