Bulk Import Students from Excel or CSV

TL;DR: Download our Excel template, fill in your student data, upload it, and EduSuite OS will create all student records in one go. Supports up to 5,000 students per import.

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Prerequisites

• Admin or Super Admin access
• Student data in a spreadsheet (Excel, Google Sheets, or CSV)
• Classes and sections already created in EduSuite OS

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Step 1: Download the Template

1. Navigate to Students → Import Students.
2. Click Download Template to get the Excel (.xlsx) file.
3. The template includes all supported fields with example data.

Template Columns

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Step 2: Prepare Your Data

Formatting Rules

• Date format: Use YYYY-MM-DD (e.g., 2012-05-15)
• Phone numbers: Include country code without + symbol (e.g., 919876543210)
• Class names: Must exactly match what's configured in EduSuite OS
• Gender: Use "Male", "Female", or "Other"
• No blank rows: Remove any empty rows between data entries

Common Mistakes to Avoid

❌ Using date format DD/MM/YYYY (use YYYY-MM-DD) ❌ Having spaces in class names that don't match ("Class 10" vs "10") ❌ Duplicate phone numbers for different parents ❌ Special characters in names (emojis, unusual symbols)

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Step 3: Upload & Preview

1. Go to Students → Import Students.
2. Click Upload File and select your prepared spreadsheet.
3. EduSuite OS will parse your file and show a Preview Table.
4. Review the preview carefully:
   • ✅ Green rows — Ready to import
   • ⚠️ Yellow rows — Warnings (missing optional data)
   • ❌ Red rows — Errors (must be fixed before import)

Handling Errors

If errors are found:

1. Click Download Error Report to see what went wrong.
2. Fix the issues in your original spreadsheet.
3. Re-upload the corrected file.

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Step 4: Import

1. Once all rows show ✅ or ⚠️, click Import Students.
2. A progress bar shows the import status.
3. When complete, you'll see a summary:
   • Total records processed
   • Successfully imported
   • Skipped (duplicates)
   • Errors (if any)

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Step 5: Verify

1. Navigate to Students → All Students.
2. Filter by class to spot-check imported records.
3. Click into a few student profiles to verify data accuracy.

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Advanced: Updating Existing Records

To update existing student data in bulk:

1. Go to Students → Export to download current data.
2. Make changes in the exported file.
3. Go to Students → Import → Update Existing.
4. Upload the modified file.
5. EduSuite OS will match records by Admission Number and update accordingly.

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Limits & Performance

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Troubleshooting

Q: Import stuck at "Processing". A: For large files (3,000+ records), processing may take 2-3 minutes. Refresh the page after waiting. If still stuck, try splitting into smaller batches.

Q: "Class not found" error. A: The class name in your spreadsheet doesn't match EduSuite OS. Go to Settings → Academics → Classes to verify exact names.

Q: Duplicate students detected. A: EduSuite OS checks for duplicates by name + parent phone. If a legitimate new student is flagged, use "Force Import" on that row.

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Need help with data migration from another system? Contact our migration team for hands-on assistance.