How to Import and Enrol Bulk Students

How to Import and Enrol Bulk Students

OVERVIEW

In this tutorial, we will show users how to import and enrol bulk students all at the same time. It is a feature that allows users to add and enrol a number of students in the SMS quickly and efficiently. This is a great way to increase productivity as it saves countless hours of data entry work.

Note: This exclusive feature is only available for Maximise Package subscribers. Unlock the full potential of your learning experience with the Maximise Package. To upgrade your plan and access this feature, please contact our Support Team at support@eskilled.com.au. 

The program, program instance and group where that students will enrol must be created prior to importing and enrolling the students. 

Step Tutorial

1. In the SMS, go to Settings and click the Download Bulk Import and Enrol Template. This will download a blank .xlsx file where you would input your students' data.



2. Check your Downloads folder in your computer and open your downloaded template. There are two tabs in the spreadsheet: Main and Reference List. 
Use the Main tab to enter your students' information to be imported and enrolled. 



The Reference list, on the other hand, is your guide on what you need to put in your Main tab. Do not edit the Reference List



Once you've entered all your students' information, save it in your computer folder. See important notes below on where you can get your Group, Company and/or Agent ID. 



IMPORTANT:
For Bulk Import and Enrol Template, the following are mandatory fields:
  1. Group id must have data and cannot be blank 
    1. If Group id is Intake, Start Date must be blank.
    2. If Group id is Dynamic, Start Date must NOT be blank.
  2. Email address must NOT be blank and is NOT duplicated in the file.

ADDITIONAL NOTES:
  1. File Format must be valid.
  2. Employer id and Agent id are optional fields but must be a valid value if otherwise.
  3. If Update toggle is ON when importing, Email address should be existing in the system to update an existing student. Otherwise, the Email should be unique.

3. Go to Students and click Bulk Import and Enrol.



4. Toggle if applicable: "For Students that already exist, update details for fields with data in the sheet, and Enrol them into the Group."
5. Type CONTINUE (all in Capslock) and click the Continue button to proceed.



5. Select your accomplished .xlsx file from your computer for import.



7. A prompt message will notify users that import was successful. Click OK.


IMPORTANT
  1. The file format should always follow the downloaded excel file. Otherwise, you will have errors when doing the bulk import and enrol.
  2. To maintain data integrity, the Reference tab in your downloaded file must NOT be edited. 
  3. When the Send Password Link cell is set to Yes, students will receive the "Student – Set Password" Email where they can now set a password for their account.


  4. Date of Birth format is dd/mm/yyyy.
  5. The Group ID is available in Schedule > Student Groups / Intakes > specific group where you would enrol the student.



  1. The Employer and the Agent ID are both located in Companies > specific company where the student should be tagged under. 



  1. A prompt message will appear for any UNSUCCESSFUL import. Click OK. 


A .txt report will be automatically sent and downloaded to your computer to show errors in your uploaded file.




      • Related Articles

      • How to Manually Add Students in the SMS

        Overview There are multiple ways to add students in the SMS. Students can complete the external enrolment form and upon submission they will be added and enrolled to their related training programs. Bulk import features also allow users to add ...

      • How to Import Bulk Students

        OVERVIEW Bulk Import allows your administrators to efficiently import multiple students into the Student Management System. Importing students allows you to add the student in the SMS ready for enrolment at a later date. This feature is a great way ...

      • How to Bulk Enrol Existing Students

        Overview In this tutorial, we will guide you on how to enrol existing students in the Student Management System to another course in bulk. This will help users quickly enrol multiple students without having to do manual, individual enrolments. Step ...

      • How to Bulk Import Companies in the SMS

        Overview In this tutorial, we will show users how to import companies in bulk. With this feature, you can add multiple Companies into the system quickly and efficiently, eliminating the need to manually create Companies individually. NOTE: This ...

      • How to Use the USI Validation Feature in the SMS

        Overview A Unique Student Identifier (USI) is a reference number that is used to create a consistent record of an individual student's achievements and qualifications in Australia. It is a 10-character code that is unique to each student. The USI ...