Import Pupils from an Excel Spreadsheet

The recommended method to import and keep your pupils up to date is via MIS sync. If you're able to produce a Common Transfer File (CTF) this is also preferable (although it will not include classes). If neither of these are possible, you can use an Excel spreadsheet to import and update pupils.

This guide details the steps required to do so.

You can import an Excel Spreadsheet into Insight to:

  • Add new pupils
  • Archive pupils who've left the school
  • Update FSM, Pupil Premium and SEN records
  • Update contextual pupil information such as Ethnicity
  • Update your classes / registration groups
To import end of key stage assessment data and/or update attendance records you'll need to import pupils from a CTF.
1. Create your Excel Spreadsheet

Create a spreadsheet containing all your pupils. If you use SIMS, you can save your spreadsheet directly from there.

You'll need to have column headings in Row 1 and your pupil information starting in Row 2.

The following columns are required for each pupil (please note the column headings need to match exactly):

  • UPN
  • First Name
  • Last Name
  • DoB
  • Gender
  • SEN Stage

These optional columns may also be included:

  • Class/Reg Group
  • Start Date
  • End Date
  • Ethnicity
  • FSM
  • EAL
  • First Language (must use 3 or 4 letter language codes defined by CBDS CS005)
  • Pupil Premium
  • Service Child

An example spreadsheet is below:

2. Import your Spreadsheet into Insight

Navigate to the Admin page and choose Manage Pupils:

Click the Update Pupils button:

Click the Excel File button:

Import options

Click the Choose file button, navigate to your spreadsheet, and click Open.

Once you've chosen your file, review the changes that will be made. Insight will show which pupils will be added, updated and archived (if any):

You can choose not to apply a set of changes by un-ticking in the appropriate box.

When you're ready, click Apply the Selected Changes to finish.

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