Import pupils

Pupils from an Excel file into the current year: one row per pupil.

What it is for

To enter many pupils at once or update their details, each in their school, grade and class.

Who uses it

The page opens for whoever holds “View the pupil register”, to look only, or “Manage pupils: the register, guardians, placement and promotion”, to work in it. In the built-in roles: Owner, Manager, Team member, Principal, Counselor. They are granted to any role under Settings → Roles and permissions.

Step by step

1. Download the template and fill it: the name, school and grade, and the pupil number or identity number.
2. If the file has the pupil's two guardians, fill their columns: the first with name, ID, mobile and relation, the second with name, ID, mobile and relation. All are optional.
3. Upload the file and press “Check”, and review what will be added and updated, and the number of new guardians and their links.
4. Tick “Skip” on a row with a problem to save the rest; the row goes to «Needs review».

How it works

A pupil is matched by their number, then by their identity number, and an empty cell keeps what is on file. A new pupil is enrolled in the current year, and a row past the plan's limit is refused before anything is saved. A guardian is matched by their ID number, else by their mobile with their name (so siblings keep one guardian), else a new person is made; nothing of a person already on file is rewritten. The first guardian linked to a pupil becomes the primary one if the pupil has none, and receives messages; what the office set on an existing link stays, and a revoked link or a deactivated guardian is never brought back by an import: the row is refused, and so is an ID number that is a pupil's, or one ID number given for two people in the file. A guardian's mobile that does not read never stops the pupil: the guardian is kept by their ID without it, or left out if they have no ID, and the check counts them. Of a skipped row only its number, its reasons and its safe values are kept: no name, ID or mobile.

On the page

• The year new pupils are enrolled in: the year the header shows.
• The pupil number or identity number matches a row to a pupil on file, and an empty cell wipes nothing.
• The template, the upload and the check.

Questions

Does a school's principal import?

Yes, whoever holds the pupils' key at their school: only your school's rows are imported; the rest are refused as “Outside what you may enter”. A pupil of another school is neither changed nor moved to it, and an ID number of a person registered outside your school is refused. There is no «Needs review» list for a role over one school: a refused row is left out, not saved.

Why was a row with a guardian refused?

The guardian has no name, or neither an ID nor a mobile, or the ID number is a pupil's, or the two guardians are one person, or their link is revoked or their record deactivated; the reason is shown beside the row.

Do I still need to import the guardians?

Not if the file carries their columns; “Import guardians” is for those who were not in the pupils' file.