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Adding Users via Bulk Import


Role Required: Administrator

Navigation Steps: Settings > Import > select user type Students, Parents or Teachers

Rather than adding users manually one at a time, you can add many users via bulk import. To do this, download our CSV (comma separated values) template file for the user type you wish to import and add the user's data. The required user data will be different for each user type and must match CSV template exactly.

The following user types can be added via bulk import: Students, Parents and Teachers.

The following users can have their information updated via bulk import: Students and Parents.

If you prefer to add users one-by-one, click here for further guidance.

Important Notes Regarding CSV Imports

You will need to have access to a programme like Microsoft Excel or OpenOffice Calc to complete CSV imports.

Here are some important things to keep in mind when completing CSV templates:

  • The file must be saved as CSV UTF+8 to support special character encoding.
  • The first row of the CSV file is the header row, and must be included in the file.
  • The header row should not be altered from the template as downloaded from the import pages, keep all required columns, even if you are only importing the required fields.
  • If updating existing users, empty columns of data in the file will not overwrite existing data for that user.
  • The content in your CSV file is case-sensitive and space-sensitive.
  • Student grade level must match what you have entered on your account settings (via Settings > Grades & Programmes), e.g. if your account settings says Grade 12, you cannot fill in GRADE 12 in all caps and cannot fill in Grade12 without a space.
  • Dates must be formatted according to DD-MM-YYYY, e.g. June 12, 2002 should be formatted as 12-06-2002.
  • Required fields must be filled in. Any missing required fields will cause an error in the system. Required fields for each user type are listed in the sections below.

Updating Existing Users

If you are updating the information for any users with existing ManageBac accounts, please select "Update existing users" when importing so the system knows not to create duplicate accounts for them.

Importing Students

Navigate to Settings > Import > Students and download our CSV template. Complete the required Student Fields, save the file as CSV UTF+8 and upload.

Student Fields
Header Field Description
Student ID
The student ID can be a combination of numbers and letters, depending on your school’s ID format.

This field is not required but strongly recommended. It is best to use the same unique identifier as on other student information systems used at the school, if any. 
First Name
Required. The student's first name. This will be used in official reports, so please match as written on their passports.
Middle Name
The student's middle name. This will be used in official reports, so please match as written on their passports.

If the student does not have a middle name, please leave blank.
Last Name
Required. The student's last name. This will be used in official reports, so please match as written on their passports.

If last name is not used in your country, you can use another symbol in it’s place (e.g. comma, period, underscore)
Preferred Name
The student's preferred name. If the same as First Name or none, leave blank.
Other Name
Use this field if you wish to include the student’s name in a second language. If none, leave blank.
E-mail Address
Required for all students except IB PYP students. All students must have a unique email address, which should be different from the parent email. Recommended to use valid emails as all notifications from ManageBac will be sent to this email address.

PYP Exception: This field can be left for PYP students and a fake email will be automatically assigned.
Grade
Required.  The student's grade level must match the label entered in your Grades & Programme Settings, e.g. Year 12, or Grade 12.

If unsure, navigate to 'Settings > Grades & Programmes' on your account.
Programme
Required. This is the academic programme that the user is completing at your school and must match one of the following:
IB Diploma
IB Middle Years
IB Primary Years
Pearson Edexcel International Advanced Levels
Pearson Edexcel IGCSEs
Cambridge Advanced
Cambridge IGCSEs
Cambridge Lower Secondary
High School
Middle School
Primary School


The programmes enabled for your school can be found listed at the top of the page via Settings > Grades & Programmes.
Year Group Required for all students except for IB PYP students. Students on ManageBac are organised by year group. A year group is the batch or the cohort of a graduating class. A suggested year group title may be the year they will be completing their programme, e.g. Cambridge Class of 2022 or IB Diploma Class of 2023

If you haven't created any year groups, they will be automatically created for you based on what you have entered.

If you have already created year groups on ManageBac, please enter the title of the year group without the grade level found in parentheses, e.g. Class of 2022, instead of Class of 2022 (Grade 10).

Please make sure that all students belonging to the same year group have the exact spelling and capitalisation of the Year Group title, or a new one will be created for each variation.

PYP Exception: This field should be left blank for IB PYP students.
Gender
The student's gender which can currently be Male or Female, or can be left blank.

We recognise that these gender categories may not represent all users at your school and are working towards supporting custom gender categories.
Date of Birth
The student's date of birth. Dates must be formatted as DD-MM-YYYY or DD/MM/YYYY, e.g. June 12, 2002 is formatted as 12-06-2002 or 12/06/2002
Mobile Phone
The student's mobile phone number.
National ID
The student's National ID number (e.g. Passport number)
1st Nationality
The student's nationality must be entered in ISO code format, e.g. GR for Greek.

If unsure, please download the Supported Nationalities file below.
2nd Nationality
Any additional nationalities must also be entered in ISO code format and entered in their individual cells.
3rd Nationality
See 2nd Nationality.
4th Nationality
See 2nd Nationality.
1st Language
The student's first language must be entered in ISO code format, e.g. SPA for Spanish.

If unsure, please download the Supported Languages file below.
2nd Language
Any additional languages that the student speaks must also be entered in ISO code format and entered in their individual cells.
3rd Language
See 2nd Language.
4th Language
See 2nd Language.
Address
The student's Home Address Line 1 (Street address)
Address 2
The student's Home Address Line 2 (Suite or Apartment number, Floor, etc.)
Phone Number
The student's Home phone number
City
The student's Home address - City
State/Province
The student's Home address - State or Province
Postal Code
The student's Home address - Postal or Zip code
Country
The student's Home address - Country. The user's country must be entered in ISO code format, e.g. SE for Sweden.

If unsure, please download the Supported Countries file below.
UI Language
Preferred UI Language. This is set to English by default.
Current available UI languages: English, Spanish, or French.
Enrollment Date
The student's enrollment start date at your school. This will default to the current term’s start date if left blank.
Password
The student’s ManageBac account password. This can be set by when importing new users so that student’s don’t have to create their own passwords. 
Graduation Date
The student’s graduation date. Assigning a graduation date for the student will archive their account. Please do not set until the student has graduated.
Withdrawal Date
The student's withdrawal date from your school. Assigning a withdrawal date for the student will archive their account. Please do not set until the student has left the school.

Common Student Import Error Messages

Below are a few common error messages that you may encounter when importing students into ManageBac.

Check the Row Number that the error occurs in, which is shown next to the error message, and correct the error on your file. Save as CSV (UTF-8) and re-upload the updated file.

EMAILS

Every account on ManageBac requires a unique email address as the core identifier which all the user data is tied to. Emails must be unique and formatted correctly with local-part@domain, e.g. sara.chen@gmail.com

Here are some of the error messages related to emails that you may see:

  • Email can't be blank: This error appears if the email field is blank. Add the user's email & re-upload.
  • Email is missing or invalid: This error appears if the email entered doesn't follow the correct format, e.g. student@schoolemail.com
  • Email is too short (minimum is 3 characters): This error appears less than 3 characters have been added to the email field. Please enter an email in the correct format and try again.
  • Email has already been taken / Email belongs to [Name]: This error appears when an account with the same email address already exists. Specify a different, unique email address.
YEAR GROUP

What is a Year Group? A year group is the batch or cohort of students that will be completing the programme in the same year

We would recommend naming the year group according to when the group of students would be graduating, instead of the current year level. E.g. use 'Class of 2023' instead of 'Grade 11 Class'

An error message you might run into is:  

  • Please enter an IB Year Group name to add the student to (e.g. IBDP Class of 2018): This error appears when the year group field is blank. Add the year group and re-upload your file.
GRADE

Grade refers to the student's year/grade level they will be starting at your school, e.g. Year 1, Grade 12, etc. The grade level must match what has been entered in your school's ManageBac Settings as these are customisable per school.

If you're unsure, navigate to your Settings > Grades & Programmes page to confirm.

If what you have entered doesn't match the Grades & Programmes page, you may run into this error message:

  • The Grade level is either disabled or incorrect. Please enter a grade which matches the year labels you have set here. : This error message appears when the grade level field doesn't match your account settings. Enter the grade level that has been configured for your account, and re-upload the file.
PROGRAMME

Programme refers to which curriculum programme the student is completing at your school, e.g. IB Diploma, Cambridge IGCSEs, High School, etc.

The programmes enabled for your school can be found listed at the top of the page via Settings > Grades & Programmes.

An error message you might run into says:

  • Programme is missing or invalid: This error appears if the programme field is blank, or if the programme entered doesn't match the programme(s) on ManageBac. Please enter the programme names or their abbreviation, as listed below, and re-upload your file:
    • IB Diploma or IB DP
    • IB Career-related Programme or IB CP
    • IB Middle Years or IB MYP
    • IB Primary Years or IB PYP
    • Pearson Edexcel International Advanced Levels or Ed A Level
    • Pearson Edexcel BTEC or Ed BTEC
    • Pearson Edexcel IGCSEs or Ed IGCSE
    • Cambridge Advanced or CAIE A Level
    • Cambridge IGCSEs or CAIE IGCSE
    • Cambridge Lower Secondary or CAIE LS
    • Advanced Placement or AP
    • High School or HS
    • Middle School or MS
    • Primary School or PS
NAMES

First and last names are required fields on ManageBac. This is also what is populated to any report cards or exported official documents, so please make sure that this has been filled in.

If left blank, the error messages that you may see are:

  • First name can't be blank: This error message appears when the first name field is missing. Fill in the first name and re-upload the file.
  • Last name can't be blank: This error message appears when the last name field is missing. Fill in the last name and re-upload the file. If last name is not used in your country, you can use another symbol in it’s place (e.g. comma, period, underscore).
DATES

Dates on ManageBac must be in a DD-MM-YYYY or DD/MM/YYYY format. For example, if a student's date of birth is August 17, 2001, the date is formatted as 17-08-2001 or 17/08/2001.

If you haven't followed the given format, an error message you might see is:

  • Birthday format is invalid (please specify a full 4-digits year): This error message appears when the date format is incorrect. Please enter the date of birth in the required format, and re-upload the file.

Importing Parents/Guardians

Creating parent accounts allows parents to view their child's academic progress via ManageBac.

Navigate to Settings > Import > Parents and download our CSV template. Complete the required Parent Fields outlined below, save the file as CSV UTF-8 and upload.

Notes on importing Parents/Guardians

  • Student accounts must be created before parent accounts.
  • If two or more parents share one email address, they can share the same account on ManageBac.
  • If a parent is also a teacher at the school, the parent & teacher accounts must be created with separate email addresses. The two accounts can be linked using ManageBac’s Accounts Portal Single Sign On (SSO) feature, and the user can switch between accounts effortlessly. Learn more about how to use the Accounts SSO here
Parent Fields
Header Field Description
Student ID The student’s Student ID number on ManageBac.
Student E-mail Required. The student’s email address on their ManageBac student accounts.
Salutation The parent's preferred salutation, e.g. Mr., Mrs., Ms., Dr. 
First name Required. The parent's first name
Middle Name The parent’s middle name
Last name Required. The parent's last name
Preferred Name The parent’s preferred name. If same as First Name, leave as blank. 
Other Name The parent’s other name. If none, leave as blank.
E-mail Address Required. The parent’s valid and unique email address. Each account on ManageBac requires a unique email address.
Relationship The parent’s relationship to the student, e.g. Mother
Gender The gender categories currently supported are Male, Female, or can be left blank.

We recognise that these gender categories may not represent all users at your school and are working towards supporting custom gender categories.
Date of Birth The parent’s date of birth. The date must be formatted as DD-MM-YYYY or DD/MM/YYYY. For example, April 3, 1975 is formatted as 03-04-1975 or 03/04/1975.
Title The parent’s job title
Employer The parent’s employer
Mobile Phone The parent’s contact phone number
1st Nationality The parent's nationality must be entered in ISO code format, e.g. GR for Greek.

If unsure, please download the Supported Nationalities file below.
2nd Nationality Any additional nationalities must also be entered in the ISO code format and entered in their individual cells.
3rd Nationality See 2nd Nationality
4th Nationality See 2nd Nationality
1st Language The parent’s first language must be entered in ISO code format, e.g. SPA for Spanish.

If unsure, please download the Supported Languages file below.
2nd Language Any additional languages that the parent speaks must also be entered in ISO code format and entered in their individual cells. 
3rd Language See 2nd Language
4th Language See 2nd Language
Work E-mail The parent’s work email address
Work Phone The parent’s work contact phone number
Work Address The parent’s work address - Address Line 1 (Street address)
Work Address 2 The parent’s work address -  Address Line 2 (Suite or Apartment number, Floor, etc.)
Work Fax The parent’s work fax number
Work City The parent’s work address - City
Work State The parent’s work address - State or Province
Work Postal Code The parent’s work address - Postal or Zip Code
Work Country The parent’s work address - Country. The country must be entered in ISO code format, e.g. SE for Sweden.

If unsure, please download the Supported Countries file below.
Address The parent’s Home address - Address Line 1 (Street address)
Address 2 The parent’s Home address -  Address Line 2 (Suite or Apartment number, Floor, etc.)
Phone Number The parent’s Home phone number
City The parent’s Home address - City
State/Province The parent’s Home address - State or Province
Postal Code The parent’s Home address - Postal or Zip Code
Country The parent’s Home address - Country. The country must be entered in ISO code format, e.g. SE for Sweden.

If unsure, please download the Supported Countries file below.
UI Language Preferred User Interface Language for the parent. This is set to English by default.

Current available Parent interface languages: English, Spanish, Arabic, French, Chinese (Simplified or Traditional) or Japanese.
Password The parent’s ManageBac account password. This can be set by when importing new users so that parents don’t have to create their own passwords.

Common Parent Error Messages

Parent Information

Some error messages you might run into are:

  • First name can't be blank: This error appears when the first name field is missing. Fill in the first name and re-upload the file.
  • Last name can't be blank: This error appears when the last name field is missing. Fill in the last name and re-upload the file. If last name is not used in your country, you can use another symbol in it’s place (e.g. comma, period, underscore).
  • Email can't be blank: This error appears if the email field is blank. Add the user's email and re-upload the file.
  • Email has already been taken / Email belongs to [Name]: This error appears when an account with the same email address already exists. Note that different emails must be used to create two separate parent accounts. Specify another email address and re-upload the file.
  • Email is missing or invalid: This error appears if the email field is blank or if the email entered doesn't follow the format parent@email.com and re-upload the file.
Student ID or Email

Students must be created first before creating parent accounts.

The student ID or email must be included when importing parents. If unsure of the student's ID or email, navigate to Settings > School Directory to confirm.

Only one student's information can be entered per row. The screenshot above is an example of how to import parents and link to more than one child, where rows 1-2 list the Mother and rows 4-5 list the Father of the same children.

If you are missing either the student ID or email address, or if neither of the student information match an existing student on your account, you might run into this error message:

  • Student not found with the student ID [example: 12345] or email [example: student@school.edu]: This error message occurs when the student information entered doesn't match any existing users in the system. Please enter the information of an existing student in order to tie the parent and student accounts together and re-upload the file.

Importing Teachers

Navigate to Settings > Import > Teachers and download our CSV template. Complete the required Teacher Fields outlined below, save the file as CSV UTF+8 and upload.

If a teacher is also a parent at the school, the teacher & parent accounts must be created with separate email addresses. The two accounts can be linked using ManageBac’s Accounts Portal Single Sign On (SSO) feature, and the user can switch between accounts effortlessly. Learn more about how to use the Accounts SSO here

Teacher Fields
Header Field Description
First Name Required. The teacher’s first name.
Middle Name The teacher’s middle name.
Last Name Required. The teacher’s last name.
E-mail Address Required. The teacher’s email address. This must be a unique and valid email address for each teacher.

Common Teacher Error Messages

Some error messages you might run into are:

  • First name can't be blank: This error appears when the first name field is missing. Fill in the first name and re-upload the file.
  • Last name can't be blank: This error appears when the last name field is missing. Fill in the last name and re-upload the file. If last name is not used in your country, you can use another symbol in it’s place (e.g. comma, period, underscore).
  • Email can't be blank: This error appears if the email field is blank. Add the user's email and re-upload the file.
  • Email has already been taken / Email belongs to [Name]: This error appears when an account with the same email address already exists. Specify another email address and re-upload the file.
  • Email is missing or invalid: This error appears if the email field is blank or if the email entered doesn't follow the format teacher@schoolemail.com and re-upload the file.

Sending Welcome Emails

Before importing users, confirm if you wish to send welcome emails now or later. We recommend to wait until the rest of the account is set up (e.g. students & teachers are in classes) before sending welcome emails.

The welcome email is sent to the user's email address and includes a link to set their ManageBac password and access their ManageBac account. The password link is valid for 7 days, so make sure the user already has access to their inbox before sending it.

See our tutorials below for further guidance on:

Video Tutorials

Contact Us

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E-mail: support@managebac.com

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