Import Templates & Required Columns

To ensure a smooth import experience, your CSV or XLSX file should follow specific formatting guidelines. This article covers the recommended file structure, required columns, and data formatting rules.

File Format Requirements

• Supported formats: .csv (comma-separated values) and .xlsx (Excel).
• Encoding: UTF-8 is recommended for CSV files to properly handle special characters and non-Latin scripts.
• Header row: The first row must contain column headers. The wizard uses these headers for auto-mapping.

Recommended Column Structure

While you can use any column names (the wizard lets you manually map them), using standard names enables auto-detection. The following table shows recommended column headers and their mapped system fields:

Parent / Guardian 1

Recommended Column Header	System Field	Notes
parent_first_name	Parent 1 First Name
parent_last_name	Parent 1 Last Name
parent_email	Parent 1 Email	Used for deduplication
parent_phone	Parent 1 Phone
parent_relationship	Parent 1 Relationship	e.g., Mother, Father, Guardian
parent_address	Parent 1 Address
parent_city	Parent 1 City
parent_country	Parent 1 Country

Parent / Guardian 2

Recommended Column Header	System Field	Notes
parent2_first_name	Parent 2 First Name
parent2_last_name	Parent 2 Last Name
parent2_email	Parent 2 Email
parent2_phone	Parent 2 Phone
parent2_relationship	Parent 2 Relationship
parent2_address	Parent 2 Address
parent2_city	Parent 2 City
parent2_country	Parent 2 Country

Student

Recommended Column Header	System Field	Notes
child_first_name or student_given_name	Student First Name
child_last_name or student_family_name	Student Last Name
child_birthdate or student_dob	Date of Birth	Use YYYY-MM-DD format
child_country	Nationality
child_gender	Gender
child_languages_spoken	Languages Spoken

Academic

Recommended Column Header	System Field	Notes
academic_year	Enrolment Year	Must match an existing enrolment year name
program	Program	Must match an existing program name

Required vs Optional Columns

There are no strictly required columns -- you can import any combination of data. However, for meaningful records, you should include at minimum:

• At least one parent name and email -- This is essential for communication and deduplication.
• Student name -- First and/or last name to identify the applicant.

TIP

The more complete your data, the fewer manual updates you will need after import. Include program, enrolment year, and contact details whenever possible.

Data Formatting Guidelines

Email Addresses

• Must be valid email format (e.g., [email protected]).
• Used for parent deduplication -- if a parent with the same email already exists in your school, they will be linked rather than duplicated.

Phone Numbers

• Include the country code when possible (e.g., +44 7700 900000).
• Any format is accepted; the system stores the value as-is.

Dates

• Preferred format: YYYY-MM-DD (e.g., 2018-03-15).
• Also accepted: DD/MM/YYYY, MM/DD/YYYY, DD-MM-YYYY.

WARNING

Ambiguous dates like 03/04/2018 (March 4 or April 3?) may be interpreted differently depending on format. Use YYYY-MM-DD to avoid ambiguity.

Country Names

• Use full country names (e.g., "United Kingdom") or ISO country codes (e.g., "GB").

Relationship Values

• Accepted values: mother, father, guardian, step_mother, step_father, other.
• The system normalizes common variations (e.g., "Mom" maps to "mother").

Sample Template

Here is a minimal example of a well-structured import file:

parent_first_name,parent_last_name,parent_email,parent_phone,parent_relationship,child_first_name,child_last_name,child_birthdate,program,academic_year
Jane,Smith,[email protected],+1-555-0101,mother,Emma,Smith,2019-06-15,Reception,2025/2026
John,Doe,[email protected],+1-555-0202,father,Oliver,Doe,2020-01-22,Nursery,2025/2026

Tips for a Successful Import

1. Clean your data first -- Remove empty rows, fix typos, and standardize date formats before importing.
2. Remove duplicate rows -- While the wizard handles duplicates, cleaning them beforehand is faster.
3. Use consistent formatting -- Ensure all dates, phone numbers, and relationship values follow the same format throughout the file.
4. Start small -- If importing a large dataset for the first time, test with a small sample (10-20 rows) to verify your mapping and data quality.
5. Keep a backup -- Always save a copy of your original file before making changes.

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