Annual Photographs

Every September every pupil and staff member has a photograph taken by external photographers.  To make sure they are as easy as possible to import into iSAMS you need to send a spreadsheet to the photographers with the correct information.  This guide will show you how to export the data and prepare it.

Part 1 - Export all Pupils

Step 1 - Open pupil manager

Step 2 - Click Search

Step 3 - make sure that Page Size is set to All

Step 4 - Select all pupils

Step 5 - Click on Selected pupils and then Export Pupils Records

Step 6 - Click Next

Step 7 - Make sure ONLY Preferred name, Surname, Form and School ID is ticked (School ID is under other fields at the bottom)

Step 8 - Click next and finish the wizard to download the data.

Part 2 - Export all Staff

Step 1 - Open the Staff module

Step 2 - Click Search

Step 3 - Make sure page is set to all and selected all staff

Step 4 - Click on Selected Staff and then choose Export staff records

Step 5 - Make sure only Preferred name and surname is selected

Step 6 - Finish the wizard and download the spreadsheet.

Part 3 - Combine the Data into one spreadsheet

You now need to use the data exported to generate a spreadsheet based on the following example.  I would recommend starting with just the pupils as it should already have the four columns you need and then pasting the staff data at the bottom.

Note that for Staff the Form should be just "Staff" and the School ID is their full name. 

 You can use this excel formula to join the firstname and surname for staff into one

 =A3&" "&B4

Part 4 - Send the data to the photography company