Managing Users with CSV

Wixie account administrators can upload a comma-separated value (CSV) file to create and update students, teachers, classes, and schools. CSV files can be uploaded on wixie.com through a web browser, or by using a secure FTP (SFTP) utility to upload the file to the Wixie servers.

File Contents

Each record, or line, in the CSV file consists of values separated by commas. For a district account (an account with more than one school) each line in the CSV file will have 15 field values. For a single school account each line will have 13 field values.

Every line in the file represents relationships between a school, student, class, and teacher.

Sample files are available to get started:

Fields

The table below gives a detailed overview of each of the 15 fields in a district csv file. The letters in the Field column correspond to the columns in the sample.csv file when opened in a spreadsheet program such as Excel.

Field Item Field Description Example
A School Reference ID for the school SCHOOL123
B School name Washington Primary School
C Student Reference ID for the student DCOLLINS234
D Student's first name Dean
E Student's last name Collins
F Student's username dcollins234
G Student's password (if applicable) password
H Student's grade
Use PK for pre-kindergarten, K or KK for kindergarten, and digits 1-12 for all other grades.
K
I Class Reference ID for the class KIND2
J Class name Kindergarten
K Teacher Reference ID for the teacher NBROWN345
L Teacher's first name Natalie
M Teacher's last name Brown
N Teacher's username nbrown345
O Teacher's password (if applicable) password

The following example is one line with a school, student, class, and teacher:

SCHOOL123, Washington Primary School, DCOLLINS234, Dean, Collins, dcollins234, password, K, MATH2, Kindergarten Math, NBROWN345, Natalie, Brown, nbrown345, password

The values in this line show that Dean Collins is a kindergarten student in Natalie Brown's math class at Washington Primary School.

Note: A 13 field school CSV would omit the first two fields from the district CSV.

Reference IDs

In the CSV file, every unique item (schools, classes, teachers, and students) is identified by a reference ID. The reference ID for an item must be unique across the organization. For example, two teachers cannot have the same reference ID, but also a teacher and a student may not have the same reference ID. The reference ID for an item should never change. All the other information about that item can be updated.

Usernames

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.

Passwords

As with usernames, students and teachers should be able to use the same passwords that they use to log in to other web services or a school computer.

When users log in to Wixie, their accounts can be authenticated against passwords stored in their Wixie account, an LDAP or SAML server, or against a third-party service such as a Google account, Gaggle account, Engrade account, or an LTI service.

If using an external authentication method (Google, LDAP, LTI, etc.), it is not necessary to include passwords in the CSV file, the field should exist in the file, but can be left empty. See the SSO section below for more information on allowing users to log in to Wixie using both an SSO from a third party service and the log in on the Wixie web site.

If using Engrade or LTI authentication for users, and users will also be using the Wixie app for iPad or Android, include passwords in the CSV. This way, users will be able to log in using the single-sign on from a Windows, Macintosh, or Chromebook computer, but will also be able to enter their credentials into the Wixie tablet app to log in.

LDAP authentication requests from Wixie will come from the IP address 216.105.43.98 over ports 389 and 636.

Classes

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 6 separate classes, there should 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.

Values Containing Commas

If a value contains a comma (for example, in the class name "Physics, Advanced"), the value should be enclosed in double quotes.

Empty Values

It is possible for a line to contain empty values. When leaving a field empty, do not put any spaces between the commas.

The following example creates a teacher named Natalie Brown at Washington Primary School::

SCHOOL123, Washington Primary School,,,,,,,,NBROWN345, Natalie, Brown, nbrown345, password

The next example creates a teacher at the district. There is no school, class, or student affiliation. This format is used for adding district trainers and other district personnel.

,,,,,,,,,,NBROWN345, Natalie, Brown, nbrown345, password

Adding, Updating, and Deleting Users

The CSV file is a complete list of users who can use Wixie. Each time the CSV file is submitted, it must contain the information for the entire organization (schools, classes, teachers, and students).

If a user exists in one CSV file but does not exist in the next CSV file, that user will be marked for deletion, will not be able to log in to their Wixie accounts, and will be purged from the system after 30 days.

Processing a CSV File

There are two steps to adding users through a CSV file:

  1. Upload the file - This can be done with your browser or using a secure FTP (SFTP) client.
  2. Processing 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).

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

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.

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 disrict-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 support SSO using industry standards such as Google ID, LTI, LDAP, SAML, as well as support for SSO from third-party services such as Engrade, Gaggle, and Clever. When choosing to authenticate users 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 users want the option to log in to Wixie through the third-party SSO, directly on the Wixie site, and from a Wixie tablet app, then Passwords are required in the user data.

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.

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.

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