Overview

The Parent Import Wizard allows schools to efficiently manage parent records in bulk using a CSV file.

There are three import modes available:

• Link Existing Parents – Link an existing parent to one or more students.

• Add New Parents – Create new parent records and automatically link them to students.

• Edit Parents – Update existing parent information in bulk.

The wizard includes a preview step, allowing you to review all changes before they are applied.

Accessing the Parent Import Wizard

Navigate to:

Settings → Parents → Import

The Parent Import Wizard will open.

Step 1 – Select an Import Mode

Choose the appropriate import mode:

Link Existing Parents

Use this option to link an existing parent record to one or more students.

Add New Parents

Use this option to create new parent records and automatically link them to students.

Edit Parents

Use this option to update existing parent details, including contact information, status, and access settings.

Step 2 – Download the Sample Template

Click Download Sample Template.

A CSV template specific to the selected import mode will be downloaded.

Complete the template using your school's parent information.

Step 3 – Upload the CSV

Upload the completed CSV file by:

• Dragging and dropping the file

• Or selecting the file from your computer

RollCall will validate the file before continuing.

Step 4 – Map the Fields

Review the field mappings to ensure each CSV column matches the correct RollCall field.

Once confirmed, continue to the Preview screen.

Step 6 – Confirm the Import

Once satisfied with the preview:

Click Confirm Import

RollCall will process the CSV and apply the changes.

Import Mode Behaviour

Link Existing Parents

• Links an existing parent to the selected student.

• Existing relationships are preserved.

• Duplicate relationships are not created.

Add New Parents

• Creates new parent records.

• Automatically links parents to the selected students.

• If the email address already exists, the existing parent record is reused rather than creating a duplicate.

Edit Parents

Allows bulk updates to:

• Parent name

• Email address

• Mobile number

• Parent Status

• Access Status

Supported Parent Status values include:

• Engaged

• Unengaged

• Past Parent

Supported Access Status values include:

• Enabled

• Disabled

Validation

The import wizard validates data before processing.

Validation includes:

• Missing required fields

• Invalid Student RCIDs

• Invalid Parent RCIDs

• Unknown parent email addresses

• Duplicate parent-student relationships

• Invalid CSV format or headers

Any validation errors are displayed on a row-by-row basis for correction.

Important Notes

• Existing parent-student relationships are preserved during imports.

• Re-importing the same file will not create duplicate parent accounts or duplicate relationships.

• Existing parent records are matched using their email address.

• The Preview step allows changes to be reviewed before they are committed.

• Cancelling the import from the Preview screen will result in no changes being applied.

Best Practice Recommendations

✅ Always download the latest sample template before preparing your CSV.
✅ Review the Preview carefully before confirming the import.
✅ Correct any validation errors before proceeding.
✅ Use the Link Existing Parents mode when adding relationships to existing parent records.
✅ Use the Edit Parents mode for updating existing parent information rather than creating new records.