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Video tutorial coming soon

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Overview

Instead of adding students one at a time, you can bulk-import them from a spreadsheet. The import creates student records and their linked guardian records in a single step.
Sports clubs download a Player_import.xlsx template instead of Student_import.xlsx — the columns are identical, only the label differs.

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Step 1 — Download the template

  1. In the left sidebar, click Students.
  2. Click the Import/Export button in the top right → select Import.
  3. In the Import modal, click Download template at the bottom right.
  4. Open the downloaded file (Student_import.xlsx or Player_import.xlsx) in Excel or Google Sheets.

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Step 2 — Fill in the template

Each row represents one student. The following columns are included: Student fields
ColumnRequiredNotes
Student IDYesYour internal ID (max 16 characters)
First NameYes
Last NameYes
Date of BirthYesUse the format shown in the template
GenderYesmale, female, or other
Year / Grade LevelYesNumeric — e.g. 5 for Year 5
Class NameYese.g. 5A (max 16 characters)
Guardian fields (one guardian per student row)
ColumnRequiredNotes
Guardian First NameYes
Guardian Last NameYes
RelationshipYesfather, mother, grandfather, grandmother, or guardian
Guardian PhoneYes
Guardian EmailYesUsed to send the guardian their invitation
Primary ContactNotrue or false
You can add multiple guardians per student by repeating the guardian columns — refer to the template for the exact column layout.

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Step 3 — Upload the file

  1. Back in the Import modal, drag and drop your completed file into the upload area, or click Select file to browse.
  2. Accepted formats: XLSX, XLS, or CSV — maximum 5 MB.
  3. Click Upload.

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Understanding the results

After upload, a summary shows:
  • Students created — new student records added
  • Students updated — existing records overwritten with new data (matched by Student ID)
  • Guardians created — guardian records created alongside students
If there are errors:
  • Rows with formatting issues are imported with the invalid fields left blank — review and update those students manually afterwards.
  • Duplicate records (same Student ID) are overwritten with the new row’s data.
  • If some rows cannot be imported at all, a downloadable student_import_errors.xlsx file is provided — open it to see which rows failed and why.
A partial import is still saved. Rows that passed validation are created even if others failed.