My Business - DIY Migration Services, Historical Client Information Migration /Bulk Import

My Business - DIY Migration Services, Historical Client Information Migration /Bulk Import Bring your historical client information with you to your new CM account.

This article will explain how to organize your client information spreadsheets 

(.csv files) using CounselMore's spreadsheet templates.

Follow these steps to get an export of your Student Records from your current platform:

• Search their Help or Knowledge Base to find instructions on exporting your historical client information (often there's a reporting section).

• Depending on the platform you might be to download all the information yourself or you may have to reach out to their support. If you're unsure how to proceed please email support@counselmore.com and someone will walk you through the process or jump on a quick call to review your data. 
• Take a quick glance at your files and make sure everything looks ok. 

The files you receive from your provider will have column headers at 
the top representing the "Field Name" (e.g., first name, email, etc).

• There may be fields that your current provider has that CounselMore does not support (see template below for a sample of all the fields you can import)
• In other cases the fields just have different column headers (column names) and it's just a matter of renaming those to match the our template.
  • For instance, your exported file header may read "Institution" and you recognize that information to be the student's high school. In your CounselMore account, you decide that the "institution" should land in the CounselMore field called "high school" then change the column header title from "Institution" to "high school".

NOTE: Before you begin, download the files from this folder 

1. Open "students.csv" to run through our first example
2. Open the csv export or provided. by your current provider
3. Find matching / similar column headers (first name & last name in this example)
4. Copy the entire column (excluding the header) from your existing csv to students.csv

Name of the file is: students.csv

Name of the file:  sat_scores.csv

• Student first:    (required field)

• Student last:    (required field)

• HS graduation year:     (required field)

• Test date: [year][month][date]
  

Name of the file:  act_scores.csv

• Student first:    (required field)

• Student last:    (required field)

• HS graduation year:    (required field)

• Test date: [year][month][date]
  

Name of the file:  ap_scores.csv

• Student first:     (required field)

• Student last:     (required field)

• HS graduation year:     (required field)

• Test date: [year][month][date]
  

psat_scores.csv

• Student first:     (required field)

• Student last:     (required field)

• HS graduation year:     (required field)

• Test date: [year][month][date]
  

contacts.csv

• Student first:     (required field)

• Student last:     (required field)

• HS graduation year:     (required field)

• Parent phone: +[country code][phone number (numbers only)]

  • eg. +13087685678

• Parent2 phone: +[country code][phone number (numbers only)]

  • eg. +13087685678

Once you have organized your information, export or download each file into a .csv format. 

Open your CM account, go to your Settings menu > My Business Setup > scroll down to Student Data Import.

1. Find the section under Upload your students.csv file below first:

   1. Click Choose File and navigate to your students.csv

   2. Double click on the file.

   3. Click on the Import Students button to import your students.

   4. Ensure that there are students in your account before proceeding.

2. Find the section under Once you've uploaded your students, upload the folder containing contacts and test score files below:

   1. Click Choose Files and find the Student Data folder containing your other import files.

   2. Double click on the folder.

   3. Click on the Import Student Data button to import the remaining student data.

3. A list will appear once the import is complete with the status of each file. If you see any errors, ensure that the file is formatted properly and that student records exist for all students in the import file. 
4. Open student profile to verify that the data was imported.
   
   

NOTE: If you've reformatted your file and you're still getting error 
massages or the data simply isn't uploading, please submit a help request. 

Multi Counselor account owners:

As a Multi Counselor account holder you receive assistance organizing 
your files. We will receive and clean your data. Your files will then 
be returned to you. During your migration and implementation meetings,
 your Tech Mentor will upload the files with you. 

Clean up your files as best you can because we will not make choices 
for you that regard your preferences. Look closely to be sure there 
is an appropriate home within your CM account for each header. 
Submit your files to support@counselmore.com

Your students.csv is our priority and will need a 1 week lead time 
to turn around each .csv depending on the quality of the files. 
We will work as quickly as we can.

Additionally, you may have more historical information to migrate 
than what is listed above. Please let your Tech Mentor know this 
and bring those files with you.

All Account Types:

CounselMore will allow the migration of other types of information 
beyond student profile. The deader of each column must match an 
entry field within CounselMore. The email address and name for each 
student must match exactly.

• Student profile information: name, phone number, email, birthday, graduation year, status, referrer, addresses
• Contact Information: name, email, phone number
• College Lists: 
  • Supply a list of colleges the student APPLIED to
  • Indicate an application status for each school (see your app tracker for application status types)
  • Indicate which school the student enrolled in.
  • Only lists that include these items can be uploaded and saved.
  • No lists attributed to a student can import without application status and enrollment result.
• If you have school lists saved by theme, those can be recreated using tags. As well there are many free - by topic - lists already in your CounselMore account.
• Test Scores: test type, date taken, score