School Calendar (Upload)

Overview

This program allows you to upload the School's Calendar from an Excel® spreadsheet.

You would use this program as an alternative to Staff Kiosk program Calendar > School Calendar (Maintain) at the beginning of the year to load the school's initial main calendar.

Click here for an Administrator Note.

This program is to be used for the upload of the main school calendar. It cannot be used to load a teacher’s personal calendars.

If your school's main calendar events are already in Outlook®, you can export the calendar to Excel®. The following instructions have been written for Microsoft 365 Classic Outlook®:

File > Open & Export
Select 'Import/Export'.
Select ‘Export to a file', and click 'Next >’.
Select ‘Comma Separated Values’, and click 'Next >’.
Select the Calendar to export, and click 'Next >’.
Click ‘Browse…’, enter a file name and select a location to save the file.
Click the 'Map Custom Fields' button to map the first 6 fields from Outlook® to match the upload format (below), and click 'Next >’.
Click the ‘Finish’ button, and confirm your export date range.

This template includes field names and comments to assist you with preparing your Calendar data:

School_Calendar_Upload_template.xlsx

The 'Field Names' in Row 1 of this template will be ignored during the upload process.

For the School Calendar upload to be successful, the spreadsheet must conform to the following specifications:

Column	Field Name	Field Type/Size	Field Description
A	Event Title	char (40)	Mandatory.
B	Event Description	char (4000)	Mandatory.
C	Start Date	date	Mandatory. Date must be in the following format: DD/MM/YYYY.
D	Start Time	time	Optional. Time must be in the following format: HH:MM:SS. Leave this field blank to indicate an all-day event.
E	End Date	date	Mandatory. Date must be in the following format: DD/MM/YYYY.
F	End Time	time	Conditional. Leave blank if Start Time is blank. An 'End Time' is required where you have nominated a 'Start Time'. Time must be in the following format: HH:MM:SS.
G	Category Number	char (2)	Mandatory. It must be a valid and active 'Category Number'. Refer to Staff Kiosk program Calendar > Event Categories (Setup).
H	Campus	Char(3)	Optional. It must be a valid campus code. Refer to TASS.web program Student Admin > Student Records > Setup Information > Student Records Setup > 'Campuses' tab.
I	Colour	char (8)	Mandatory. The following colours can be used: Black. Blue. Red. Green. Maroon. Purple. Aqua. Fuchsia. Grey. Lime. Navy. Olive. Silver. Teal. White. Yellow.
J	Visible in Parent Lounge	char (1)	Mandatory. Must be either Y or N.
K	Visible in Staff Kiosk	char (1)	Mandatory. Must be either Y or N.
L	Visible in Student Café	char (1)	Mandatory. Must be either Y or N.
M	Visible in Public Calendar	char (1)	Mandatory. Must be either Y or N.
N	Year Groups the event relates to	char (2)	Optional. Multiple year groups can be entered by separating values with a comma and no spaces.
O	Room Code	char (4)	Optional. Must be a valid room code. Refer to TASS.web program Student Admin > Timetable > Setup information > Timetable Setup > 'Rooms' tab.
P	URL	char (250)	Optional. Must be prefixed with correct transport layer protocol, e.g. `http://`
Q	User Code	Char (8)	Conditional. Enter the Teacher Code or Employee Code of the person who is responsible for each event. The person that you nominate here will display in the 'Added by' field on each calendar event. You only need to enter this if the person responsible for each event is different from the person who is conducting the upload. (If you leave this blank, the upload program will insert the 'User Code' based on the person who is logged into Staff Kiosk and running the upload.)
R	Entity Type	Char(1)	Conditional. This fields becomes mandatory if column Q is populated. If column Q is populated, then you must enter: A 'T' to indicate if the 'User Code' is a Teacher Code, or An 'E' to indicate if the 'User Code' is an Employee Code.

The calendar data must be contained in an Excel sheet labelled 'Upload'.
The upload data must start in Cell A2.

Upload School Calendar Screen

Use the 'Browse' button to locate the excel file that you intend to upload.

Click the 'GO' button.

The system will validate the file to ensure that it meets the format described above.

If validation is unsuccessful, the upload will not proceed and the program will produce an exception report.

You will need to address the issues in your Excel® file and re-import the data.

The upload process will not overwrite any existing events in your calendar.