Importing students

Bring a whole list of students in from a spreadsheet. You check how its columns match Tuevia’s, fix or skip the rows that cannot go in, and import the rest. Owners, admins and anyone whose role has Manage access to Students can import students.

Before you start

• The file is a CSV or an Excel file (.xlsx). Tuevia reads its first sheet.
• The first row holds the column headers, and every row after it is one student.
• Every student needs a first and a last name: in a column each, or together in one column that holds the whole name.
• Tuevia’s own columns are First Name, Last Name, Phone, Email, Parent Name, Parent Phone, Gender, Date of Birth and Notes. Your file does not need all of them. A column Tuevia does not have can become one of your academy fields.
• An email address is not required here, as it is when you add one student.

Upload the file

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1. 1Import

Teaching → Students

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2. 2Choose the file
3. 3Continue

Import students, Upload

1. On Teaching → Students, press Import. The Import students window opens at Upload.

2. Click the box that says Click to choose a file, and choose your spreadsheet. The box then shows the file’s name and how many columns and rows Tuevia found in it.

3. Press Continue.

Under the box, The columns we need shows Tuevia’s columns in order. A * marks the ones every student must have.

Match the columns

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4. 4Imports as
5. 5Continue

Match your columns to ours

Match your columns to ours lists the columns of your file, a Sample from its first row, and what each column Imports as. Tuevia has filled that in already:

• A header that is the name of one of Tuevia’s columns, or a common other name for it - Mobile, Surname, DOB, Guardian - is matched straight away.
• For the others, Tuevia may suggest a match from the column’s name and a few of its values. While it does, the step says Reading your column names…. The rows it matched turn green, and a note says how many.
• A column nothing matches is set to Add as a new column: and its header. When you continue, Tuevia creates an academy field with that name, for text, and imports the column into it.

1. Check what each column Imports as, and change anything that is wrong. The choices are Don’t import, a new column of your own, Tuevia’s Standard columns, and Your own columns - the academy fields you already have.

2. Press Continue. Any new columns are created now.

First name and last name must be mapped to continue. appears, and Continue stays greyed out, until a column goes to each - or one column goes to the whole name.

A whole name in one column

Choose Full name — split into first and last for a column that holds a student’s whole name. Headers such as Full name, Student name or اسم الطالب are matched to it automatically.

• The first name is the first word, and the last name is everything after it: Ziad Tawfik Mahdy becomes Ziad and Tawfik Mahdy. Nothing in the cell is thrown away.
• Arabic names made of two words stay together as the first name - عبد الرحمن, أبو بكر, نور الدين. Tuevia marks those rows Check this split, and counts them at the top of the next step, so you can glance at the few rows where the split matters.
• If your file also has its own first-name or last-name column, that column wins over the split.

Review and fix the rows

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6. 6A cell to fix
7. 7Skip rows that need fixing
8. 8Import

Review & fix

Review & fix shows every row, in the columns you import. Ready and Needs fixing count them. A cell that cannot go in has a red outline and the reason under it:

• Required: a first or last name is empty, or a required academy field is.
• Enter a valid email (name@domain)
• Phone should be digits: for Phone or Parent Phone.
• Not a valid date: write dates as 2014-03-24 or 24/03/2014.
• Must be a number, Must be one of: … or Must be Yes or No: for your academy fields of those types.

If you see more than one location, choose Home location for these students above the grid: every student in the file gets the same one. If you work in only some locations, you have to choose it before you can import.

1. Click a cell to change it. Press Enter or click away to keep the change, or Esc to undo it.

2. To leave a row out, press Skip at its end - or Skip rows that need fixing to leave out every row that still needs a fix. Include brings a skipped row back. Show only rows that need fixing hides the rest while you work.

3. Press the import button, which counts the ready rows - Import 3 students, for example. Only those rows go in.

Rows refused on save

Tuevia checks every row again as it saves it. The rows it saved leave the grid and are counted in Added. A row it refused stays, in red, with the reason on the cell, and the step says how many rows were refused:

• A student with this email already exists — change it or skip the row
  Another student has that address - or another row of the same file does.
• A student with this phone already exists — change it or skip the row
  The same, for the phone number.
• Could not be saved — try again or skip the row
  Tuevia could not save the row. One reason is a student already in the academy with the same first and last name.
• Invalid email address, Invalid phone number, Invalid parent phone number, Invalid date of birth (YYYY-MM-DD) or First and last name are required
  The value is not one Tuevia can store. Change the cell.

Fix or skip those rows and press Import again, or press Finish to stop with the students already added.

Finish

When nothing ready is left, the window moves to Done. Import complete says how many students were added, and how many rows were left out.

A row that is left out was skipped, or still needed a fix when you finished. Tuevia does not keep it anywhere: correct those rows in your spreadsheet and import them again. Import another file starts again; Close closes the window.

If every row needs a fix or is skipped, the button at the bottom is Finish instead of Import, and ends the import without adding anyone.

If something goes wrong

• That file has no data rows.
  The file has a header row and nothing under it, or is empty.

• We couldn’t read that file. Please use a CSV or Excel file.
  Save the spreadsheet as CSV or as an Excel workbook (.xlsx) and choose it again.

• The column “…” could not be created.
  Tuevia could not create an academy field for a new column. Set that column to Don’t import, or to an existing field, and continue.

What happens next

• The imported students are Inactive until they are enrolled. They are in the list the next time you open or reload Teaching → Students.
• Enrol them in their groups.
• Columns you added as new columns are academy fields now, on every student’s profile.