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Bulk data import

Loading existing students and staff by hand is impractical. EduPrime imports from spreadsheets — you prepare a file, map its columns to fields, validate, fix errors and import. This page makes that safe and repeatable.

Where to find it — App drawer → EduPrime → Configuration → Demo Data Generator.
Bulk data import
Bulk data import in EduPrime.

Prepare the spreadsheet

Start from a template so your columns match EduPrime's fields. In the target list (for example Students), use Favorites → Import records and download the sample template, or export a few existing records to see the exact column names.

Good practiceWhy
One row per recordEach row becomes one student or staff member
Include a unique key columnAdmission number or staff ID lets re-imports update instead of duplicate
Use ISO dates (YYYY-MM-DD)Avoids ambiguous day/month parsing
Clean phone/email columnsBad contacts mean failed notifications later
Match list values exactlyClass, stream and programme names must already exist
Important — Create classes, streams, subjects and the academic year before importing students. The import links each student to those records by name — if a class does not exist yet, the row fails.

Map columns to fields

  1. Open the target list and choose Import records.
  2. Upload your spreadsheet (CSV or Excel).
  3. EduPrime auto-matches columns to fields; correct any it guessed wrong using the dropdown beside each column.
  4. For linked fields (class, programme), confirm it resolves to the right existing record.

Validate before importing

Always use Test first — it checks every row without writing anything.

  1. Click Test.
  2. Read the errors: they name the row and the problem (missing required field, unknown class, bad date).
  3. Fix the spreadsheet and re-test until it reports no errors.
  4. Then click Import.
Tip — Import a small batch first — say 10 rows — check the result on screen, then import the rest. It is far easier to spot a mapping mistake on 10 records than on 2,000.

Idempotency & re-imports

If your file includes a unique key column (admission number, staff ID) and you map it as the external identifier, re-importing the same file updates existing records rather than creating duplicates. This makes imports idempotent — you can safely correct a column and re-run.

Important — Without a stable unique key, every import creates new records. If you re-run a keyless import you will get duplicate students. Always include and map a unique identifier for production imports.

After importing

  • Spot-check a sample of records against the source spreadsheet.
  • Confirm counts match (rows in vs records created).
  • Grant portal access to guardians once contacts are verified.
  • Take a backup so this clean imported state is preserved.
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