Import Wizard

The Import Wizard walks you through uploading applicant data from a spreadsheet file (CSV or XLSX), mapping columns to system fields, validating the data, and executing the import. It is a full-screen, multi-step workflow designed to prevent errors and give you full control over what gets imported.

Import Wizard Walkthrough

Coming soon — an interactive walkthrough will be added here.

Accessing the Import Wizard

1. Navigate to the applicant list or the Import/Export section.
2. Click the Import button.
3. The Import Wizard opens in a full-screen view with a vertical stepper on the left side showing all six steps.

Step 1: Upload File

1. Drag and drop your CSV or XLSX file onto the upload area, or click to browse your computer.
2. The system reads the file and displays:
   • File name
   • Total number of rows detected
3. Click Continue to proceed.

TIP

Supported file formats are .csv and .xlsx. The maximum file size depends on your server configuration, but typical imports handle thousands of rows without issues.

WARNING

Ensure your spreadsheet has a header row. The wizard uses the first row to identify column names for the mapping step.

Step 2: Column Mapping

This is the most important step. You map each column in your file to a corresponding field in the system.

1. The wizard displays your file's column headers alongside dropdown selectors for system fields.
2. The system attempts auto-mapping based on common column name patterns (e.g., "Email" maps to the email field, "First Name" maps to first name).
3. Review each mapping:
   • Green indicator -- Successfully auto-mapped.
   • No mapping -- The column was not recognized; select the correct field manually or skip it.
4. For unmapped columns, click the dropdown and select the appropriate system field from the categorized list:
   • Parent / Guardian 1 -- parent.first_name, parent.email, etc.
   • Parent / Guardian 2 -- parent2.first_name, parent2.email, etc.
   • Student -- student.first_name, student.date_of_birth, etc.
   • Academic -- academic.enrolment_year, academic.program
5. Click Validate & Preview to proceed.

TIP

You can skip columns that you do not want to import by leaving them unmapped. Only mapped columns will be processed.

Step 3: Validation & Preview

The wizard validates your data and shows a preview of what will be imported.

1. The system checks each row for:
   • Required fields -- Are mandatory fields populated?
   • Data format -- Are emails valid? Are dates in a recognized format?
   • Duplicates -- Are there rows that match existing records?
2. Results are displayed in a table showing:
   • Valid rows -- Ready to import.
   • Rows with warnings -- Can be imported but have minor issues.
   • Rows with errors -- Cannot be imported until fixed.
3. Review the validation summary and individual row details.
4. Click Configure Import to proceed.

WARNING

Rows with errors will be skipped during import. You can fix issues in your source file and re-import, or proceed with only the valid rows.

Step 4: Import Options

Configure how the import should behave:

1. Duplicate handling -- Choose what happens when an imported record matches an existing lead:
   • Skip -- Do not import the duplicate.
   • Update -- Merge new data into the existing record.
   • Create new -- Import as a new record regardless.
2. Target pipeline and stage -- Select which pipeline and initial stage new leads should be placed in.
3. Enrolment year -- Assign an academic year to imported records.
4. Click Start Import to begin.

Step 5: Import Progress

The import runs and displays a real-time progress indicator:

• A progress bar shows the percentage complete.
• The count of processed, successful, and failed rows updates as the import proceeds.
• You cannot navigate away from this step while the import is running.

WARNING

Do not close the browser tab or navigate away while the import is in progress. This may result in a partial import.

Step 6: Results

After the import completes, you see a summary:

• Total rows processed
• Successfully imported
• Skipped (duplicates)
• Failed (errors)

You can:

• Download an error report to see which rows failed and why.
• Close the wizard and return to the applicant list, where newly imported records will appear.

Troubleshooting

Problem	Solution
File not accepted	Ensure the file is .csv or .xlsx format. Other formats are not supported.
Columns not recognized	Check that your file has a header row with descriptive column names.
Many validation errors	Review date formats (use YYYY-MM-DD or DD/MM/YYYY) and email formats.
Import stalls	Large files may take several minutes. If it does not progress, try splitting the file into smaller batches.

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