Students – CSV Import – Partial Update

Use this option to update specific fields for existing students while leaving all other data unchanged.

This is the safest option when making targeted changes.

What Partial Update Means

• RC ID is required to match existing students
• You choose exactly which fields will be updated
• Fields not selected will remain unchanged
• Empty cells will clear data only for the selected fields
• If a student is not found (invalid RC ID), the row will fail validation

Step 1: Navigate to Import

1. Go to Students

2. Click Import (top right)

3. Select Partial Update

4. Click Continue with Partial Update

Step 2: Choose Fields to Update

Select the specific fields you want to modify.

Only the fields you select will be included in your template.

Click Select and Continue.

You can click Change Fields later if needed.

Step 3: Download the Template

Click Download Sample Template

The template will include:

• RC ID (required to match records)

• Only the fields you selected

Important:

• RC ID is always required to match each student record

• Delete the instructional second row before saving

• Blank cells will clear existing data

Step 4: Connecting RC ID

Once you have downloaded the template, prepare your data so each student has an RC ID.

1. Go to Reports and run the Student Report.

2. Apply an Active filter to return the students you need.

3. Export the report to Excel.

4. Open the exported Student Report and the Student Codes file.

5. Copy the Student Codes data into the same workbook (on a separate sheet).

6. In the Student Report sheet, insert a new column on the far left.

7. In the first cell, enter an XLOOKUP to match Student Number to RC ID.

Example formula:

=XLOOKUP(B2,'Student Codes'!A:A,'Student Codes'!B:B,"")

Row A - Student Number / ID (Unique identifier)

Row B - The new field you are trying to update

This will populate the RC ID for each student so it can be used in the import template.

Important:

• ⚠️ Any blank cells will clear existing data for that student.

• Delete the second instructional row before saving

Steps

1. Review the column headers (Row 1)
   These are the fields RollCall will update. 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. Ensure RC ID is included for every row
   This is how RollCall matches each student record.

4. Delete Row 2 before saving
   Row 2 is instructional only. If left in the file, it 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 4: 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?

• Only the selected fields will be updated
• Other student data remains unchanged
• Blank cells clear selected fields only
• Rows with invalid RC IDs will not import
• The admin who performed the import is recorded in the Student Audit Logs

Frequently Asked Questions (FAQs)

Students – CSV Import – FAQs