Administrators' Quick-Start Guide for Manual Rostering

This guide is written for super-administrators of manually-rostered accounts who intend to roster by CSV file import.

If you would rather roster by manual entry, please see our Guide to Manual Rostering without Using CSV Files.
This guide is not intended for those rostering with Clever or ClassLink.

The Required Steps for Manual Rostering by CSV File

Accept the super-admin invitation which was sent to your email.
Inform us of the email domains your district uses.
Prepare the Staff CSV file.
Prepare the Students CSV file.
Send us your populated files.
Additional points

Step 1: Accept Your Super-Administrator Account Invitation

If you are to be the super-administrator of your school/district's MathFactLab account, and you have received a welcome email from MathFactLab, you most likely have also received your account invitation.

If you have an individual MathFactLab account registered under the same email address, please delete it before accepting the super-administrator invitation, following these steps: Deleting a MathFactLab Teacher/Parent Account.

Please accept this invitation right away. Your CSV files cannot be uploaded until the account invitation has been accepted.

Note: If you need another super-admin account, reach out to contact@mathfactlab.com or respond to your welcome email.

Step 2: Inform us of the domains your district uses.

If your students and/or staff use an email domain that is different in any way from yours (for example @stu.school.org instead of @school.org), please let us know so that we can add it to your allowed domains. You can inform us by responding to your welcome email or by emailing contact@mathfactlab.com.

Step 3: Prepare the Staff CSV File for Importing

When preparing your CSV files, ensure that each organization (school or class) is spelled the same way each time it is entered into each of your .csv files or additional unwanted organizations will be created. The best way to do this is by copying and pasting.

For example, if in your CSV files you have written the same school in two ways (such as Kennedy School and KennedySchool), this will create two separate schools.

Click here to download the MathFactLab Staff CSV upload template.

Below is an example of a correctly populated MathFactLab Staff CSV file.

The staff .csv file requires the following fields for each member of your staff:

Column A: First name
- Required for teachers and sub-admins
Column B: Last name
- Required for teachers and sub-admins
Column C: Email address
- Required for teachers and sub-admins
Column D: School Name(s)
- Required for teachers and sub-admins
- Both teachers and sub-admins can be assigned to more than one school.
- Separate each school listed with a comma.
Column E: Class Name(s)
- Required for teachers only.
- Leave blank for sub-admins.
- Separate each class listed with a comma.
Column F: Access
- Enter only 'admin' or 'teacher', not both.
- Admins can see all of the students in the school(s) to which they are assigned.
- Teachers only see students in the class(es) to which they are assigned.
- Super-admins should NOT add their name to the staff CSV file.
- Pay attention to spelling.
- Click here to learn more about permissions by role.
No additional columns should be added to the staff .csv file.

Important: When you have completed the Staff CSV, save it as a .csv (comma-separated) file with your school/district name and ‘Staff’.

For example, Kennedy_Elementary_Staff.csv

Step 4: Prepare the Students CSV for Importing

When preparing your Students CSV files, ensure that each organization (school or class) is spelled the same way each time it is spelled on your Staff CSV. Otherwise, additional unwanted organizations will be created. The best way to ensure that the spelling is the same is by copying and pasting the names of schools and classes.

Click here to download the MathFactLab Students CSV upload template.

Below is an example of a correctly populated MathFactLab Students CSV file.

Below are details for each of the columns in the Student CSV file.

Column A: School Name
- Required
- Students can only be assigned to one school.
Column B: Class Name
- Required
- Students can only be assigned to one class.
Column C: First Name
- Required
- This can be the student's actual first name, but it could also be an initial, alias or code that could be used to identify the student.
Column D: Last Name
- Required
- This can be the student's actual first name, but it could also be an initial, alias or code that could be used to identify the student.
Column E: Username
- Optional
- If your students have school-based Google email accounts and you would like them to be able to log in with Google SSO, enter their email address as their username.
- If left blank, a username will be automatically generated for the student.
- If you are assigning usernames, please note that all students within your account need to have unique usernames.
- Usernames should not have blanks, hyphens or special characters.
Column F: Password
- Optional
- If left blank, a password will be generated automatically for the student.
- Even if students sign in with Google single sign-on, they will also have a password. This provides an alternative means of logging in. Do not provide students' Google passwords.
- Student passwords need to have at least five characters.
- For security, if you are assigning passwords, avoid the practice of giving all the students the same password.
Column G: Learning Mode
- Optional
- MathFactLab offers two Learning Modes: Addition/Subtraction and Multiplication Division
- Enter 0 or leave blank to assign students to Addition/Subtraction.
- Enter 1 to assign students to Multiplication/Division.
- Teachers can change these assignments very easily using the Group Edit tool.
- Most likely, first through third-grade teachers will want their students assigned to Addition/Subtraction to begin the year.
- You may wish to check with teachers for fourth grade and up regarding the beginning assignment.
No additional columns should be added to the student .csv file.

Important: When you have completed the Students CSV, save it as a .csv file (comma-separated) with your school/district name and ‘Students’.

For example, Kennedy_Elementary_Students.csv

Step 5: Send us your populated files

Use this link to securely send us your populated .csv files: https://www.dropbox.com/request/1jGEAJGzgGI26AXX3tdS

We will roster your students and staff for you and send you an email once the process has been completed. We will aim for next-business-day turnaround, but please allow us 48 hours.

Additional Points

Roster changes

If you have large changes or additions to make to your rosters, please share CSV files with us.
For smaller changes to your rosters, there is no need to share files with us. Use this guide for adding/deleting students or staff.

Account Invitations

After you've completed the above steps, sub-admins and teachers will need to accept their invitations. These invitations can be resent from your dashboard.

Login Cards

If your students are not logging in with Google, teachers can generate and print out login cards for their students by clicking the 'Actions' button on the top right of the Students tab and selecting 'Generate Login Cards'. These will allow students to log in with either a QR code or with login credentials (username, password and classcode). After that, students will be ready to log in and start practicing with MathFactLab.
Manually rostered students cannot log in with Clever or ClassLink.

Editing Student Settings

As an admin, you have the ability to make all of the setting changes for individual students or for classes that are available to teachers. The 'Group Edit' feature on the Students tab can make this a very quick process.

Reports

Depending on the level of granularity you seek, you can monitor usage and progress from the Schools, Classes, or Students tab. Each of these allows you to download the tab's data by clicking the 'Actions' button and selecting 'Export CSV'.
These help docs may prove useful: Reports and Admin Reports.

Permissions by Role

Please visit this help doc to better understand the various levels of access permitted by role.

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