Tip: Streamline your student data management with Intake. Find out more here.
Purpose
Here you will find help with ensuring your imported students match to existing Borrower Records.
Covers: Verifying Borrower matches and resolving mismatched records.
Does Not Cover: Initial import of students.
When to Do This
After importing students, especially if your MIS data has changed.
What Happens When There Is a Match?
If there is a match and someone has the same Management System ID then the record in the Borrowers table is updated with the details from the Intake table. If the Management System IDs do not match but the Forename, Surname and Date of Birth matches, the same applies.
Should only the Forename and Surname match then the system will not update the existing user and will leave the record in the Intake table.
What Happens When There Is No Match?
The system places any unmatched borrowers (generally new students) in the Intake table ready to be transferred or matched with existing pupils.
Log into the library system, click 'Manage Library' or 'Librarian Only'.
Click 'Database' in the top menu then 'Intake'.
Double-click on a record or select the record and click 'Edit' in the 'Records' menu on the right-hand side and the matching form will open.
In the 'Imported Details' area, you will see the borrower information of the record that has been imported.
The options under 'Import Method' are where you can match the borrower with an existing record. To match the associated record from the Borrowers table, click 'Existing Borrower'.
Locate the associated borrower in the grid. Some suggestions are automatically generated but if the record is not present use 'Quick Search' to locate them. Once the existing borrower record has been located, click on it in the grid and then click 'Save'.
The borrower will then be automatically transferred to the Borrowers table and any details will be updated.
Repeat this process for all existing records.
Once all applicable records have been matched, only new students will be present in the Intake table and it is time to transfer your borrowers.
Tips
- Mismatches can often occur if student names or IDs change in your MIS.
- We suggest using unique IDs to avoid any duplicates.
FAQs
Q: What causes mismatches?
A: Mismatches can be caused by changes in student names, IDs, or MIS record formatting.
How some of our other customers have phrased this
- How do I check my import matched the right borrowers?
- I think we’ve got duplicate students – how do I fix it?
- Some pupils are missing after import – what should I do?
- Our new intake didn’t match existing records.
- How do I link the new records to old ones?
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