VidyaManage User Guide › Import Students

Import Students New

Move your whole school in from a spreadsheet, up to 2,000 students at a time, instead of adding them one by one.

Before you start

  • Create your classes and sections under Classes, or plan to tick Create classes I have not set up yet in step 3.
  • Have your student list in Excel, Google Sheets or a CSV file.

Step 1: Download the sample

Go to Student Directory and click Import from Excel. Click Download sample Excel (there's also a Sample CSV). It has these columns:

Full Name, Class, Section, Roll No, Date of Birth (DD/MM/YYYY), Gender, Father Name, Mother Name, Primary Phone, Secondary Phone, Email, Address, Admission Date (DD/MM/YYYY), Previous School. Admission No and Blood Group are optional.

Fill in one row per student. Your own spreadsheet works too, because you'll match its column headings in the next step. Click Next: Upload File.

Brothers and sisters: give them the same Primary Phone and they'll share one parent record.
Import Students step 1 with the progress bar and the Download sample Excel button

Step 2: Upload and match columns

Choose your Excel (.xlsx, .xls) or CSV file. Under Match your columns, check that each of your headings points at the right VidyaManage field. The Preview shows the first 20 rows. Click Next: Validate Data.

Import Students step 2 with column matching and a preview of the first rows

Step 3: Validate

You'll see how many Valid Rows and Rows with Problems the file has, with Problems by row underneath. VidyaManage checks for:

  • missing names,
  • classes that don't exist (e.g. 13) or that you haven't set up,
  • impossible dates (e.g. 31/02/2019),
  • invalid phone numbers and emails, and
  • duplicate admission numbers.

Then choose:

  • Fix and re-upload — correct your file (click Download rows with problems to get just those rows) and upload it again.
  • Import valid rows only — bring in the good rows now and add the rest later.
  • Tick Create classes I have not set up yet first if your file has new classes and you want them created.
Import Students step 3 showing valid rows, rows with problems and the problems listed by row

Step 4: Done

Import complete shows how many students were imported and skipped. Click Download skipped rows if you need them, then Go to Student Directory. Your new students are listed there straight away, with admission numbers given automatically.

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