Partial Update updates only the student fields you select. Other fields remain unchanged. Each row must include the student's RC ID so RollCall can match it to an existing record.

Step 1 — Open Partial Update

1. Go to Students.
2. Select Import at the top right.
3. Select Partial Update.
4. Select Continue with Partial Update.

Step 2 — Choose the fields to change

1. Select only the fields you want to update.
2. Select Select and Continue.

Only those fields will appear in the template, along with RC ID. You can use Change Fields later if needed.

Active status cannot be selected for a Partial Update.

Step 3 — Download the template

Select Download Sample Template. The file contains RC ID and the fields you selected.

Step 4 — Match each student to their RC ID

1. Go to Reports and run the Student Report.
2. Apply the Active filter to return the students you need.
3. Export the report to Excel.
4. Find the RC ID and Student Number columns. Use Student Number to match your new data to the correct report row.
5. Copy the matching RC ID and the values you want to update into the downloaded import template. Keep the correct RC ID with each student's data.

Example: bulk update Student Codes using XLOOKUP

If you have a separate file containing new Student Codes, you can use Excel to bring them into the Student Report alongside each existing RC ID.

1. Copy the Student Codes data into a separate sheet in the same workbook. Name that sheet Student Codes.
2. Check that each Student Number identifies one student and has the correct, non-blank new code beside it.
3. In a working copy of the Student Report, arrange the example columns below. Your export may use different columns, so check its headers first.

In C2 on the Student Report working sheet, enter:

=XLOOKUP(B2,'Student Codes'!$A:$A,'Student Codes'!$B:$B,"NOT FOUND",0)

This matches the Student Number in B2 to column A of Student Codes, then returns the new Student Code from column B. The final 0 requests an exact match. It returns NOT FOUND if there is no match.

1. Fill the formula down for the students you need to update.
2. Review the results. Resolve NOT FOUND, errors, duplicate Student Numbers, and unintended blanks before importing.
3. Copy only the students you intend to update into the downloaded template. Use their RC ID and the corresponding new Student Code. Paste the calculated results as values.
4. Keep the downloaded template headers unchanged. Do not add the working Student Number column unless it is one of the fields you selected to update.

Excel reference: Microsoft - XLOOKUP function.

Step 5 — Save the import file

1. Check the headers and every student's RC ID.
2. Review all selected fields for unintended blank values.
3. Delete the instructional second row, if it is still present.
4. Save as .csv with a clear name containing the date, your name or initials, and the task. Example: 2026-10-22_JSmith_UpdateStudentCodes.csv.
5. Store the file in a secure, school-approved location.

Step 6 — Upload and review

Upload your completed CSV. RollCall validates the file before importing. You can review each row, remove selected rows, and make minor corrections in the table.

If the file needs attention, you may see Needs Review, red-highlighted rows, and Show Validation Errors Summary. Select the summary to see what needs fixing.

Fix a small number of values on screen

1. Click the row that needs correcting.
2. Scroll to the bottom edit section, if displayed.
3. Click the relevant field and update its value.
4. Select Review. The row is revalidated automatically.

Fix multiple rows by re-uploading the CSV

1. Open the original CSV and correct the required data or formatting.
2. Remove the instructional second row if it is still present, then save as .csv.
3. Return to the Import screen and select Upload File.
4. When prompted, confirm that you want to replace the currently uploaded file.
5. Select Upload File to upload the corrected version. It replaces the previous file and is validated again.

Step 7 — Import the reviewed students

When validation passes and you are happy with the rows to update, select Select All, then Import Students.

What happens after importing?

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

Next Steps / Related Articles

• Students - CSV Import - Overview
• Students - CSV Import - FAQs
• Microsoft - XLOOKUP function