Import Students

You can import a batch of students if you want to add or update multiple students at the same time, rather than individually.

You may want to import students at the beginning of the academic year, when you have a large number of students to add to the platform at once.

When you import students, they are all added to the Students list, which means that you can view them in the Students list or change student details as and when required.

If you want to add students individually, you can follow the steps mentioned in the Create Student article for adding a single new student.

**Please note**

We have introduced new templates based on your school type. You may see some minor differences in your school's template. You can continue to use the original (legacy) template if you prefer. More information is available here.

The Import Students function allows for large groups of students to be added to the Students list to enable their addition to sittings and assessments.

1. Click Students on the Testwise home screen. This will display the Students list.

2. Click Add Student(s).

3. Click Import Students. 

4. Select Download Excel or Download CSV. It is recommended that the Excel format is used.

5. This will display a set of sample data to assist in understanding what should be in each field. Ensure all sample data is deleted before the real student import.

6. Enter student data as required, and ensure all fields are completed as illustrated by the sample data.

7. Save the completed import template file locally.

8. Go back to Testwise and click Browse on the Import Students screen.

9. Upload the saved import template file from your computer, then click Import to complete the import students process.

10. The imported students will now be displayed in the Students list.

The most efficient way to update your Students list is by first exporting your existing Students list as a CSV or Excel file, making any amendments before re-importing to Testwise. 

1. Click Students on the Testwise home screen. This will display the Students list.

2. If necessary, use the Filter to only include the students you wish to update.

3. Click Export and select the required file type. The file will automatically download to your device.

4. Edit your Students list in the .xlsx or .csv file, as required. 

   Note: The unique identifiers in your file must match the ones on Testwise in order to update a student. If a different unique identifier is used, then a new student record will be created. 

5. Once you have successfully updated your Students list, save it locally and then return to the Students page (as found in Step 1). 

6. Click Add Student(s).

7. Select Import Students from the drop-down options, this will display the Import Students page.

8. Click Browse on the Import Students page.

9. Click Import once you have uploaded the updated file from your device. This will complete the import students process.

10. The imported students will now be displayed in the Students list.

Import ID issues and duplications

A student import validation occurs when information in one or more of the required fields (Forename, Surname, Date of Birth, Unique Identifier, Gender) differs from student information already held on Testwise.

Student import validations will be flagged on the Import Student Review page under the 'Validations' tab. 

You can fix student import ID issues and duplications by doing one of the following:

• Enter the correct information on the Import Student Review page in Testwise. Click the red pencil icon next to the student whose information you wish to correct/edit. (Sometimes you will need to scroll horizontally to access the red icon.)

• Edit the original student import template prior to uploading the completed template to Testwise. 

Notes:

• Even if the student import file contains ID issues and duplications, you can still update the students that were successfully processed. If you believe the information is correct and need it imported, you can contact our support team ([email protected]).

• If a unique identifier has been used across multiple students their results cannot be separated later.

• You can export invalid students file by clicking the button below the table or in "Review Before Importing Students" modal.

Other Validations

A student import validation occurs when a required field (Forename, Surname, Date of Birth, Unique Identifier, Gender) is left blank or if it contains invalid data for that field.

Student import validations will be flagged on the Import Student Review page under the 'Validations' tab. A red box will outline the field where the error has occurred.

You can fix student import validation by doing one of the following:

• Enter the correct information on the Import Student Review page in Testwise. Click the red pencil icon  next to the student whose information you wish to correct/edit.
  OR

• Edit the original student import template prior to uploading the completed template to Testwise. 


Note: A student file cannot be imported without the validations being fixed.

Type of Validations

ID Issues 

If a student is imported with the same unique identifier as a student already in the system, but one or more core details are different, so name, gender, or D.O.B.


Duplications


They are the opposite of ID Issues, so different unique identifier, but all the other information matches a student in the system.

Validations


Missing mandatory data / badly-formatted data.