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.
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.
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
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
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.
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:
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:
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:
4. Mandatory fields cannot be left blank
Please ensure that the following columns are populated in your CSV file:
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:
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:
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
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
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:
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:
For more information on archiving students and year groups, view our video walkthrough.
3. Edit existing year groups to promote students
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.
For more information, view our video walkthrough.
You can archive individual users or entire year groups. To archive a user or group:
To unarchive a user or group:
To create teachers users:
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 firstname.lastname@example.org.