List Management

Proper list management is essential for maintaining accurate data for printing. Inaccurate data can cause issues when printing IDs. Badge Clients will be able to manage various lists, their columns, and annually create new lists. 

Lists function as databases or information systems. They should be managed following certain best practices, including:

• Having multiple lists for different needs
  • e.g. separate student and staff lists
• Using standardized column headers
  • e.g. using 'first name' as a column header in all lists, instead of multiple variations such as 'first' 'firstname' 'name' 
• Using clear list naming conventions
  • e.g. 'Students 25/26' versus 'Students Old List' 'Students Current List' 'Test List '25'
• Limiting access as necessary
• Maintaining up-to-date records by updating the list regularly, either via SFTP or Manual Imports
• Creating new lists annually
  • This clears out graduated students, and helps manage records by year

Managing Multiple Lists

When managing multiple lists, it is important to understand where their use and data needs differ. The most common reason clients need multiple lists is if they use Badge for both Student and Staff IDs.  

Both Student and Staff lists share a standard set of columns: id, campus, first name, last name. They differ on if extra columns are needed, and what they are. 

Student lists typically require more columns of data, including: qr code, grade, bus route, or middle initial. 

Staff lists might only need one extra column, position, depending if they are faculty or staff. 

The columns of data in a list are what gets printed onto a card. Consider what information your card will need on it, and adjust your list accordingly. 

Adding and Removing Columns in Lists 

We highly recommend clients speak with their Badge Project Manager before making any major updates to lists. They will help figure out your needs and how to best suit them within Badge. 

Column names should be standardized if possible. Please also keep the names as-is once they are set. Changing the names can cause issues with data. Keeping standard names without changes makes pulling data into Badge and mapping data onto layouts easier. 

Columns can be added and removed as needed. Columns added won't immediately print onto cards, please inform your Project Manager if you would like a new field added to your ID card. 

When you update columns/headers, ensure any connected systems also follow the change. This includes data going into Badge from your SIS and from Badge to your Bus or other 3rd party system. 

For instance, before removing the grade column from Badge, ensure that it won't affect any exports to your third-party system. It is important for the systems to mirror each other to ensure all list records and values are recognized. 

Importing Data to Badge 

It is not recommended to manually remove columns from imports to Badge if the imports are connected via SFTP. 

Your project manager will assist in setting up SFTP imports by providing credentials.

To ensure cards are printed properly, the data in Badge needs to be accurate and up to date. Proper list management includes ensuring the list is up to date from your SIS or other Information System. 

Lists can be updated in two ways, via SFTP file sending or manually importing a file. SFTP imports can be automated for ease. Manual imports will require going in to Badge and uploading a file there.

More information about SFTP setup: SFTP: Setup SFTP

More information about Manual Imports: Manual Import: Records and Images

Annually Creating a New List

Before the new school year begins, it is recommended to create a new list for the new year. We recommend doing this prior to the school year to make sure the list is accurate and doesn't cause any interference with Ridership Programs during the year. 

Creating a new list also clears out graduated students, and ensures that records are kept current. 

This ensures that records are current, and that graduated students are cleared out. By creating new lists in Badge, every school year will be simplified and start with a clean slate. 

If needed, old lists can be stored to keep historical data for reference as well.