Colleges often manage a significant number of meetings internally, requiring a systematic approach to record and track attendance and recordings. To facilitate this, Woolf has a feature that allows staff to import these records through CSV files easily.
The import feature supports .csv files only.
Who Can Use This Feature?
The 'Import Meeting Recordings' and 'Import Meeting Attendance' features are available to:
- College Administrators
- College Teachers
Getting Started
1. Navigate to the Resources Page, accessible via a menu in Woolf AMS.
2. On the top right of this page click on the three dots to open the action menu.
3. Select the 'Import meetings' option. A pop-up window will appear.
4. Choose the appropriate 'Meeting evidence type' from the dropdown.
Start with importing meeting recording.
Importing Meeting Recordings
Step 1: Initiate Import
Choose 'Meeting recording' from the dropdown.
Step 2: Prepare Your CSV File
Before importing, ensure your CSV file includes the following columns:
- resource_id: Use a unique identifier for each meeting. This could be an ID generated by your system or a unique meeting ID like a Zoom meeting ID if applicable.
- resource_name: a user-friendly identifier. Choose a clear and concise name that you, your students, and Woolf can easily understand.
- recording_url: the URL(s) for the meeting recording(s). If there are multiple recordings, list each URL on a separate line. Our system is designed to download assets directly from these links. Ensure that the URLs follow a format similar to https://cdn.example/asset1.ext and remain accessible for at least one week. It should be viewable in a private window, such as Chrome's Incognito mode, without requiring additional navigation or login to display the content.
- course_id: Enter the Woolf course ID associated with the meeting. You can copy ID on the course's details within Woolf AMS (Page Courses -> Click the three dots menu next to your specific course to copy the Course ID).
- teacher_id: Include the identifier of the teacher who led the meeting, which could be an external user ID, Woolf's ID, or their email. If there was no teacher present, you may leave this field blank.
For each import action, only one file can be uploaded.
💡Note: The column order in your CSV file doesn't matter, but please ensure the column names match exactly as specified. This is key for a successful import.
Step 3: Upload and Submit Your File
Drag and drop your CSV file into the designated area or click 'Choose file' to upload it from your device. Once your file is selected, click 'Submit' to start the import process.
Step 4: Validation and Feedback
After submission, the modal will close, and Woolf's system will begin validating your file.
Once the file is processed, you will receive an alert indicating the status of the import. Alerts generated by the import process will not disappear until you actively dismiss them, ensuring you don't miss any critical information.
Importing Meeting Attendance
Step 1: Initiate Import
Choose 'Meeting attendance' from the dropdown.
Step 2: Prepare Your CSV File
Your CSV file must include the following columns:
- resource_id - required field. The identifier for the meeting resource, that you used when imported recordings.
- student_id - required field, you may use either an external ID, Woolf's ID or user email.
- timestamp - required field, date and time when the student attended the meeting or when the meeting took place, formatted as an ISO 8601 string (example: 2023-11-30T12:45:00Z).
Note on Meeting Timestamps
If your system generates timestamps in a different format, you may need to convert them before importing your data into Woolf.
Required Timestamp Format: Our system requires timestamps to be in the ISO 8601 format. The ideal representation should look like "YYYY-MM-DDTHH:MM:SSZ" (for example, 2023-11-30T12:45:00+03:00), which includes the timezone specification.
In ISO 8601 the letter "Z" is used to represent the UTC timezone. To provide a timezone other than UTC, you offset the time from UTC. This is done by appending a plus (+) or minus (-) sign followed by the time difference from UTC.
Here are examples:
- Time in New York (UTC-5): `2024-01-31T10:30:00-05:00` This represents January 31, 2024, at 10:30 AM in New York.
- Time in Tokyo (UTC+9): `2024-01-31T00:30:00+09:00` This represents January 31, 2024, at 12:30 AM in Tokyo.
- UTC Time: 2024-01-31T15:30:00Z
Timezone Defaults: In instances where the timezone is not specified in your CSV file, our system will default to a standard timezone based on the server's location we use for processing.
Step 3: Upload and Submit Your File
Drag and drop your CSV file into the designated area or click 'Choose file' to upload it from your device. Once your file is selected, click 'Submit' to start the import process.
Step 4: Validation and Feedback
After submission, the modal will close, and Woolf's system will begin validating your file.
Once the file is processed, you will receive an alert indicating the status of the import. Alerts generated by the import process will not disappear until you actively dismiss them, ensuring you don't miss any critical information.
For additional support or if you encounter any issues during the import process, please contact our support team.