Manage imports and exports
Prepare checked files, review partial imports and verify exported records.
Checked on 29 October 2026
Overview
Use the import or export tool belonging to the record type. Templates, formats and validation differ between learners, assessment data and finance.
Get to know the screen
Practice example: all names, records and amounts are fictional. Options vary with your school’s curriculum, currency and access.
Phone example
Interface labels are shown in English. Follow the translated steps below to find each control. Follow the sequence, review the recorded information and choose the next step.
Who can use this feature
Use your own authorised school account. Settings usually require owner, co-owner, administrator or school-leadership access; finance and staff-credit actions have their own permissions. Confirm the specific action with the school lead.
Before you start
Confirm the workspace, academic year, school curriculum and your responsibility for this change. Have the approved school records available and review existing settings before entering replacements.
Keep a checked source copy and identify the school, year and record type. Have permission to handle the records and a secure destination for downloaded files.
Required and optional fields
| Field | Requirement | Format or example | Prerequisite |
|---|---|---|---|
| Academic year and term | Check before continuing | Select the intended existing year and term. A year filter changes the records being viewed; it does not create a school year. | The selected academic year, term and approved school calendar. |
| Import file and exact headers | Required in this form | Required for a file import. Use that screen’s current template and accepted format. Learner imports accept CSV/XLSX; keep literal headers and enumerated values unchanged. | The current template and checked source records for this import or export. |
| Record identity and corrected values | Check before continuing | Match the saved record with the admission number or other reliable school identifier. Check class and year as well as name; similar names alone do not establish a duplicate. | The current template and checked source records for this import or export. |
Picklist prerequisites
| Choice | Options come from | Earlier selection | If missing |
|---|---|---|---|
| Classes, levels and subjects | School curriculum, academic year, active classes and teacher allocations. | Create the class and allocate its subject before downstream planning. | Check archived classes, year and curriculum; restore or correct setup through the appropriate task. |
| Years and terms | The school’s existing academic-year catalogue and term-date records. | Select the year before checking terms and classes. | Clear filters and confirm that the year exists; ask the administrator to check setup. |
Desktop walkthrough
Check the school, person or class before starting.
Screen walkthrough · 0:45Download GIF ↓- Open the relevant feature and select school, year and class where offered. Download its current template or instructions.
- Keep exact headers and accepted values. For learner files, confirm names, gender values and class names against existing current-year classes.
- Review duplicate identifiers and empty required cells before selecting the file. Read the preview and row errors before the final import action.
- After import, compare saved counts and individual records with the source. If some rows succeeded, retry only the unresolved rows after checking them.
- For export, set the intended filters and use the displayed download format. Open the file and check period, rows and totals before sharing it with authorised recipients.
Mobile walkthrough
Check the school, person or class before starting.
Screen walkthrough · 0:45Download GIF ↓On a phone, open the school menu and the feature named in the steps. Open one record or panel at a time. Scroll inside drawers and close the keyboard to reach the lower fields and final action.
Choose prerequisite fields first and check any defaults after changing school, year, class or curriculum. For wide grids and large imports, use landscape or a larger screen; the written instructions remain available.
After an authorised save, wait for confirmation and reopen the record. If a request may have completed, inspect the saved state before trying again.
Save and verify
Imported records match the checked source without duplicate retries. An export represents its selected scope; a successful download alone does not validate its contents.
Troubleshooting
An option or feature is missing
Check school, year, role, curriculum and enabled modules. Clear search filters and wait for loading. Resolve the preceding setup item first; ask the administrator to check access if the choice remains unavailable.
The file was accepted but some records are missing
Read row errors and check whether earlier rows were saved. Correct class names, identifiers and required fields, then compare the live list before retrying.
A change did not save
Read the named validation error and correct that field. Check whether any part of the request succeeded before retrying. Keep the original source record available until the saved version has been checked.
