Uploading book codes from an external provider. This article is intended for Admin. (Read time: 2 minutes).
Last updated 15/07/2025
Using External Book Codes in VSware
Book codes in VSware are unique 22-digit identifiers automatically generated for each individual copy of a book when you create new book collections. These codes allow schools to track and assign specific copies to students.
However, some schools already use book codes provided by an external source, such as a local book supplier. If that’s the case for your school, you don’t have to switch to the VSware-generated codes, you can continue using your existing ones.
These external codes can be uploaded into VSware so each book copy remains trackable within the system.
To upload external or existing VSware book codes, you must contact support directly who will complete this for you. Please take the following steps:
- Email support@vsware.ie
- Use Subject field: External Book Code Upload
- Attach to the email, a CSV and include the following columns
- The Book Title
- The ISBN
- Your unique Book Code (You'll have a separate row for each individual copy/code)
- If you would like us to also link the individual copy of that book to individual students, please also include the student name and VSware ID in the row so we know which book code to link each student to. Exclude this information if you'd prefer to link the students yourself.
This task will be manually completed by one of our team, we will complete this for you as quickly as possible.
Note: if you want to add a collection, but you don't want VSware to auto-generate book codes, go to Book and Supply Hub > Add New Collection > Manually > Enter the all the relevant book details, but set the Units / Stock / Quantity to zero.
For the full guide on Book and Supply Hub, please visit: https://support.vsware.ie/en/book-supply-hub-
If you still have questions, please visit our knowledge base at support.vsware.ie. You can contact our support team via email at support@vsware.ie, via the chat bubble when you are logged into your VSware account or via phone on 01-5549628. Support hours are Mon - Fri, 08:30 - 18:00.