Managing Users with CSV

Wixie account administrators can choose to populate their Wixie data with a Comma-Separated Value (CSV) file. If you are located at a district, download the District template. If you are located at a school, download the School template.

You can also watch a short tutorial on how to complete the CSV file.

District CSV Tutorial

School CSV Tutorial

Step 1 - Filling Out the CSV file

At the top of the .csv file, there is a header row that indicates which required information should be included in each column. You will notice the "#" sign in the first cell of the header row. Please do not delete the # sign in column A. If you remove this sign, it will give you an error saying your data is invalid. Do not include the # sign in your own data.

Here is a detailed overview of each required column on the .csv file.

School Ref ID (district .csv only)

Create a School Reference ID that is unique to each school. For example, you might use the school's state number.

School Name (district .csv only):

Enter the school name how you wish it to be seen by all users.

Student Ref ID:

The reference ID for every student must be unique across the organization. Each reference ID is a unique identifier assigned by the organization. Reference IDs should only include letters and numbers. You might consider using student numbers. Only the administrator on your account will see this number. It is not visible to students or other teachers.

The reference ID for an item should never change. This ensures project work for each student rolls over year after year and students maintain a collection of their work over time.

Student First Name:

The student's first name.

Student Last Name:

The student's last name.

Student Login:

The username must be unique for each student. Ideally, students and teachers should be able to use the same credentials that they use to log in to other web services or a school computer.

If your organization is using Google IDs, you must include the full Google email address including the domain. The Google password is not needed.

Student Password:

We recommend using unique passwords for every student to ensure the highest level of security.

If you are using an external authentication method (Google, LDAP, LTI, etc), it is not necessary to include passwords in the CSV file. The field (header) should exist in the file, but the column can be left empty.

Grade:

The student's grade level. Wixie recognizes PK - 12 in the .csv file.

Class Ref ID:

Create a reference ID that is unique to each class in the district.

Class Name:

The class name should be easy to identify for teachers and students.

There is no limit to the number of classes a student or teacher can be assigned to. For example, if a student is enrolled in six separate classes, there will be six lines in the CSV file to assign the student to these classes. Each line needs to have, at minimum, the reference ID for the student and the reference ID for the class to create the assignment.

District teachers can be assigned to classes at any school in the district. Teachers and students at a specific school may only be assigned to classes at that school.

Teacher Ref ID:

The reference ID for every teacher must be unique across the organization. Each reference ID (for students, teachers, classes, and schools) is a unique identifier assigned by the organization. Reference IDs should only include letters and numbers. The reference ID for an item should never change. This ensures teacher created project templates are saved and can be used in subsequent years.

Teacher First Name:

The teacher's first name.

Teacher Last Name:

The teacher's last name.

Teacher Login:

Create a username that is unique to each teacher. You might consider using the Teacher Ref ID number as the login. Please refer to the Student Login above for the same requirements.

Teacher Password:

If you are using an external authentication method (Google, LDAP, LTI, etc), it is not necessary to include passwords in the CSV file, the field (header) should exist in the file, but the column can be left empty.

Step 2 - Save and upload the .csv file

After filling out the .csv file as indicated in step 1 above:

Save your file.
Upload the file. Log into your Wixie administrator account and select CSV Upload in the left section for managing user accounts.
Process the file. If a file is uploaded through a browser, it can be processed manually when the upload is complete. If it is not processed manually, or if it is uploaded using SFTP, the file will be processed at 2:30am Pacific Time (PT).

Step 3 - Review the data that has been uploaded

It is important to review the data that you have uploaded and check the following:

Make sure your teacher accounts are attached to classes.
Adjust the teacher roles if needed. Click here for more information on the Publisher role.

Additional Information

Upload files using SFTP

CSV files can be submitted through SFTP using a secure FTP (SFTP) client (such as Filezilla) and the organization's username and password.

SFTP Server: ftp.wixie.com
Username: XXXX
Password: XXX

SFTP access is granted to the top-level of an organization. If using a district level account, then the district Wixie administrator will have SFTP access. If using a school level account, the school administrator will have SFTP access.

CSV files are processed at 2:30am Pacific Time. Be sure you upload the file by 2:00am.

The CSV file can have any name. Do not create a folder (directory) for the file - files in subdirectories will not be processed.

Wixie processes the most recent file every night. If the file is processed successfully, all files in the SFTP account will be deleted. If the file processing does not complete successfully (for example, if it is missing a required field), Wixie will not delete any files in the account.

For best results, use the same file name every time.

SFTP and Browser Upload Interaction

If a CSV file is uploaded using the browser interface, and another file is uploaded using SFTP, Wixie will only process the most recently submitted file.

Self-Managed Schools

Schools within a district are managed at the district level by default. School administrators can log in and see their users but they cannot manage them.

Schools can be allowed to self-manage their users with a setting on the district administrator Accounts page. When uploading a CSV file at the district level, if the file contains items for a self-managed school, these items will be ignored. The school can be left out of the CSV file, entirely. Changing the self-managed setting for a school does not have a direct impact on the current users. It is possible to change the setting, upload a new district-wide CSV (for example: at the beginning of the school year), and then set the school back to self-managed for the rest of the year.

When a self-managed school uploads a CSV file, it does not impact other schools in the district.

Single Sign-on (SSO)

It is possible to set up a single sign-on to Wixie using a third party service. Wixie supports SSO using industry standards such as Google ID, LTI, LDAP, SAML. Wixie also supports SSO through third-party services such as Clever and ClassLink. When choosing to authenticate through a third-party, users can log in to the third-party service and click a link to go to their account in Wixie without having to log in to the Wixie site. If this is the only way users are expected to log in to Wixie, then Passwords are not required in the user account data.

If you want the option to log in to Wixie through a third-party SSO, and directly on the Wixie site, then Passwords are required in the user data.

The custom Wixie domain for your school will point to the third-party provider. To log in to Wixie using their username and password, users will be required to go to https://www.wixie.com/sitelogin.

Frequently Asked Questions

Are the School, Class, Teacher, and Student reference IDs visible in Wixie?

The reference IDs are only visible in the Administrator console for managing accounts.

Do Class reference IDs have to be unique across the district file?

Yes

Are admin accounts tied to specific users?

Admin accounts are generated for a district and for every school. These accounts are not tied to a specific individual.

There is a user-type called Admin that you can also assign to individuals. This will let them change some school or district settings and view usage data, but it does not allow them to change authentication and rostering methods for the organization.

How should we handle specialty teachers?

Students and teachers are connected to each other through classes. Students and teachers can have multiple classes and multiple teachers can be assigned to a class. One option is to create classes for the specialty teachers and assign students to them. Another option is to assign the specialty teachers to student home room classes.

Our reference ids have leading zeros, will that work?

Yes, but be careful when editing the csv file in Excel. Excel has a habit of removing leading zeros.