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How to add parent and student records via upload

This guide explains how school administrators can add new parent and student records in bulk by uploading a data file through the School Portal. Bulk uploads are recommended when onboarding new families or updating large numbers of records.

Overview

Use this Flexischools CSV File Format: Flexischools CSV File Format

 Using the upload process allows schools to:

  • Create parent and student records in bulk.
  • Reduce manual data entry.
  • Ensure family relationships are correctly established.
  • Prepare records for registration and access to Flexischools services.

Before You Begin

Please ensure that:

  • You have School Admin access.
  • Student and parent information has been verified before upload.
  • Mandatory fields are completed.
  • Email addresses are unique and valid.
  • The upload file follows the required template format.

Required Information

Depending on your school's configuration, the upload file may include:

  • Student ID / School User ID
  • Student First Name
  • Student Last Name
  • Year Level / Class
  • Parent First Name
  • Parent Last Name
  • Parent Email Address
  • Relationship to Student
  • Additional school-specific fields

Step 1: Download the Upload Template

  1. Log in to the School Portal.
  2. Navigate to Users or the relevant data management section.
  3. Select Import/Upload Users.
  4. Download the latest upload template.

Using the latest template helps prevent upload failures caused by missing or outdated columns. 

Step 2: Complete the TemplateEnter the parent and student information into the template.

Tips

  • Do not modify column headers.
  • Use one row per student.
  • Ensure email addresses are entered correctly.
  • Check for duplicate student IDs.
  • Remove any blank rows before saving.

Once completed, save the file in the required format (typically CSV or Excel, depending on your school's configuration). 

Step 3: Upload the File

  1. Return to the School Portal.
  2. Select Import/Upload Users.
  3. Choose the completed file.
  4. Select Upload.

The system will validate the file and begin processing the records. 

Step 4: Review Validation Results

Common validation issues include:

  • Missing mandatory fields.
  • Invalid email addresses.
  • Duplicate student IDs.
  • Incorrect column formatting.

If errors are identified:

  1. Correct the affected records.
  2. Save the file.
  3. Re-upload the updated file.

Step 5: Confirm Records Were Created 

 Once processing is complete:

  1. Open Users in the School Portal.
  2. Search for the student or parent.
  3. Verify that:
    • Student details are correct.
    • Parent records are linked correctly.
    • Services and permissions are available as expected.

What Happens After Upload?

  • Parent and student records become available within Flexischools.
  • Family relationships are established based on the uploaded data.
  • Parents may receive registration or account activation communications, depending on the school's setup.
  • Newly added records will appear in future reporting and administration tools.

 

Troubleshooting 

Parent Cannot Find Their Student

Confirm that:

  • The student's record was successfully uploaded.
  • The parent email address is correct.
  • The parent and student relationship was included in the upload.

Duplicate Account Warning

This usually indicates that the parent email address or student identifier already exists in the system.Review the existing records before attempting another upload.

Records Not Yet Visible

Depending on your school's configuration, uploaded records may require processing time before becoming visible throughout the platform.