> ## Documentation Index
> Fetch the complete documentation index at: https://docs.mymeddical.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Importing students from a spreadsheet

> Bulk-upload your student or athlete list using the mymeddiCAL Excel template.

> Video tutorial coming soon

## 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.

<Note>
  Sports clubs download a **Player\_import.xlsx** template instead of Student\_import.xlsx — the columns are identical, only the label differs.
</Note>

## 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.

## Step 2 — Fill in the template

Each row represents one student. The following columns are included:

**Student fields**

| Column             | Required | Notes                                |
| ------------------ | -------- | ------------------------------------ |
| Student ID         | Yes      | Your internal ID (max 16 characters) |
| First Name         | Yes      |                                      |
| Last Name          | Yes      |                                      |
| Date of Birth      | Yes      | Use the format shown in the template |
| Gender             | Yes      | `male`, `female`, or `other`         |
| Year / Grade Level | Yes      | Numeric — e.g. `5` for Year 5        |
| Class Name         | Yes      | e.g. `5A` (max 16 characters)        |

**Guardian fields** (one guardian per student row)

| Column              | Required | Notes                                                           |
| ------------------- | -------- | --------------------------------------------------------------- |
| Guardian First Name | Yes      |                                                                 |
| Guardian Last Name  | Yes      |                                                                 |
| Relationship        | Yes      | `father`, `mother`, `grandfather`, `grandmother`, or `guardian` |
| Guardian Phone      | Yes      |                                                                 |
| Guardian Email      | Yes      | Used to send the guardian their invitation                      |
| Primary Contact     | No       | `true` or `false`                                               |

<Tip>
  You can add multiple guardians per student by repeating the guardian columns — refer to the template for the exact column layout.
</Tip>

## 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**.

## 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.

<Note>
  A partial import is still saved. Rows that passed validation are created even if others failed.
</Note>