If you encounter issues when uploading data, use the guidance below to help identify and resolve common problems.
Spreadsheet Formatting Requirements
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Column headers must remain unchanged. The correct headers are:
STAFF NAME
STAFF EMAIL
CHILD NAME
UPN
REG GROUP
MAIN TEACHER EMAIL
(These are automatically included if you download the New Year Data template.)
STAFF NAME and STAFF EMAIL should only appear once each. Duplicate entries will cause errors.
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CHILD NAME must follow the format: Firstname Lastname.
Use the Name Configurator Tool to ensure consistency.
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Avoid extra spaces or punctuation.
These often appear when copying from other software.
To remove hidden formatting, paste data into Notepad first, then copy it back into the spreadsheet.
Data Processing Delays
If your upload appears successful but no updates are visible after 2 hours, the issue is usually due to STAFF EMAIL mismatches.
Recommended fix:
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Export last year’s staff data from the Admin platform:
Data Export > School Name – School Data.
Copy the STAFF NAME/STAFF EMAIL list from last year into your new spreadsheet.
Re-upload with the new pupil data but the previous year’s staff data.
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Once processed, update staff records manually if required:
Final Checklist
Before uploading, confirm that:
All required staff are listed.
All active pupils for the new year are included.
Each pupil’s first and last name is correctly entered in column C.
Each pupil has a UPN/SEEMiS reference (otherwise they must be added manually).
Data is sorted by Reg. Group.
Only one staff email is entered in column F (additional staff can be assigned later).
Column headers remain unchanged.
Updated