Add Students (Manual + CSV)

Documentation Index

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Demo data notice Any names, student records, IDs, and examples shown in this documentation section are fictitious sample data for demonstration and training purposes only. Any resemblance to real persons, schools, or records is purely coincidental.

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Choose the right path

• Use manual add for a few students
• Use CSV import for batches and section/class updates

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How to add one student manually

1. Go to Students.
2. Click + Add Student.
3. Enter required fields:
   • First name
   • Last name
   • Grade (0 to 12, where 0 is Kindergarten)
   • School year
4. Optional fields:
   • Middle name
   • External student ID (up to 20 characters)
   • Class/section (required when sections exist for that grade)
5. Click Save (or Save & Add Another).

• Student appears in roster for that year/grade context.

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Add Student fields explained

• First name (required): Student’s given name.
• Last name (required): Student’s family/surname.
• Middle name (optional): Helps distinguish students with similar first/last names.
• Grade (required): Numeric grade level (0 to 12), where 0 represents Kindergarten.
• School year (required): Academic year context for enrollment and reporting.
• Class (conditional): Class/section for that grade and year. If no sections exist, student can be enrolled without a class.
• External student ID (optional, max 20): Any ID the school wants to use as a cross-reference in another system (for example, the school’s main directory or SIS record ID).

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How to add students via CSV

1. Go to Students.
2. Click Import CSV.
3. Click the ? help icon in the import header to review exact format and rules.
4. Upload your CSV and confirm row count.
5. Click Proceed.
6. Review import results.
7. Download:
   • Successes (includes generated student_code)
   • Failures (includes failure_reason)

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CSV format rules (quick reference)

• first_name
• last_name
• school_year (format YYYY-YYYY, example 2025-2026)
• grade (integer 0 to 12)

• middle_name
• class
• external_student_id (max 20 chars, unique in org when present)

• CSV only
• Maximum 500 rows
• Headers are case-insensitive and normalized

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Common CSV outcomes

• If class is provided and does not exist, class is created automatically
• If student is already enrolled for same year+grade, row updates class assignment
• Duplicate external_student_id values are rejected

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Troubleshooting

• “Missing required columns”: verify exact required headers
• “Invalid year format”: must be YYYY-YYYY and second year = first + 1
• “Invalid grade”: must be between 0 and 12
• Class required error: choose a class when that grade is sectioned

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Reference