Nightly Import Checklist
- Access the New/Change Requests report from the Profile icon
- Review Linkable Requests and resolve (these are potential duplicates)
- Accept all remaining items in the list.
- Review any students with a Transportation Review Needed indicator (these are students with new primary addresses or school changes)
- Review any students that are now non-riders that have bus schedules
- Review any students that have been imported that are listed as riders and are not yet routed.
- Optional:
- Review Withdrawn Students.
- Look at New Students in the New/Change Requests list before accepting all.
- Review students marked with a Transportation Review Needed.
Steps
1. Access the New/Change Requests report from the Profile icon.
It is recommended that you view and process the nightly imports each day. However, if you don’t process them, they will still be waiting in the report as each nightly file that is sent from your SIS is compared to existing data in the routing system. Keeping up with these daily is the best policy.
To access the nightly import report:
- Click Profile.
- Click New/Change requests. The indicator in red will tell you how many updates you have.
2. Review Linkable Requests and resolve (these are potential duplicates).
If there are any linkable requests you must review these individually. These are new students that are ready to be imported but MIGHT be a duplicate of another student. The system compares the last name and address of the incoming student with the list of students in the routing system. If both students have different dates of birth, the system won’t flag it but if the DOB is missing in one of the students it would be flagged.
3. Accept all remaining items in the list
- Click the number next to the Total Requests at the top of the New/Change Requests report.
- Click the check box at the top next to Requested By.
- Click Accept Selected.
4. Review any students with a Transportation Review Needed indicator (these are students with new primary addresses or school changes).
If a student has a change of primary address OR a change in school, the student change will be marked with a “Transportation Request” check mark. If you DID NOT do these individually on Step 3, you can do those now.
It is important to check these as the current bus schedules may not be correct for students with an address or school change.
5. Review any students that are now non-riders that have bus schedules so that you can remove the bus schedules that are not needed.
Do this step ONLY if you have ridership information being imported from your SIS.
- Click the Students tab.
- Click Filters > Riders > Non-Riders or Not Specified.
- Add another filter for those students who have bus schedules. You may want to check students who are Routed or Partially Routed.
- To remove the schedules for all of these students, go to Operations > Batch Edit.
- You can remove both the Transportation Plans AND the Bus Schedules by selecting Remove All for both options.
- Click Save.
6. Review any students that have been imported that are listed as riders and are not yet routed.
These are typically new students or student’s whose ridership flag has been updated to indicate they are now a rider.
Do this step ONLY if you have ridership information being imported from your SIS.
- Click the Students tab.
- Click Filters > Riders > All Riders.
- Click Filters > Bus Schedules > Unrouted.
If you have any other criteria such as Non-Sped or an indicator for alternating days, you will want to filter for those as well if you are going to use an Auto-Assign. Otherwise you can open each individually and do a Search and add bus schedule.
Optional – Review Withdrawn Students.
Periodically you will want to review any students marked as withdrawn.
- Click the Students tab.
- Click Filters > General > Withdrawn.
- Remove these students or make them inactive:
- To remove all withdrawn students, click on Operations > Batch Edit after you have filtered for withdrawn students.
- Making the students inactive will keep them in the system, but will not list them on any routes. This is good if you want to keep the bus schedules in the system in case the student returns.
- To remove all withdrawn students, click on Operations > Batch Edit after you have filtered for withdrawn students.
Optional – Look at New Students in the New/Change Requests list before accepting all.
If you want to review the new students coming in, especially when you are new to the nightly import process,
Click on the number next to the words new requests at the top of the New/Change Requests report. This will allow you to click on View next to each new student.
If you are pulling in data about whether a student needs transportation or not, there will be a checkmark in the “transportation requested” column. If a students has an indicator that transportation is needed, you can click on view and go ahead and assign a bus schedule if you want. For the most part, you will simply want to accept all new students once you are confident that your nightly file is sending the correct information. You can do this by clicking on the check box ABOVE the list of names.
Optional – Review students marked with a Transportation Review Needed.
If a student has a change of primary address OR a change in school, the student change will be marked with a “Transportation Request” check mark. These changes can be accepted into the system and reviewed later OR reviewed from this list individually. Typically students with a transportation review need to be handled individually.
- Click the number next to the words Transportation Review Needed at the top of the New/Change Requests report.
- Click View next to each request. The panel on the right will indicate in red what has changed. Since these are requests needing transportation review, we can see that the address has changed.
Click Accept at the top to accept the change. Once you accept, the new address will be listed as the primary address and the old address will still display (this will help when looking at the transportation changes).
At the top you will see an Attention indicator. This will stay on this student’s records until you check the checkbox – DON’T CHECK this UNTIL you have made any needed transportation plans. That way if you get sidetracked, you can find records that need adjustment later.
Monitoring Import Status
- Check the Import Logs each morning for success, skipped records, or errors.
- Hover over error icons for detailed messages.
- Download logs as CSV for review or troubleshooting.
Verification Checklist
- Import logs show 0 critical errors.
- Student totals match between SIS and EZRouting.
- New enrollments appear under correct schools.
- Withdrawn students show as inactive.
- Address changes display correctly on maps.
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