CircleIn Technical Implementation Guide

How to set up automatic enrollment file sharing so all students in each course are connected. 

Have Questions?

If you have questions related to the technical implementation, please reach out to support@circleinapp.com or schedule a meeting below! 

 

Introduction

 

CircleIn uses imported CSV data to link your students, faculty and admin to their appropriate courses. This data is passed as standard CSV.

Standard CSV rules apply:

  • The first row will be interpreted as a header defining the ordering of your columns. This header row is mandatory.
  • Fields that contain a comma must be surrounded by double-quotes.
  • Fields that contain double-quotes must also be surrounded by double-quotes, with the internal double-quotes doubled. Example: Chevy "The Man" Chase would be included in the CSV as "Chevy ""The Man"" Chase".
  • All text should be UTF-8 encoded.

In addition, the following CircleIn-specific rules also apply:

  • The name, case, and order of the columns is important. Please use the same header column names and formatting shown in the templates.
  • Unknown columns are not allowed
  • Empty columns and rows are not allowed
  • Date fields must use one of the following formats:
    • YYYY-mm-dd
    • YYYY.mm.dd
    • YYYY/mm/dd
    • mm-dd-YYYY
    • mm.dd.YYYY
    •  

CircleIn uses imported CSV data to link your students, faculty and admin to their appropriate courses. This data is passed as standard CSV.

Standard CSV rules apply:

  • The first row will be interpreted as a header defining the ordering of your columns. This header row is mandatory.
  • Fields that contain a comma must be surrounded by double-quotes.
  • Fields that contain double-quotes must also be surrounded by double-quotes, with the internal double-quotes doubled. Example: Chevy "The Man" Chase would be included in the CSV as "Chevy ""The Man"" Chase".
  • All text should be UTF-8 encoded.

In addition, the following CircleIn-specific rules also apply:

  • The name, case, and order of the columns is important. Please use the same header column names and formatting shown in the templates.
  • Unknown columns are not allowed
  • Empty columns and rows are not allowed
  • Date fields must use one of the following formats:
    • YYYY-mm-dd
    • YYYY.mm.dd
    • YYYY/mm/dd
    • mm-dd-YYYY
    • mm.dd.YYYY
    • mm/dd/YYYY

Automating SIS Imports

Upon successful validation of the initial CSV files during the implementation phase, automated imports will be enabled. From then on, any file uploaded to CircleIn’s system (via SFTP by default) will be processed automatically. 

Please include the date in the filename. e.g. courses_05252029.csv

                                                                               enrollments_05252029.csv

 

Courses

 

Field Name Data Type Required Description
Unique Course/Section Identifier text ✓ This is the unique identifier for the course. This unique identifier must be globally unique and should not change. This value, along with the Term column should form a globally unique identifier. The enrollments.csv will reference this value.
Term text ✓ A string representing the term the course is attached to.
Session text ✓ This can be used to indicate the session that the course belongs to.
Subject/Department text ✓ This would indicate the department or academic unit offering the course.
Catalog Number text ✓ This is the course number
Section Name text ✓ This is the section name
Full Course Name text ✓ The full Course Name
Enrollment Count integer ✓ Leave this field as 0. Will be deprecated
Term Length integer ✓ Leave this field as 0. Will be deprecated
Start Date date ✓ The start date of the course. Do not include a time stamp. Time stamp defaults to 00:00 of the institution’s timezone (beginning of the day).
End Date date ✓ The start date of the course. Do not include a time stamp. Time stamp defaults to 00:00 of the institution’s timezone (beginning of the day).
Status enum ✓

 

Available, Deleted

Note: Deleted should only be used when the Course has been cancelled and is NO longer available to students. If the Course has ended, CircleIn uses the End Date of the course and will automatically make the course unavailable for students. 
 

Enrollments

 

Field Name Data Type Required Description
Unique Course/Section Identifier text ✓ This is the unique identifier for the course in which to enroll this user
Term text ✓ Should match the term of the course in which this enrollment is placed
Role enum ✓ Standard Role labels and possible aliases, all case-sensitive
      Student Aliases: Student,student
      Teacher Aliases: teacher,faculty
      Tutor Aliases: Tutor, tutor Peer Leader Peer Tutor SI Leader Tutor Orientation Leader Summer Bridge Program Leader FYE Leader School Leader Student Leader
Unique User Identifier text ✓ The unique identifier for the user. This identifier is used to match users when using Single Sign On (i.e. SAML).
First Name text ✓ The user’s PREFERRED first name
Last Name text ✓ The user’s last name
Email text ✓ The user’s email address. This must be unique within the school
Status enum ✓

 

Active, Deleted

Note: Deleted should only be used if a student has withdrawn and is no longer taking the course.
 

UPDATE IDS

 

Field Name
Data Type
Required
Description
old_id
text
✓
The current ID in CircleIn’s database to be changed.
new_id
text
✓
The updated ID that will be used moving forward. This must be unique.
obj_type
text
✓
course, user This defines which ID you wish to target.
 

Communities

 

Field Name Data Type Required Description
Name text ✓ Name of the Community
Purpose text   Purpose of the Community
Description text   Description of the Community
Thumbnail Image text   Community thumbnail icon that shows up on the left menu of Chat. Recommended size 512x512, minimum size is 125x125
Cover Image text   Community cover image that shows up on the top of the community itself. Recommended size 1920x1080, minimum size is 960x540Status
Status text ✓ Status of the community’s visibility. It can be ‘Active’ or ‘Inactive’
 

Communities Enrollments

 

Field Name Data Type Required Description
Unique User Identifier text ✓ This is the unique ID that identifies a user. This identifier is used to match users when using Single Sign On
Name text ✓ Name of the Community
Role text ✓ Role inside the Community. This can be Creator, Member, or Moderator
Status text ✓ User’s status in the community. It can be Active or Inactive