Open Institute Setup, go to the student upload section and choose your Excel or CSV file. The page arranges recognised columns and shows a Cleaning summary before students are saved. Review the mapped fields, generated values and source rows, then choose Check students.
What is cleaned
- Extra whitespace is removed. Student and father names use title case; a leading M or M. is expanded to Muhammad. Check personal names against the school's records.
- Supported dates are arranged as YYYY-MM-DD. A missing date of birth or admission date receives 2026-01-01. This is a visible placeholder, not a verified date. An invalid supplied date stays for correction rather than being replaced with a made-up date.
- Father, mother and student mobile numbers keep their leading zeroes. Recognised Pakistani country-code forms are converted to the local 03xxxxxxxxx format. Missing or all-zero contacts become 00000000000. Invalid supplied numbers remain for review. A zero placeholder is not a contactable number.
- A missing father name becomes Muhammad. A missing father CNIC receives 00000-000000-N, with N increased to avoid existing placeholder values. These generated values do not establish the father's identity and are not valid identity verification.
- Supplied family numbers are kept. New family numbers use a padded sequence such as 01, 02, 03. An exact father name and valid phone can group students into one new family; missing contacts keep students separate. Check the proposed family grouping before saving.
- A missing session uses the current-year suggestion, such as 2026-27. It still needs to match a session configured in Institute Setup. Add the correct session or select an existing one when the check reports that it is missing.
- A blank student status defaults to Currently Enrolled. Supplied statuses stay visible for checking; choose a recognised status if the source wording does not match the school's available choices.
The cleaning step does not create classes, sessions or fee plans, and does not change student records until the normal import is confirmed. Unknown or unclear classes, sections and study groups remain visible for checking.
Gender suggestions need review
Recognised supplied values are arranged as M or F. When gender is missing, a limited list of known given names can suggest a value. A name does not prove gender: verify suggestions against the original records. Unknown or contradictory names stay unresolved for manual correction.
Excluded rows and unknown columns
Headings, total rows and template filler can be excluded from the student list. Expand Review excluded source rows to see each source sheet, row number and reason. If an excluded row belongs to a student, complete the student details in the source file and upload it again.
Unknown columns are not silently treated as student fields. They remain as original columns in the cleaned download. Use the column mapping list for any details that should be imported; keeping an original column in the download does not mean its contents will be saved to a student record.
Review and download
The Cleaning summary shows the source row, field, before and after values, and the reason for each change. Show formatting changes too includes ordinary formatting changes alongside generated values and suggestions.
Download cleaned sheet keeps the arranged data, a cleaning log and an Excluded source rows tab for review. Downloading does not import students. Confirm I reviewed generated values, gender suggestions and excluded rows, then continue to Check students. Correct the remaining errors before confirming the import. Keep the original file so placeholders can be replaced with verified information later.
Friendly headings when updating existing students
Open Institute Setup → Student data → Update existing data → Update students and download the current template. The headings use readable names such as Roll No, Father Name and Mother CNIC. Fill in the details, check the preview and confirm the update. Existing CSV files with the older technical headings remain supported, so you do not need to rename an old working file just to use it again.
Use the update option for students who are already in the school. The first-time student upload adds students; it is not a replacement for an update. Keep Student ID (SID) first and use the existing student’s ID. Delete columns you are not changing: an empty cell in a supplied column clears that field. Keep class, section, session, group and fee plan names exactly as configured. Check the proposed values before saving.
Fee and arrears import headings
In Institute Setup → Student data → Update existing data → Fee plans and First-time arrears, download the current template after setting up the school's fee particulars. Each amount column uses the fee particular's displayed name exactly, for example Tuition Fee. Do not add a “Fee” or “Arrears” prefix to the heading. The page you opened decides whether the amounts are fee values or old dues.
Keep the school's fee particular names in the headings and review the matched columns before importing. Fees and arrears are separate uploads; a fee amount is not automatically an arrears amount.
More details in the first-time student upload
The first-time upload also accepts Notes, Leaving Date, Biometric ID, Guardian CNIC, Mother Name, Permanent Address, Student Caste, Admission Class and House Name. These fields are optional. Keep leading zeroes in biometric IDs and identity details. Admission Class and House must match names already set up in the school; correct any unknown name before importing.
If the first-time file leaves demographic details blank, the importer uses these configured defaults:
| Detail | Default when missing |
|---|---|
| Guardian Relation | Father |
| Nationality | Pakistani |
| City | The selected campus's city |
| Student Religion | Islam |
| Parents Religion | Islam |
| Mother Tongue | Urdu |
A supplied value takes precedence over the default. The importer looks up the school's actual records by name; these defaults do not assume fixed record numbers. An unknown supplied name needs correction. If an optional default is not configured, it stays empty rather than creating a new record. These first-time defaults do not replace details during an update of existing students.
Add a campus
In Setup → Institute Setup → School & campuses, EDUBase billing staff with Create Campus permission choose Add campus, enter the campus name and city, then choose Create campus. A new row remains a local draft until that action. Remove campus discards an unsaved draft. Existing campus edits continue saving automatically.