Students – CSV Import – Add New Students

(Add New Students)

Use this option to create new student records.  Do not use this to update existing students.

What Full Update Means

• Creates new student records only

• No RC ID is required

• If a student already exists, the row will fail validation

• All required fields must be completed

• Parent/contact information will be linked automatically where provided

Step 1: Navigate to Import

1. Go to Students

2. Click Import (top right)

3. Select Add New Students

Step 2: Select Add New Students

Click Continue with Add New Students

Step 3: Download the Template

Click Download Sample Template

Step 4: Edit your Template

Complete all required fields.

Steps

1. Review the column headers (Row 1)
   These are the fields RollCall will import. Do not rename or remove the headers.

2. Use Row 2 as your guide
   The second row explains what each column expects (for example:

   • whether it is required

   • whether it should be text or a number)
     Use this row to help you enter data correctly.

3. Capture the required data

   ⚠️ Blank cells will clear data only for the selected fields.

4. Delete Row 2
   Row 2 is instructional only. If left in the file, it will be treated as student data and will trigger validation errors.
   
   

5. Save Your File

   • Save the file
     Save as .csv

   • Rename the file clearly.
     We recommend including:

     • Date

     • Your name/initials

     • What the import is doing
       Example: 2026-03-02_JSmith_AddNewStudents.csv

   • Store the file in a secure, school-approved location.

Step 5: Upload and Review

After uploading, RollCall will validate your file.

Reviewing Your Data Before Importing

You can:

• Review each row

• Remove selected rows

• Make minor corrections directly in the table

If Your File Has Errors

If something needs attention, you will see:

• Needs Review

• Highlighted rows in red

• A Show Validation Errors Summary message

Click Show Validation Errors Summary to see what needs fixing.

Common Issues

• You forgot to delete the second instructional row
  The second row explains the required data type (e.g. string, integer).
  If left in the file, it will trigger validation errors.
• Required fields are missing or invalid
  If a required field is blank or the data type is incorrect, the row will be flagged.
• A student already exists
  Add New Students creates new records only. Existing students will not be duplicated.

How to fix your errors

Use on-screen edits for small corrections only.

If multiple rows need fixing or data formatting is incorrect, we recommend following the Fix via CSV Re-Upload instructions below.

Fix via on screen editing

Use this method for

• Fixing a typo

• Updating a single field

• Adjusting a small number of records

If a row is highlighted or needs a small correction, you can edit it directly in RollCall before importing.

To edit a row:

1. Click on the row you want to update

2. Scroll to the bottom edit section (if displayed)

3. Click into the field that needs correcting

4. Update the value

5. Click Review when finished

The row will update and be revalidated automatically.

Fix via CSV file

Use this method for:

• Fixing multiple rows

• Correcting formatting issues

• Updating several fields at once

• Making structural changes to your data

If your file contains multiple errors or requires significant updates, correct the original CSV file and re-upload it.

To re-upload a corrected file:

1. Open your CSV file

2. Correct the required data

3. Delete the instructional second row (if still present)

4. Save the file as .csv

5. Return to the Import screen

6. Click Upload File

7. When prompted, confirm that you want to replace the currently uploaded file

8. Click Upload File

   

Once confirmed, the new file will replace the previous one and be validated again automatically.

When validation passes, click Select All, then Import Students as normal.

What Happens Next?

The import will create new student records.

The admin who runs the import is recorded in the Student Audit Logs.

Frequently Asked Questions (FAQs)

Students – CSV Import – FAQs