Table of Contents

Bulk add/update Transcripts

If you do not see the option to upload templates, your school may have skipped the step to enable documents in Scoir. Documents must be enabled in the School & Account settings tab prior to this feature working!

Uploading transcripts can be done individually in the student profile, but the bulk upload feature provides the ability to more efficiently upload and match PDF documents to students in a centralized wizard.

In this article, we’ll cover bulk importing Transcripts. If you’d like to learn more about importing Grade Reports and Senior Courses, you can click on the article below.

Getting Started with Transcripts

To start, you'll need a single PDF with many student transcripts or multiple PDFs that can then be combined and matched through the wizard. It is most efficient if you have single-page documents, but our system will allow you to match multiple pages if required.

When uploading or updating transcripts, it’s important to know which types will replace existing ones and which will add new ones:

Replaces existing transcript: Uploading a new Initial, Midyear, or Final Transcript will replace the existing version attached to the student’s record with the updated one.

Adds a new transcript: Transfer and Additional Transcripts do not replace existing ones. These types support multiple uploads, so each new upload will be added as a separate document.

💡 Tips and Best Practices:

  • Use Smaller Files: Smaller PDFs improve upload speed and make transcript matching faster. Large files (e.g., over 1,000 pages) may take extra time to process
  • Prepare in PDF Format: Ensure all transcripts are saved as PDFs, ideally with single-page documents for efficiency. Avoid special characters (e.g., "A+") in file names
  • Include Birthdate: To aid in matching, list the student's birthdate in numerical format on the transcript (e.g., 06/24/2006)
  • Upload One File at a Time: Only one file can be uploaded per session in Scoir

Upload Transcripts

  1. From your Scoir account, go to (...) More > Data Management
  2. Locate the "Student Data" section and click Expand List to the right. This section enables you to bulk upload transcripts, grade reports, and senior courses
  3. Find the "Student Documents" section and click Upload new file to the right
    Student documents

 

  1. Select the type of transcript (i.e. Initial, Mid-year, or Final) that you will be uploading and click Continue. 
  2. Choose file(s) to upload. Then select the class year of the students who are included in the file. This is important to limit the transcript to only your senior class year, as these are the documents that will be sent to colleges. Then click Continue.

 For Florida schools using FASTER transcripts, be sure the FASTER transcript option has been selected upon upload, as shown here:

Checkbox denoting that files were produced using Florida Faster sysyem
  1. On the Choose File Page, click Continue to upload the files.
Uploading files

 

You can close the window and continue with other tasks while the transcripts are being uploaded. However, remember to return and complete the transcript matching process before Scoir uploads them to the student files.

If you are not logged into Scoir when the upload is complete, you will receive an email notification with next steps. If you are logged in, a notification will appear in your notification center.

Matching Transcripts

Scoir will automatically match as many transcripts as it can to the student records in Scoir.  Any unmatched transcripts will be displayed on the left panel.  Navigate through the resulting pages of all the transcript files and match them as needed to student records.

Several types of transcripts will get matched

  • Match = 100% match (will show in green)
  • ID Match (will show in yellow) = these suggested matches located students based solely on their student ID. They should be reviewed by a counselor to ensure the suggestion is accurate
  • Demographic Match (will show in yellow) = these need to be reviewed and possibly reassigned by the counselor.  (Beware of twins who may get mismatched due to a demographic (partial match) to the incorrect student
  • Unmatched (will show in black) = need counselor's intervention to manually assign these transcripts to students

 

  Once your transcripts are uploaded, you will be able to view them on the student's Manage Documents section on their profile. 

Accessing transcript from student profile

How-To Video

counselor, imports

counselor, imports

How did we do?

Bulk add/update Student GPAs

Contact