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How to Import Your Existing Students and Staff Records into Scholẽ

How to Import Your Existing Students and Staff Records into Scholẽ

6 min

Made for absolute beginners—follow these steps and you'll be done in minutes!

We offer so much more than just a beautiful website. Manage your entire business from your Wix account, including your contacts, products, services and sales. Promote your business using business emails, social posts and stay up-to-date with your site's analytics.

Follow the steps below to get started on your Wix journey.

Before You Start

  • Your school’s CAC (Corporate Affairs Commission) documents (PDF or clear images).
  • A list of students (and optionally staff) in an Excel spreadsheet (or be ready to download our template and fill it in).
  • An admin account on Scholẽ with permission to manage Students.

Good to know: This guide focuses on importing and creating student records. The same flow applies to staff, but screens may be slightly different.

Step 1 | Sign Up & Register Your School

  • Go to the Scholẽ sign-up page and create your school account.
  • Enter your school’s basic information (name, address, contact email/phone).
  • Upload the required CAC documents when prompted.
  • Submit the application.

What happens next?

  • Our team vets your documents.
  • You’ll receive an approval email when your school is verified.

Tip: If you don’t see the email, check spam/junk or whitelist Scholẽ’s domain.

Step 2 | Complete Your Admin Account Settings

Once Approved:

  1. Log in as the school admin.
  2. Click your profile/settings icon.
  3. Review and set preferences—term dates, grading style, class naming, etc.

Why this matters: These settings help Scholẽ auto-sort imported students into the right classes and subclasses.

Step 3 | Open the Students Area

  • From the left-hand menu, click Students.
  • On the Students page, locate and click the Import button (usually top-right or near the student list).

You'll now see two options:

  • Add One Student (manual entry)
  • Bulk Import from Excel (fastest for many records)

We’ll cover the bulk import below.

Step 4 | Get (or Prepare) Your Excel File

Option A: Download Scholẽ’s Template (Recommended)

  • Click Download Template.
  • Open the file and fill in each row with your students’ details.

Option B: Use Your Own Spreadsheet

Make sure your sheet includes the required columns (exactly as the platform expects):

  • First Name: Required (Text only)
  • Last Name: Required (Text only)
  • Gender: Required Male/Female/Other
  • Date of Birth: Required (Use DD/MM/YYYY)
  • Class: Required (JSS 1 etc)
  • Subclass: Optional (JSS 1A etc)
  • Admission No: Optional
  • Parent Email: Optional (parent@example.com)
  • Phone Number: Optional (+2348012345678) Must Include country code

Hint: If you’re unsure of accepted values (e.g., Class names), check how you set them up in Step 2 or peek at the sample in our template.

Step 5: Upload & Import

  • Back on the Import screen, choose Bulk Import from Excel.
  • Click Choose File (or Browse) and select your completed spreadsheet.
  • Hit Upload/Import.

What Scholẽ Does Automatically

  • Reads each row and creates a student record.
  • Places students into the correct classes and subclasses based on your file.
  • Flags any rows with missing or invalid data for you to review.

Progress Bar/Status: You’ll see an on-screen status. Don’t close the page until the import finishes.

Step 6: Review & Fix Any Missing Info

  • After import, Scholẽ shows a summary: Imported, Skipped/Errored, Pending.
  • Click View Details to see any records that need attention.
  • Edit directly in Scholẽ:
    • Update missing fields
    • Correct typos
    • Add profile pictures (click the student’s profile > Edit > Upload Photo)

Teacher Access: Teachers with the right permissions can also update student info later.

Quick Troubleshooting

  • Import failed for many rows: Wrong column headers or formats. Re-download the template or rename headers to match required ones
  • Students in wrong class: Class names don’t match your setup. Edit class names in the sheet or adjust your Scholẽ class list first
  • Date of birth errors: Wrong date format. Use the accepted date format shown on the template
  • Duplicate records: Same Admission No. or name combo already exists. Remove duplicates before import or merge manually later

Teacher Access: Teachers with the right permissions can also update student info later.

FAQs

Click a question below to learn more about getting started on your Wix journey.

Yes, the process is very similar. You can import staff records using the same Excel template format.

The main difference is that you would select "Staff" instead of "Students" when choosing the import type.