Adding Applicants (New and existing students) - via ATF, import spreadsheet or manually

There are three ways to add applicants, found below. Only complete one for each student.

Please note that we do not currently support importing ADT files, so please ask your LA for an ATF instead. If you would like to add your thoughts on our Roadmap, log them here.

 

You reach the Applicants section by going to Students > All Students > Applicants

This will bring you to the Intake Seasons Dashboard. The Intake Season relates to the academic year that these applicants will be joining your school. Before adding any applicants you have to set up the Intake Season first. For instructions on how to do this read our article on Setting Up the Intake Season. 

Click on Applicants on the left-hand side. The applicants' table will show if the applicants have been enrolled, rejected, withdrawn or newly created.

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Option 1 - Uploading an ATF (Applicant Transfer File)

An Applicant Transfer File (ATF) is a standard format for sending student data to schools, often used when a student begins at a new school. 

Step 1 - Import your file

To Import an ATF into Arbor go to School > Data > Import > ATF Import. Click on the +Add in the top right-hand corner.

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In the slide over, click Browse to select the ATF file from your computer, then click on the green Upload ATF button.

Don't worry that your file has 'fakepath' in its name. This is a completely safe file and this naming convention is used to protect the identity of the computer it was uploaded from.

When you click Upload ATF, You will then be taken to the Import Overview (Shown in the section below).   

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Step 2 - Check the import

Once you import your file you'll see the names have a red x, meaning that the applicants have not yet been fully imported.

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If you click on a student, you can specify an intake season if this will be different to the rest of the other students.

You can also map them to an applicant if they already exist in the intake season. You won't be able to map the import to an existing student, for example if you are adding a Reception intake and one of the students already attends your Nursery.

If both the original student and the importing student have the same UPN, they will be automatically matched.

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If there is no existing applicant to match them to, you can either leave the Update student field blank and click Import applicant, or you can click Cancel to close the slide over and import all the applicants in bulk (shown in the next section). 

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Step 3 - Finish the import

To import the students in bulk, click the Import All Students button.

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Select the intake season to import them into, then confirm the import.

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You'll receive a notification in the top right of your screen to let you know when the import has been completed.

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If you refresh your page, you'll see all the students have been imported and new applicants have been created.

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These students will now appear in the Applicants section.  

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Step 4 - Check for and delete any duplicates

To check if you've created any duplicate applicants you can see which students already exist on Arbor in the Students > Enrolment > Year Groups section. Click the year group to see a list of the existing enrolled students. 

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If you have accidentally created a duplicate applicant and they are already a student on the system, you'll need to delete the duplicate applicant. For example, if you've been given an ATF for reception students that include students that already attend your nursery.

Just go to Students > All Students > Applicants. Select the intake season then go to Applicants from the left-hand side. Click the applicant's name that you want to delete.

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Click Edit in the slide over, then on the next slide over click the red Delete Application and Student button.

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You can then just promote the existing students as part of Step 3. Year Groups and Registration Forms of the New School Year Setup process.

 

Deleting enrolled applicants

If you have already enrolled applicants and have duplicates, you'll need to follow the instructions in this article to remove them.

 

 

Option 2 - Manually adding applicants

Manually add new applicants or add applications for existing students

From the Applicants page, click +Add in the top right-hand corner of the table.

A pop up will show where you select if the applicant is already a student or is a new student.

When clicking on Create Application for Existing student a slide over will display a drop-down with students name, choose the student and fill in any other information you want to add in the slide over and then click on Save Changes.

When clicking on Create Application for New Student a slide over will load, add the details of the new applicant and click on Save Changes. You will also be asked to create Guardian Details for this new student so make sure you have this information to hand!

Registration Forms and Year Groups when adding an applicant

Please note that you will not be able to put an expected year group and registration form if you are adding applicants for the next academic year. This is because the year groups and registration forms have not yet been set up as part of the new school year setup process. This part of Arbor will become available on May 1st, along with the supporting guidance.

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Option 3 - Uploading Applicants

Step 1 - Download the template

Go to Applicant Uploads and click the green button to download the template.

Download the Template.

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Open the template from your computer.

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Your spreadsheet will then open in your computer, where you can add in the information. Please do not edit the file by adding more columns.  

 

Registration Forms and Year Groups in the Applicant Spreadsheet

Please note that you will not be able to put an expected year group and registration form for each applicant into the Applicant Spreadsheet. This is because the year groups and registration forms have not yet been set up as part of the new school year setup process. This part of Arbor will become available on May 1st, along with the supporting guidance.

Required fields

Please note that these fields are required to prevent an error when importing: Student Legal First and Last Names, Gender and Date of Birth. You'll also need to include the guardian relationship or the guardians won't be able to be created.

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Step 2 - Check your students

To help avoid creating duplicate applicants, make sure you check whether the student already exists in Arbor before uploading the spreadsheet. For example, if you've been given a list of reception students that include students that already attend your nursery. 

Make sure to not include any students you already have at your school, as you can just promote these students as part of Step 3. Year Groups and Registration Forms of the New School Year Setup process.

Take a look at the student names you're about to import, and compare it to your existing student lists in the Students > Enrolment > Year Groups section. Click the year group to see a list of the existing students.

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Step 3 - Upload the template

Return to the Applicant Uploads page and click +Add to upload your template and confirm and import your Applicants.

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Step 4 - Delete any duplicates

If you have accidentally created a duplicate applicant and they are already a student on the system, you'll need to delete the duplicate applicant.

Just go to Students > All Students > Applicants. Select the intake season then go to Applicants from the left-hand side. Click the applicant's name that you want to delete.

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Click Edit in the slide over, then on the next slide over click the red Delete Application and Student button.

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If you have already enrolled applicants and have duplicates, you'll need to follow the instructions in this article to remove them.

 
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