RollCall Rollover Bulk Upload CSV

If your school does not have an LMS integration with RollCall, you can use the RollCall Bulk Upload CSV option to manually add new students and parents to the system for the upcoming academic year. This option involves preparing and uploading a CSV file containing the necessary data. Below are detailed steps and instructions to help you complete this process smoothly.

Steps to Complete the RollCall Rollover Bulk Upload CSV

1. Download the CSV Template:

• RollCall provides a standardised CSV template that contains all the required fields for student and parent information.
• Download the template from the RollCall Admin Console. This template will help you format the data correctly before uploading.

2. Prepare the CSV File:

• Using the downloaded template, enter the details of all new students and their associated parents or guardians.

• Don’t add or remove columns in the template

• Save the final import file as csv format

• Include all information that you would like imported into the RollCall student database for all students. Any information not provided at upload may have to be entered manually for each student. Fields marked (*) are compulsory:

  • *first_name - First name of the student how you would like it to appear in the RollCall system.
  • *last_name - Last name of the student how you would like it to appear in the RollCall system.
  • student_code - The unique code sent by scan media (card/tag) to the RollCall device. Leave blank if unknown or if agreed that card codes will be loaded later.
  • *student_number  - The unique number used by your school to identify each student
  • address – Student’s primary residential street address (No PO Boxes). This information is useful to optimise transport based on student home location.
  • *grade - Student’s 2025 grade (year level). Numeric only. Please use 0 for prep/kindergarten, -1 for pre-prep etc.
  • admission_year – THIS YEAR MUST BE 2025 (when imported to RollCall, not the year the student was admitted to the school)
  • campus – Campus name for each student exactly as you would like your campus/s to appear in your RollCall system. We recommend using your school name (or acronym) in the campus name.
  • booking_option – “CASUAL” or “BUS_TRAVELLER” are the only valid entries. All students will be loaded as CASUAL by default if left blank.
• The following fields are only required if RollCall system will be used for charging bus fares or collecting payments
  • payment_charging_option - Valid entries are “PAYG” or “PAY PER PERIOD”. NOTE – “PAY PER PERIOD” is only valid if booking_option = “BUS_TRAVELLER”
  •  payment_frequency - Valid entries are “Year” or “Term” or “Semester”. NOTE leave this column blank if payment charging option = “PAYG”
  •  discount_percentage - LEAVE BLANK or enter a number to apply a discount to student fares
  • fixed_fare - LEAVE BLANK or enter a number to apply a fixed fare per trip for PAYG students. Note that a fixed fare overrides all other fare settings and is charged every time a PAYG student travels.
• The following fields are the Primary contact (PARENT) records attached to the student in RollCall. If adding more than one Primary Contact, please use an additional line and ensure all student data on the line is the same. Parent contacts must have a unique email address and phone number. 
  • contact_first_name - First name of the parent contact how you would like it to appear in RollCall.
  •  contact_last_name - Last name of the parent contact how you would like it to appear in RollCall.
  • contact_email - COMPULSORY if primary contact details are included and must be unique. i.e. multiple primary contacts can’t have the same email address.
  • contact_mobile - Primary contact mobile phone number. 

• Ensure all data is accurate and complete, as any errors may prevent the file from uploading successfully.

3. Check for Formatting Errors:

• Before uploading, double-check that the data in the CSV file follows the required format. Common issues to look out for include:
  • Missing mandatory fields, such as names or contact information.
  • Invalid characters or special symbols that could cause the upload to fail.
  • Check that email addresses for parents are unique

4. Upload the CSV File:

• Once the file is prepared and formatted correctly, navigate back to the Bulk Upload CSV section in the RollCall Admin Console.
• Select the “Upload CSV” option and choose the prepared file from your computer.

5. Confirm the Upload:

• After the CSV file is successfully validated and uploaded, confirm the data submission. The system will automatically create student and parent records based on the uploaded data.
• Review the newly added students and parents to ensure everything was uploaded accurately.

Tips for a Successful Bulk Upload

• Use the Provided Template: Always use the CSV template provided by RollCall to ensure that your data is correctly formatted and aligned with system requirements.
• Double-Check Data Accuracy: Ensure that all fields are complete and accurate before uploading, as this reduces the need for manual corrections later.
• Batch Processing: If you have a large number of students to upload, consider breaking the data into smaller batches to make the process more manageable.

Need Help?

If you need assistance with the Rollover, please contact our support team at support@rollcall.com.au