Imports lets you add a whole list of students at once from a spreadsheet, instead of typing them in one by one. Each row becomes a student in their class, with a parent or guardian linked to them. It’s the quickest way to get started at the beginning of the year.
- Where System → Imports
- Who can use it Anyone whose role includes Imports.
- Set up first Streams & Classes (every class named in your file must already exist)
Get the template
Click Download CSV Template. You get a file with the right column headings and one example row. Open it in Excel, Google Sheets or LibreOffice, delete the example row and type or paste your students underneath.
Tip: When you save, choose CSV (Comma delimited) as the file type. An ordinary Excel file (.xlsx) won’t work.
Fill in the columns
| Column | Required? | Example |
|---|---|---|
| admission_number | Yes, and unique in your school | STD-0100 |
| first_name | Yes | Kojo |
| last_name | Yes | Asante |
| gender | No | Male |
| date_of_birth | No | 2016-04-10 (year-month-day) |
| class_name | Yes | Basic 6 A |
| guardian_first_name | Yes | Yaw |
| guardian_last_name | Yes | Asante |
| guardian_phone | Yes | 024 000 0000 |
| guardian_relationship | No | Father |
| guardian_email | No | [email protected] |
The class_name must be spelt the same as the class in Streams & Classes. Capital letters don’t matter, but spaces and spelling do: JHS 1A and JHS 1 A are different classes.
Import the file
- Under CSV File, choose your saved file. A message says how many rows are ready, for example 212 row(s) ready to import.
- Click Import Students and wait for it to finish.
- The message changes to show how many were imported and how many failed, and an Import Results table appears below.
Read the results
Each row of your file gets a line marked Imported or Failed, with the reason. Row 1 is your first student, the line just under the headings.
Common reasons a row fails:
- Class “…” not found. Fix the spelling or create the class first.
- A student with this admission number already exists. That student is already in the app, or two rows share a number.
- At least one parent, guardian, or sponsor is required. Fill in the guardian’s first name, last name and phone.
Before you import again: make a new file with only the failed rows. Rows that were imported stay imported; importing them again just fails as duplicates.
Good to know
- Only students can be imported here. Staff and other records are added in their own modules.
- Each row links one guardian. Add a second parent afterwards in Students or Guardians.
- Imported students start as active students in the class you named. Their fees, attendance and results start from nothing.
- If you have hundreds of students, consider splitting the file by class so problems are easy to spot.