Introduction

This guide will help in the merging of duplicate Student Accounts that may have been accidentally created. Merging duplicate Student Accounts is preferable to deleting duplicate Student Accounts when a student has completed educational work under both Student Accounts, so that all the student’s educational work is preserved. If a Student Account is deleted and not merged, the work recorded in that Student Account will be lost.

Getting Started

From the School Administration menu choose SMART Tool. 

Stage 1

Export a student spreadsheet from your school’s SIS/SMS that contains all the students in the school, and includes the columns:

• First Name - required
• Last Name - recommended for matching with existing accounts
• Student ID - recommended for accurate matching with existing accounts

If your school uses SAML logins (e.g. via Azure), then including the SAML NameID column is another approach that can be used to accurately match with existing accounts.

Click Next to proceed to Stage 2.

Stage 2.

Select your student spreadsheet file and click Next.

Stage 3.

The next page will try to automatically match your Student-Import Records with the EdAlive Central Student Accounts based on their Student IDs, NameIDs (if using SAML logins) or First and Last Names.

You can manually match additional students by selecting a Student-Import Record and an EdAlive Central Student Account and clicking the Match/Merge button.

If a significant number of Student Accounts show an incorrectly unmatched status, consider going back to Stage 1, adjusting the student spreadsheet to include matching Last Names and/or Student IDs and then selecting the Student-Import File again.

Look through the list of students for any unmatched existing Student Accounts.

If any existing unmatched Student Accounts are found that have corresponding Student-Import Records (even if the import record is already matched itself), for each occurrence first click to select the Student-Import Record, then select the corresponding unmatched existing Student Account(s), and then click the Match / Merge button.

Ensure that Student Accounts are matched where possible to prevent more duplicate Student Accounts from being created.

Stage 4.

Continue through the SMART Tool by clicking the Next buttons until you come to Step 5.

Review your changes and if all is well, click the Save & Apply button.

The duplicate accounts will now be merged.