How to Import Your Existing Students and Staff Records into Scholẽ

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 Schole 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.

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

  1. Go to the Scholẽ sign-up page and create your school account.
  2. Enter your school’s basic information (name, address, contact email/phone).
  3. Upload the required CAC documents when prompted.
  4. 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:

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

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:

  1. Add One Student (manual entry)
  2. 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)

  1. Click Download Template.
  2. 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

  1. Back on the Import screen, choose Bulk Import from Excel.
  2. Click Choose File (or Browse) and select your completed spreadsheet.
  3. 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

  1. After import, Scholẽ shows a summary: Imported, Skipped/Errored, Pending.
  2. Click View Details to see any records that need attention.
  3. 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

  1. Import failed for many rows: Wrong column headers or formats. Re-download the template or rename headers to match required ones
  2. Students in wrong class: Class names don’t match your setup. Edit class names in the sheet or adjust your Scholẽ class list first
  3. Date of birth errors: Wrong date format. Use the accepted date format shown on the template
  4. 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.

How to Import Your Existing Students and Staff Records into Scholẽ · Scholẽ