Getting your data ready for Import

How to prepare your data for Import

In order to start using the system, your current single central record data will need to be uploaded into our bulk importer.


To make this process as quick and easy for you as possible, we’ll need to get your data in the right format – so we have created a step by step guide for you below, where we will go through each action that needs to be taken for the import.



Step 1. Date Formatting


As with all software programs, dates need to be formatted so the software can read them correctly. If you were entering the date, 23rd September 2019, then the following values would be accepted.



We also support the universal standard ISO 8601 format of YYYY-MM-DD, for example, 2019-09-23.


When importing the data if a date is in the wrong format, SCR Tracker will highlight this in the “Valid” column on the left. Hover over the red cross for information on what is not valid in that row.



The individual cells will also be highlighted with an exclamation mark. Hovering over this will show you what the problem is.





Please go through all the sheets in your spreadsheet and update all dates to fit the ‘correct format’ before moving onto step 2.



Step 2. Adding a 'Check complete' column to every check


We’ve seen that some SCR spreadsheets lack a ‘Check complete’ column – which the SCR Tracker system uses. This column tells the SCR Tracker system that you have completed the check to make sure you are adhering to the DfE’s guidance.


As an example, we have taken the Right to work check from an SCR Excel spreadsheet. Here you can see how the data will import.


The three fields that are on this spreadsheet will import directly into the check on SCR Tracker, however, Check Complete is missing.

Check Complete is a required field but this information isn't on the excel spreadsheet just yet. 



If missing, you will now need to add in a new column for every field called 'Check Complete' and enter Yes/No, Y/N, or True/False

This needs to be done across all checks in all sheets on your spreadsheet. 


Please see the example below:



 Later, when we get to the stage of doing the data import, this is how the Check complete and Date checked columns will need to look




Step 3. Adding Are checks required for specific checks


As you know not all checks are required for all staff members – for example, Section 128 is only for specific employees. For these check imports we need to know if a check is required for a staff member or not.


So in step number two you will have actioned the Check Complete column, so your Section 128 check would look like this, pictured right. 


We now need to add an Are Checks Required column. Pictured below is an example for Section 128.



This needs to be done for the following checks across all sheets within the spreadsheet

  • Professional Qualifications Check

  • Barred List Check (For this particular check this is worded as "Regulated Activity with Children?")

  • Prohibition from Teaching Check

  • Childcare Disqualification Check

  • Section 128 Check

  • Previously Living/Working Outside of UK Check

In the import, this will then look like this



Splitting Excel Columns


If for example you have First Name and Last Name within one cell on your Excel Spreadsheet you will need to split this information out into two cells in order to copy it over.


Below is a Video Guide of how to do so:




Great news! Your current single central record should now be up to date and you are ready to import!