Import a checked learner list
Prepare a checked CSV or XLSX learner list, match existing classes and verify the imported records.
Checked on 29 October 2026
Overview
Use a template from the current school and year. This guide follows the whole-school Learners import; a class-level import can have different options, including pasting names. Check the route before preparing the file.
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 an account with school-approved administrative access. Check the school name before managing people or classes. If the action is unavailable, ask the school owner or administrator to confirm your access.
Before you start
Open the intended school and check its current academic year. Use the school’s checked staff, class and learner lists; resolve duplicate records before adding more.
Create the destination classes first and compare the learner list with existing records. Keep a checked copy of the file and resolve duplicates before uploading.
Required and optional fields
| Field | Requirement | Format or example | Prerequisite |
|---|---|---|---|
| CSV or XLSX file | Required in this form | Choose one completed file using the current downloaded template. Keep column headings and class names unchanged. | The sample template and the school’s checked learner list. |
| Full name | Required in this form | Enter the learner’s checked name in full. Search existing records first. | The school’s verified learner record. |
| Gender | Required in this form | For file imports, gender must be male or female. Use the exact template values even when you read this guide in another language; display translations are not file values. | The learner details checked by the school. |
| Class placement | Required for a whole-school import | Choose the intended class and stream for the current year. | Existing classes in this school and academic year. |
| Admission number | Optional | Use the school’s existing admission number where applicable. Check that it does not belong to another learner. | The school’s admission register; agree any use of a generated reference with the administrator. |
| Assessment number | Optional | Optional, but a supplied value must match the accepted format: one letter followed by nine digits. Do not invent an identifier. | The applicable official record; ask the administrator if your national identifier uses a different format. |
Keep the downloaded file headings exactly as supplied. In the whole-school template they are fullname, classroom, admission, gender, nemis_number and assessment_number. Use one learner per row.
For file imports, gender must be male or female. Use the exact template values even when you read this guide in another language; display translations are not file values.
For a whole-school import, classroom must identify an existing current-year class. A selected-class import may use the chosen class as its default; check the import context before relying on that default.
Admission, NEMIS and assessment number are optional where not applicable. Preserve existing identifiers and leading zeros; a supplied assessment number still has to pass its format check.
Picklist prerequisites
| Choice | Options come from | Earlier selection | If missing |
|---|---|---|---|
| Class choices | Classes already created for the school and academic year. | Confirm the school year and create classes first. | Check the year, class setup and your access; a different search will not create a class. |
| Curriculum levels and learning areas | The school’s selected curriculum and the class level. | Confirm the curriculum and level before creating or allocating a class. | Ask the administrator to check curriculum support; do not choose another country’s framework just to fill the list. |
Desktop walkthrough
Use the current whole-school template and exact class names. A file must contain valid names, gender values and class matches before import begins. Import adds learners row by row; if a later row fails, check which records were saved before preparing only the remaining rows.
Check the school, person or class before starting.
Screen walkthrough · 0:45Download GIF ↓- Open Learners and check the year and class filter. Choose Import, then download the current Sample CSV File or Sample XLSX File.
- Keep the headings and classroom names. Add one learner per row and duplicate a class row for additional learners in that class. Remove unused sample rows and check every name and identifier.
- Use male or female in gender and an existing class name in classroom. Keep identifiers as text so a spreadsheet does not remove leading zeros.
- Choose the completed CSV or XLSX file. Selecting a file is not importing it. Review the selected filename and any validation messages before choosing Import.
- Wait for the response, then compare the saved learner list with the checked file. If an error occurs after importing starts, check which records exist before resubmitting only the missing rows.
Follow the highlighted controls alongside the written steps. After the action, return to the list and verify the saved record.
Mobile walkthrough
On a phone, open Learners and choose Import. Download the current template, prepare it in an app that preserves CSV or XLSX, then choose the completed file from your files or downloads. Check the filename before importing; for long lists, a computer can make row-by-row review easier.
Check the school, person or class before starting.
Screen walkthrough · 0:45Download GIF ↓Tap a field to enter or choose a value. Close the keyboard if it covers the lower fields or final button. Review the form from top to bottom before submitting; leaving a drawer is not proof that a change was saved.
Return to the relevant list after the action and reopen the item to check it. On a shared phone, sign out when you finish. Keep the written steps available while you follow the highlighted screen areas.
Save and verify
Compare names, admission references, class placement and the expected number of learners. Review individual records as well as totals; a success message is not a substitute for checking the class list.
Troubleshooting
The import stops after some learners were added
An import can add rows before a later request fails. Refresh the list, compare it with the checked source and prepare only the remaining rows. Do not repeat the entire file without checking for duplicates.
An option or person is missing
Check the school, your role, the academic year and the upstream setup first. Clear search filters and wait for lists to load. If the option is still missing, ask the administrator to check membership, class setup or allocation.
The action is blocked or the response is unclear
Read the message beside the field and correct the specific entry. If a request may already have completed, refresh and inspect the saved list before trying again. Avoid repeated submissions that could add duplicates or send messages twice.
