Importing students
Bulk-import a whole cohort from a spreadsheet — build a template, review and fix rows, then import and read the results.
When you need to add a whole cohort at once, use the bulk importer instead of creating students one by one. You build a spreadsheet template with exactly the columns you want, upload it, review and fix any rows inline, then import. Photos can even be embedded directly in the spreadsheet.
Before you start
- You need a staff role with permission to manage students.
- Have your student list ready as a spreadsheet, or start from the template the importer generates (recommended).
Only First and Last name are required
Every other column is optional. Start from a small sample if you are unsure — the importer validates your file and tells you exactly what to fix.
Step 1 — Build and download the template
Go to User management → Students and select Import. On the first step, open Customize columns to choose which columns your template should contain, then select Download.
Download Template
Download a template to ensure your file has the correct format
REQUIRED
OPTIONAL
Upload File
Upload your Excel file with user data
Drop your .xlsx file here, or click to browse
.xlsx or .xls · up to 10 MB · 1 file
First Name and Last Name are always included and can't be unchecked. Everything else is optional — use Select all or Deselect optional to start from either end. Location is a single choice that adds the Country, Region and City columns together.
Available columns
| Column | Required | Notes |
|---|---|---|
| First Name | Yes | |
| Last Name | Yes | |
| No | Needed to send login credentials | |
| Phone | No | |
| Picture | No | Can be an image embedded in the cell |
| Gender | No | Male, Female or Other |
| Date of Birth | No | |
| Place of Birth | No | |
| Country / Region / City | No | Added together as Location |
| Address | No | |
| ID Number | No | National / identity document number |
| Registration Date | No | |
| Registration ID | No | |
| Student ID | No | |
| Latest Attended Program | No | |
| Latest Attended School | No | |
| Latest Obtained Diploma | No |
Column headers can be English or French
The importer matches each column by its English or French name, so both "First Name" and "Prénom" map to the same field. Keep the header row from the generated template and you never have to think about this.
Embed student photos in the spreadsheet
You can paste a photo directly into a cell in the Picture column. The importer reads embedded images and attaches each one to the student on that row — no image URLs or separate uploads needed.
Upload your file
Drop your completed spreadsheet onto the upload area. The importer accepts a
single .xlsx or .xls file up to 10 MB, then parses it in the background
before moving you to the review step.
Step 2 — Review and edit
The importer shows one row per student, with only the columns your file carried. Rows with problems are highlighted in red and moved to the top so you can fix them first.
| Actions | Name | Gender | City | |
|---|---|---|---|---|
YBYasmine Bennani | not-an-email | Female | Casablanca | |
OEOmar El Fassi | omar.elfassi@example.com | Male | Rabat | |
SASalma Amrani | salma.amrani@example.com | Female | Marrakesh | |
MTMehdi Tazi | mehdi.tazi@example.com | Male | Fès |
For each row you can:
- Edit / view — the pencil switches a row into edit mode; the eye switches it back. In edit mode, cells become inputs: text fields, a Gender dropdown, date pickers for Date of Birth and Registration Date, a phone field, a photo uploader, and a Country → Region → City location picker.
- See what's wrong — the alert icon lists every validation problem on the row (for example a missing required field or a malformed email).
- Remove — the trash icon drops a row from the import.
Locations must match the list
City and Region depend on the Country you pick. If an imported value isn't in the location list, the cell prompts you to pick a matching location so it can be linked. Pick the Country first, then the Region, then the City.
You can search and page through large lists. Next stays disabled until every row is valid.
Step 3 — Confirm and import
The last step summarises how many students you're about to import and offers three settings.
Ready to import users
You're about to import 42 user(s).
Import settings
Enable account access
Users will be able to log in immediately after import
Update existing users
If a user already exists, update their information instead of skipping
Send login credentials via email
Automatically send welcome emails with login information to all imported users
- Enable account access (on by default) — imported students can log in immediately.
- Update existing users (off by default) — if a student already exists, update their information instead of skipping the row.
- Send login credentials via email (on by default) — sends a welcome email with login details to every imported student. This needs an Email column.
Select Start Import to run the import.
Imports run in the background
Large imports are processed by a background job. You can leave the page — the results report becomes available when the job finishes.
Reading the results report
When the import finishes, a results report downloads automatically. It lists how many students were created and which rows, if any, failed and why — so you can correct just those rows and re-import them.
Import completed! Your report will download shortly.
DownloadImport results
Created
41 students
Failed
1 row
Row 12 — invalid email address
After importing
Newly imported students can be enrolled into classes and cohorts, and their access enabled.
Troubleshooting
The importer matches columns by their English or French field name. Start from the generated template so the header row is exactly right, and avoid renaming the header cells.
Photos must be images embedded inside the cells of the Picture column, not links or file names. Re-embed the images and re-upload. You can also add a photo manually in the review step using the row's photo uploader.
City and Region are gated on Country. Pick the Country first, then the Region, then the City. If a value isn't in the list, choose the closest matching location so it can be linked.
Open the results report to see which rows failed and why. Fix those rows in your spreadsheet and run the import again — enabling Update existing users avoids duplicating the students that already imported successfully.