Use the bulk import feature to add student records and their associated parent or guardian contacts to RollCall. Always start with the sample CSV downloaded from your portal.

Download and prepare the CSV template

1. Go to Settings → Students.
2. Select the blue Import button at the top right.
3. Select Download sample CSV file at the bottom left.
4. Enter the details of all new students and their associated parents or guardians. Do not add or remove columns.
5. Include all information you want imported into the student database. Information omitted from the upload may need to be added manually for each student.
6. Save the completed file in CSV format.

Complete the CSV fields

Student details

Required: First name, last name, student number, year level, import year, and campus. The other fields can be left blank as explained below.

Campus naming tip: Include your school name or acronym in the campus name.

Payment and fare details

Skip this section if you do not charge bus fares or collect payments through RollCall.

Payment rules: Use PAY PER PERIOD only when booking_option is BUS_TRAVELLER. A fixed fare overrides all other fare settings and applies every time the PAYG student travels.

Parent or guardian details

Use these fields to add a primary contact to the student.

Adding another contact? Add another row. Copy the same student details into that row, then enter the other contact's details. Different contacts must not share an email address or phone number.

Check the file before uploading

1. Check that required fields are complete, including names, student identifiers, and contact information where applicable.
2. Confirm that values follow the formats and permitted entries above. Check for invalid characters or special symbols that could cause an upload error.
3. Check that parent email addresses and phone numbers are unique.
4. Confirm that the columns have not been added, removed, or rearranged, and that the file is saved as CSV.

Upload and validate the records

1. Return to Settings → Students → Import.
2. Drag and drop the completed CSV into the upload area, or select the upload arrow to choose the file.
3. Select Upload. RollCall will display Existing Records or Ready to Import as it validates the records.

RollCall identifies records using Student Number and Student Code. A matching value in either field can cause a record to appear under Existing Records.

If you see Existing Records

This means students already exist in RollCall with the same Student Number or Student Code.

1. Review the records and edit Student Number or Student Code as needed to resolve the duplicates.
2. The default view shows 10 rows. Use the dropdown to display up to 100 records while making adjustments.
3. After making the changes, tick Select All and select Proceed.

When the records are Ready to Import

This screen means RollCall recognises the records as unique, with no duplicate Student Number or Student Code.

1. Once all records are Ready to Import and none need review, tick Select All again.
2. Check that the selected count matches the number of records you intend to import. If it does not, there may be more records than the visible rows.
3. For an upload containing more than 100 records, use the option to select all rows, rather than only the visible rows.
4. Confirm the data submission. RollCall will create the student and parent records from the uploaded data.

Check the import result

1. Open the History tab in the bulk upload feature to check whether the upload status is Success or Failed.
2. If the status is Failed, select the eye button in the Action column for that upload to view the reason.

Tips for a successful bulk upload

1. Use the provided template. Download the CSV from RollCall so the columns match the import requirements.
2. Check accuracy before uploading. Complete and accurate information reduces manual corrections later.
3. Consider smaller batches. For large student lists, smaller uploads can make the process easier to manage.