Embedded Files
Staff rosters for classrooms at each campus can be uploaded to the Every Child Ready Platform using a template CSV file that contains accurate staff information. This process takes approximately 20 minutes once the staff data has been collected, though it may take longer if the information is not formatted correctly as described in this guide.
Staff rosters can only be imported by the school-appointed Roster Manager.
This process should happen before the school year begins. After this initial bulk upload, Roster Managers can update staff rosters if they change throughout the year.
- Preparing your Staff Data for Upload
Before starting the bulk upload, organize all staff data in the template CSV file on the Bulk Staff Upload page using a spreadsheet app such as Excel, Google Sheets, or Numbers.
In order to upload staff rosters, the following information is required for all staff:
Staff first and last name
Email address
Staff role
Instructional Leader: This is a principal, dean, instructional coach, or similar role. Instructional Leaders can have access to multiple school sites/campuses.
Lea Admin: This is a network or county administrator, pre-K coordinator, data contact, or similar role. LEA Admins can have access to multiple school sites/campuses.
Teacher: This includes lead teachers, teaching assistants (TAs), paraprofessionals, and similar roles. Teachers can have access to multiple classrooms, but typically have access to only one.
Campus assignment (campus codes provided by Every Child Ready).
This includes all schools the staff member should have access to.
Classroom assignment (classroom codes provided by Every Child Ready).
This includes all classrooms within those campuses that the staff member should have access to.
2. Accessing Upload Documents
2. Accessing Upload Documents
1. Sign in to the ECR Platform at platform.everychildready.org. If you’re assigned the Roster Manager role, you’ll see the Admin Dashboard at the top of the page.
2. Hover over Admin Dashboard, and select Staff.
3. Click Bulk add staff (CSV File).
4. Click the blue link to download the template CSV file. It will save to your Downloads folder (or wherever your computer saves downloaded files).
5. Open the CSV file with Excel, Google Sheets, Numbers or another application.
6. Add staff information to the saved file using the guidelines outlined in the example below.
7. Save/Export the file as a CSV on your computer, in a place you can easily find, with a name you can easily find.
We recommend naming the file in the following format: ECRStaffRoster[YOUR LEA OR DISTRICT NAME][Date]. For example, ECRStaffRoster_Hollywood_July092026.
3. Uploading your Staff Roster to the ECR Platform Using the Formatted CSV File
3. Uploading your Staff Roster to the ECR Platform Using the Formatted CSV File
1. From the Admin Dashboard, select Staff.
2. Click Bulk add staff (CSV File).
3. Under CSV File to import, click Choose File and select your CSV file.
If you choose another file type, you will receive an error message and will not be able to proceed.
4. Click Proceed to validate.
The page will display an uploading screen while the ECR Platform validates the file. A file is valid when:
The file is in CSV format
The column names match what is in the template file
All required columns are completed using the correct formatting and the appropriate campus, classroom, and role codes.
5. If validation finds errors, a red error message will appear at the top of the page. This means one or more rows contain invalid or missing information. Until all errors are corrected, the Run Staff Import button will remain grayed out.
If you have errors, the Run staff import button will be grayed out, and you will not be able to proceed with the import.
Types of Errors:
Missing required fields: One or more required fields (LEA, Staff First Name, Staff Last Name, Email Address, Classroom, or Role) are blank. The row cannot be imported, and an error identifies the missing field(s).
Invalid email format: The email address is not in a valid format. The row cannot be imported because the email format is invalid.
Duplicate emails in file: The same email address appears in more than one row. The duplicate row is flagged with a uniqueness error.
Invalid Status value: The Status field contains a value other than "active" or "inactive.” The row cannot be imported because the Status value is invalid.
Invalid Role value: The Role field contains a value other than Teacher, Instructional Leader, Principal, or LEA Admin. The row cannot be imported because the role is invalid.
Invalid Campus: The Campus field contains a campus that does not exist in the system. The row displays a "Campus not found" error..
Invalid Classroom: The Classroom field contains a classroom that does not exist in the system. The row displays a "Classroom not found" error.
6. After correcting all errors in the CSV file, save the file, remove the previously uploaded file from the Every Child Ready Platform, and upload the corrected CSV file again. If you need assistance, please contact ecrsupport@appletreeinstitute.org.
7. Once validation is successful, a green status bar will appear at the top of the page, and the Run Staff Import button will become active (blue).
8. Click Run staff import to import your students. Bulk staff rostering is now complete!
Status message. "Success" indicates that the import was completed.
Imported rows. Indicates how many users have been created or updated.
Action type. "Create" indicates a new user was added, while “Update” means the user already existed and something in their profile, likely a classroom assignment, was changed.
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