How to Import Staff & Teacher Data in Bulk

TL;DR: Download the staff template, fill in employee details, upload, and EduSuite OS creates all staff profiles with role assignments automatically.

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Prerequisites

• Admin or Super Admin access
• Staff data in a spreadsheet
• Roles already configured (default roles work for most schools)

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Step 1: Download the Staff Template

1. Navigate to Staff → Import Staff.
2. Click Download Template.
3. The template includes fields for both teaching and non-teaching staff.

Template Columns

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Step 2: Prepare Your Data

Role Values

Use one of these exact values in the Role column:

• Super Admin
• Admin
• Teacher
• Accountant
• Receptionist
• Librarian
• Transport Manager
• Support Staff

Class Assignment Format

For teachers, list class-section assignments separated by commas:

10-A, 10-B, 11-A

This automatically links the teacher to those classes for attendance, grades, and messaging.

Tips

• Use YYYY-MM-DD for all dates
• Email addresses must be unique per staff member
• Phone numbers should include country code without +

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Step 3: Upload & Review

1. Go to Staff → Import Staff.
2. Upload your prepared file.
3. Review the preview table for errors.
4. Fix any red-flagged rows and re-upload if needed.
5. Click Import Staff to proceed.

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Step 4: Automatic Invitations

After import, EduSuite OS can automatically:

1. Send login credentials to each staff member via email.
2. Assign them to their respective dashboards based on role.
3. Link teachers to their assigned classes.

Toggle "Send Welcome Email" during import to activate this.

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Step 5: Verify & Customize

1. Go to Staff → All Staff to review imported profiles.
2. Click individual profiles to add:
   • Profile photo
   • Additional qualifications
   • Bank details (for payroll)
   • Emergency contact information

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Updating Existing Staff Records

1. Export current data: Staff → Export.
2. Edit in your spreadsheet.
3. Re-import with "Update Existing" mode enabled.
4. Records match by Email or Employee ID.

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Troubleshooting

Q: Staff member didn't receive the welcome email. A: Check their email address is correct. Look in spam/junk folders. You can resend from Staff → [Name] → Actions → Resend Invite.

Q: "Role not found" error. A: Ensure the role name exactly matches one of the built-in roles. Custom roles must be created first in Settings → Users & Roles.

Q: Duplicate email detected. A: Each staff member needs a unique email. If two staff share an email, one will need a different address.

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Need help migrating from your old HR system? Contact us for migration support.