Create Staff Records
PowerSchool SIS guide
Prepare staff records in NIM, export them on a schedule, and import the file into PowerSchool.
At a glanceDirect link to At a glance
The PowerSchool API does not currently support staff record writeback. Use a NIM Multi Export to create a file, then import it in PowerSchool with AutoComm on a schedule or Quick Import. Confirm the required columns with your PowerSchool administrator before sending records.
Before you beginDirect link to Before you begin
- Configure and test the PowerSchool SIS connection.
- Prepare staff source data in NIM, such as a supplemental system, NIM app-managed table, or CSV.
- Create a filter that selects only staff who are not already in PowerSchool.
- Confirm with your PowerSchool administrator which fields and account type apply to your import.
- If transferring the export over SFTP, obtain the destination host, credentials, and directory from its administrator.
Create the staff filterDirect link to Create the staff filter
- In NIM Studio, go to Processing > Filters and select Add.
- Name the filter and configure it to return only staff from the supplemental source who are not already in PowerSchool.
- Test the filter and review the selected records before using it in an export.
Configure a Multi ExportDirect link to Configure a Multi Export
- In NIM Studio, go to Scheduler > Overview and select Add.
- Set Type to Multi Export, name the task, and create it.
- On the Configuration tab, optionally set a local directory for a server-side copy and enable PGP file encryption if required by your transfer process.
- Select Add, set the resource type to filter, and select the staff filter. Set the output file name as needed.
- To send the export to an SFTP server, enable Upload results to remote SFTP host and enter the SFTP settings provided by its administrator. You can also retain a local copy if needed.
Schedule the exportDirect link to Schedule the export
- Open the Schedule tab and enable scheduling.
- Set the minute, hour, day, month, and weekdays for the export frequency you need.
- Select Calculate instances to review the next scheduled run times, then save the task.
Prepare the file for PowerSchoolDirect link to Prepare the file for PowerSchool
The source document lists these required fields. Confirm exact field names, values, and requirements with your PowerSchool administrator for the target import method and account type.
| Category | Fields listed in the source procedure |
|---|---|
| Generic | TeacherNumber, Last_Name, First_Name, Gender, Status, StaffStatus |
| Admin only | LoginID, Password, PSaccess, Group, canchangeschool |
| Teacher only | TeacherLoginid, Teacherloginpw, PTaccess, sched_scheduled |
The source procedure also recommends these fields where they apply: SchoolID, Middle_Name, Preferred Name, Title, DOB, Ethnicity, FedEthnicity, Email_Addr, Home Phone, School Phone, SSN, Street, City, State, Zip, and Homeroom.
Map each export column from the appropriate NIM source value. PowerSchool import templates and field requirements can vary; do not treat the examples below as a universal schema. Protect the export as sensitive data, especially if it contains passwords, Social Security numbers, or other personal information. Use approved encryption and transfer controls, restrict file access, and remove temporary copies according to your organization's retention policy.
Import and verify staff recordsDirect link to Import and verify staff records
Use the import method approved for your PowerSchool environment:
- Configure AutoComm to import the file on the schedule managed by your PowerSchool administrator.
- For a manual import, use Quick Import in PowerSchool.
Consult your PowerSchool administrator or the current PowerSchool support documentation for environment-specific import instructions.
Start with a small, approved set of records. Confirm the imported staff identities, account types, required attributes, and any login-related fields in PowerSchool before expanding the filter or enabling recurring imports. Review import results and resolve errors before the next scheduled run.