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Book & Supply Hub - Uploading book codes from an external provider

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/Barcode (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. 

-Assignment status must be listed with one of the three EXACT option:

Handed over means the student was given the book and still has it.

Returned means the student had the book and it has since been returned so the school now has it as an available book. Once it is listed in VSware that copy will be listed as available to be given to a new student while still having a record of who had it last.

Added to Book List means the student does NOT yet have the book but will soon be getting it 

 *Typically, one will likely be using Handed over or Returned on this form. Any new stock can be added after the import and new students assigned after as well. 

PLEASE USE THE COLUMN TITLES AS SHOWN IN THE EXAMPLE

This task will be manually completed by one of our team, we will complete this for you as quickly as possible.

See the ExampleScreenshot 2026-08-12 112552

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.