Updating student records in bulk

When the same kind of detail needs correcting or filling in for many students, such as mobile numbers, dates of birth or tuition fees, you do not need to open each record. There are two ways to do it: edit one field for a whole class on screen, or upload a spreadsheet.

Before you start

• You need permission to edit active students. If you do not see these tabs, it may not be included in your plan or your role may not have permission; ask your administrator.
• For the spreadsheet method, each student must be identifiable by a number you already hold: computer number, admission or GR number, or student ID.

Steps

Edit one field for a class on screen

1. Open Students > Active Students.
2. Click the Edit Bulk Students tab at the top of the page.
3. In Field, choose what you want to change, for example Father Mobile, Date of Birth, Blood Group or Tuition Fee.
4. Choose the Class and, if needed, Section, Group or Category. You can also search by name.
5. Each student appears in a row with an input box showing the current value.
6. Type the new value and move to the next box. Each change is saved as you leave the box. For date fields, the change saves when you pick the date.

Update many records from a spreadsheet

1. In Active Students, click the Update Data (Via File) tab.
2. In Primary Column, choose how each row identifies the student: Computer Number, Admission / GR Number or Student ID.
3. In Data Columns, choose which details your file contains and in what order.
4. Click Download Sample File to see the expected layout.
5. Prepare your spreadsheet: the identifying number in the first column, then the data columns in the order you chose.
6. Use Select excel file to upload it, then click Save.

Good to know

• Fields you can change this way include student, father, mother and guardian names, mobile numbers and ID numbers, email address, WhatsApp number, registration number, gender, religion, caste, blood group, addresses, admission date, date of birth and arrears. Some institutions also see tuition fee.
• Class, section and family are not in the bulk field list. Change those per student with Update Student Information, or use promotion for whole classes.
• On-screen edits save immediately. Double-check the field you selected before you start typing, because there is no separate save step to cancel.
• In the spreadsheet method, rows whose identifying number does not match a student are not applied. Check the numbers before uploading.
• Keep a copy of your spreadsheet. It is your record of what you changed.
• Changing tuition fee here affects future vouchers, not ones already raised.
• Adding brand new students from a spreadsheet is a different task. Use Import Students on the Admission Register page for that.

Common questions

Can I export current student data to edit and re-upload?

Student lists can be printed and exported from the student reports screens. Arrange the exported columns to match the layout of the sample file before uploading.

For an overview, see Student Information.