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Import students from a CSV or Excel file

Bring students and their guardians in from a CSV or XLSX file, match the columns, review possible duplicates, and undo the import within 24 hours if needed.

Written for: Owners and adminsUpdated

Steps

  1. Open Students and select Import CSV. If you have no students yet, select Import students. Both buttons open the Import students page.

  2. You can also open Admin console, then Imports & exports, then the Students tab.

  3. If you want a ready-made layout, select Download template and fill it in.

  4. Choose your file. CSV and XLSX files work. Save older Excel files as XLSX first.

  5. Under Map columns, set Import as for each File column. Student name is required. You can also map Guardian name, Guardian email, Guardian phone, the second guardian fields, Batch / class, Date of birth and Previous-system id. If the file has several sheets, pick the right one under Sheet.

  6. If ChessCore asks How are the dates written?, pick the order your file uses so no birthday ends up wrong.

  7. Select Continue. On Review import, check any Rows with errors and the New batches that will be created.

  8. Under Review matches, choose what happens to each row that may already exist, for example Keep both, Use existing record or Skip this row. The choices offered depend on the row.

  9. Select the import button. Its label shows how many students will be imported.

  10. On Import complete, select View students or Plan a class, or select Open import receipt to invite families and set up student logins.

Good to know

  • You need permission to import and to edit students. Without it, the import page sends you back to Students.
  • If the file has more new students than your plan has room for, a Student places on your plan notice appears. You can select Import only available places or Review plans.
  • Rows that match people already on file can be skipped together with Skip all already-imported rows.
  • Each field can only be mapped once. For two parents, use Guardian name and Second guardian name.
  • If you import the same layout often, name it under Preset name and select Save column preset.
  • You can undo an import for 24 hours. Open its receipt, or find it under Recent imports, and select Undo this import. This reverses the whole import at once and cannot be undone again.
  • Imports & exports has other tabs for Guardians, Batches, Staff, Enrolments, School roster, History and Fees & payments. Which tabs you see depends on your permissions.

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