Updating Patrons using Patron Import

The Patron Import function can be used to bulk update existing Patron information in SmartSuite. 

Before you start: This process is for Patrons who already have a profile in SmartSuite. If you're adding new Patrons, please see our article on Bulk Importing Patrons.

Updating Patron Information with an extra field

If you need to update an additional field on an existing Patron record (such as Parent Details or External ID), you will need to prepare a csv file with the patrons you want to update and the following mandatory fields:

• First Name
• Surname
• Email Address (optional for students)
• Homeroom
• Classgrade (Year Level)

• Barcode (SmartSuite / TV4Education Barcode)

  Plus the field that you want to update (E.g Parent Details, External ID, etc.)

For example, if you want to add or update a Patron's Parent Details, your CSV would include the mandatory fields above, plus the Parent Details field. 

Once your csv is ready, you can process the Patron import as normal. 

Updating a mandatory field using Patron Import

If you are wanting to update a mandatory field, you can simply include that updated information as a mandatory field and complete the patron import as normal. For example, if you wanted to update the Homeroom for your patrons, your prepared csv file should look like the following: 

• First Name 
• Surname 
• Email Address (optional for students)
• Updated Homeroom
• Classgrade (Year Level)
• Patron Barcode (as shown in SmartSuite / TV4Education)

Updating a Patron's Barcode using Patron Import

Updating a Patron's barcode is slightly different because Patron Barcode is normally used as the Merge-By field.

If you're changing the barcode, SmartSuite can no longer use the new barcode to find the Patron's existing profile. Instead, we first need to add the Patron's current barcode to their External ID, and then use that External ID to match the Patron when we import their new barcode.

This requires two Patron Imports.

Step 1: Add the current barcode to External ID

First, create a CSV containing the mandatory fields currently stored in SmartSuite + an External ID field. 

For the External ID field, enter the Patron's current barcode.

At this stage:

• Barcode = the Patron's current barcode
• External ID = the Patron's current barcode

For example:

Upload this CSV and complete the import as normal.

Once this import is complete, the Patron's current barcode will also be stored in their External ID field.

Step 2: Update the barcode

Now create a second CSV containing the Patron information again.

This time:

• Barcode = the Patron's new barcode
• External ID = the Patron's old/current barcode

For example:

Upload this csv file as usual. 

Change the Merge-By field

When you reach the Template Mapping page, change the Merge-By option from Barcode to External ID.

SmartSuite will then use the External ID to find the Patron's existing profile.

In our example, SmartSuite will:

1. Find Jane Smith using the External ID 123456.
2. Update her Barcode from 123456 to 987654.
3. Keep the External ID as 123456.

Once the import is complete, the Patron will have their new barcode while their External ID provides a consistent identifier for future updates.

Important: Make sure the External ID in your second CSV matches the value added during the first import. If the External ID doesn't match, SmartSuite may not be able to find the existing Patron profile.