Adding and importing students
Last updated: October 23, 2026
Add students manually (Students > +Add Student > name, email, nationality, location required + optional counselor; Save auto-generates profile), or import in bulk (Admin only: Students > 3-dot > Import Students > download template > fill > .csv > upload > configure > Preview > Import). Includes CSV data preparation and troubleshooting for common import errors.
Add students to your database one at a time, or import large groups all at once.
Adding students manually
Add students one at a time from the Students section.
How to access
Students in the left side menu > + Add Student at the top.
Required fields
- Student name.
- Email address.
- Nationality.
- Current location.
Optional at creation
- Assign to yourself or a counselor.
What happens next
Click Save. The system auto-generates the student profile and opens it. Information entered during creation is pre-filled.
Complete the rest of the profile from the student page (gender, phone, birth date, full address, passport, visa type, etc).
Importing students in bulk
Import large groups of students at once instead of adding them individually.
Permissions
Only Admins can import students.
Steps
- Go to Students > 3-dot icon next to + Add Student > Import Students.
- Download the import template.
- Fill out the template with student data.
- Save as
.csvfile. - Upload via the Upload button.
- Configure import settings:
- Duplicate handling. Skip existing emails OR overwrite existing students with same email.
- Office. Select the destination office.
- Assign to user. Select an agent.
- Custom fields. Add additional info (limited to batch assigning all records to existing custom field values).
- Click Preview Import to review.
- Click Import Students to begin.
Important. Don't close the browser tab until the import is complete.
Required fields in CSV
| Field | Type | Required |
|---|---|---|
| first name | text | Yes |
| last name | text | No |
| text | Yes | |
| preferred Name | text | No |
| phone | text | No |
| address | text | No |
| postal Code | text | No |
| nationality | Country code (MX, BR, FR) | Yes |
| notes | text | No |
| birth Date | YYYY-MM-DD | Optional, strict format |
| pipelineStageId | number | Blank = unassigned |
Data preparation and troubleshooting
Clean data is critical for successful imports. Even a minor error can stop the entire import.
Cleaning the data
- Clean any stray characters or spaces.
- Format dates as
YYYY-MM-DD. - Ensure all emails contain
@and are correctly formatted. - Remove columns that have a heading but no values (e.g. if not importing pipelineStageIds, remove that column entirely).
- Delete all empty rows at the bottom of the spreadsheet.
- Save as
.csv.
Common errors and fixes
| Symptom | Likely cause | Fix |
|---|---|---|
| Total Students: 0 in preview | Empty rows or formatting error | Delete empty rows, re-export as CSV |
| Error message after submitting | Permissions or invalid data | Verify users have access to the import office |
| Date errors | Wrong date format | Use strict YYYY-MM-DD |
| Nationality unrecognized | Wrong country code | Use 2-letter ISO codes (e.g. MX, BR, FR) |
| Duplicate email errors | Existing students | Choose Skip or Overwrite in import settings |
Permission requirements
All assigning users (agents) in the spreadsheet must have the correct permission to access the import office.
Best practices
- Test with a small batch (5-10 students) before importing 1,000s.
- Keep the import template open for reference.
- Don't close the browser during import.
- Verify import results after completion (Total Students count).