Kerboodle Support Administrator FAQs

The Administrator is the only person who can create student users on Kerboodle. Each institution can only have one Administrator, so we recommend that you nominate the person responsible for managing student data in your school.

To see whether or not you have an Administrator, check the top of your Kerboodle home screen when you log in. If your school does not have an Administrator, you will find instructions here on how to invite one. You can also find instructions in our Teacher FAQs.

If your school does have an Administrator, their name and contact details will be displayed on your home screen.

Log in to your Administrator account and click on your name at the top of the screen. Change the details in the pop up that appears and click Save.

Go to the School Users tab and click on the New Users drop down menu. Here you can create Teachers and Students. Select Teacher, fill in their details and add them to the required course.

Each new Teacher account requires a unique email address. When you create a teacher account, an email will be sent to their registered address, prompting them to activate their account.

Create multiple student users

Only the Administrator can create student users. We recommend that you import all your student users by importing a CSV file. Log in to your Administrator account, select CSV, and then click Download CSV template.

Fill in the template without changing the column headings. There are mandatory fields for surname, first name, unique admissions number and year. There are also optional fields for email addresses and usernames. Adding an email address will allow students to reset their own password.

Use the CSV checker to validate your CSV file before uploading.

You can add up to 400 students at a time. Once complete, save the file as a CSV with a relevant file name, such as 'Year 7 - Sept 2018.' Return to Kerboodle and click CSV and Import CSV. Select the file and click Import. You will see a message on screen and an email will be sent to your registered email address. You will also see a message in the Notification section of Kerboodle once your import is complete.

If your import has been successful, Year Groups will appear in the left hand panel and student data for each Year Group will be shown in the right hand panel. If your import has been unsuccessful, check you have not changed any of the headings in the template and that your file is in the CSV format.

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.

Once your student data and year groups have been uploaded, teachers can log in and create classes and teaching groups.

Create individual student users

Alternatively, you can create individual students. Go to the School Users tab and click on the New Users drop down button. Here you can create teachers and students. Select Student, fill in their details and add them to the required group.

Year groups will either need to be created or imported during the CSV import process before student users can be individually created.

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. Log in to your Administrator account, tick the boxes next to the students whose passwords you wish to reset, click More and then Reset passwords. This will reset their passwords to be the same as their username. They will be required to change their password when they next log in.

To move students up a year, you will first need to archive Year 13 students and any other students who have left the school. Please do not delete them as this will remove their data. Then you need to delete empty groups after archiving student data. Click the +Manage Registration Groups button. Select the required Year 13 group and make sure that this group does not contain any students. Click the Delete Group button and confirm by clicking OK, and then Save Changes.

The next step is to promote students to the following year group. Click the +Manage Registration Groups button. Select the correct group and click the Edit Group button. Edit the group name, for example Year 12 would become Year 13, and select the students you would like to have access 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 import your new year 7 students by importing a CSV file.

Archive users

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 your User Management, but will retain their data. Do not delete users unless you wish to permanently delete their data.

You can archival individual users or entire year groups. To archive a user, log in to your Administrator account and select the relevant users or groups. If you wish to archive more than 25 users, click Show All. Select the More button and select 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.

Unarchive users

You can also Unarchive users. To unarchive user(s), click on the Archived Users group in the groups menu. You can unarchive individual or multiple users. Select the user(s) you wish to unarchive. If you wish to archive more than 25 users, click Show All. Select the More button 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.

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.

When a CSV fails the Kerboodle administrator will receive an email detailing the issues. The most common CSV errors are:

Line: 1

The column headings in your CSV need to match those in the CSV template provided. Download the CSV template by clicking the CSV button below the search bar. Enter your student information into this spreadsheet, starting from line 2. Do not delete, amend or add to the existing column headings.

Not a CSV

The file you imported is not a valid CSV file. Kerboodle only accepts files which end in .csv when importing students. Spreadsheet formats such as .xls, .xlsx, .ods, or .txt cannot be accepted.

To change the format of your spreadsheet to .csv, click on Save as in your spreadsheet software and select CSV. Click Yes if you see a message warning that the file may contain features that are not compatible with CSV. This file can now be imported into Kerboodle.

Admission number has already been taken

Here is an example of this error.

ยท         Line:15

Admission number has already been taken

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

Match the line number suggested in the email to the line number in the CSV file you uploaded. Copy the admission and search to see if the admission number has been duplicated within the CSV file. If no duplicates are found within the file then copy the admission number and search for it on the Kerboodle platform. Log in to the administrator account and place the admission number into the search box. If a match is found then either edit the duplicated student number on the Kerboodle or within the CSV file.