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What Should the CSV File Look Like?

  • Updated

As a School Administrator, you can streamline the process of adding students to the platform by uploading a CSV file. This guide will help you prepare your CSV file correctly to ensure a smooth and successful upload.

Preparing Your CSV File

Step 1: Open a spreadsheet program like Microsoft Excel or Google Sheets.

Step 2: Create a new spreadsheet and add the required columns as headers in the first row:

email, first_name, last_name, role, grade

Step 3: (Optional) Add the phone column to include phone numbers.

Step 4: Enter your students' data under each column, ensuring all required fields are filled for each student.

Step 5: Save the file as a CSV:

  • In Excel: Click File > Save As > Choose CSV (Comma delimited) (*.csv).
  • In Google Sheets: Click File > Download > Comma-separated values (.csv, current sheet).

Sample CSV File

To help you get started, we've provided a sample CSV file that you can download and use as a template:

CSV File Requirements

To successfully upload your students' data, please ensure your CSV file meets the following requirements:

1. File Format

  • Format: The file must be in CSV (Comma-Separated Values) format with a .csv extension.

  • Delimiter: Use a comma ( , ) to separate values.

    If the file is not in CSV format or uses a different delimiter, you will receive an error message, and the upload will not proceed.

2. Required Columns

Your CSV file must include the following columns (headers):

  • email
  • first_name
  • last_name
  • role
  • grade

These columns can be in any order, but they must be present and spelled exactly as above. If any required column is missing, you'll receive an error message indicating which column is missing.

3. Optional Columns

  • phone

4. File Content

  • The file should not be empty and must contain at least one row of student data beneath the header row.

    If the file is empty or contains only the header row, you'll receive an error message.

Field Validation Rules

Ensure that the data in each column meets the following criteria:

email

  • Must be a valid email address (e.g., student@example.com).

first_name and last_name

  • It must be 2 to 50 characters long.
  • Must contain Latin characters only (A-Z, a-z).

role

It must be one of the following exactly: 

    • Tutor
    • Learner
    • Learner-Tutor

When the user must have two roles they must be written via dash. 

grade

  • Must be one of the following:
    • Numeric Format: 7, 8, 9, 10, 11, 12
    • Text Format: '7th Grade', '8th Grade', '9th Grade', '10th Grade', '11th Grade', '12th Grade'

phone (Optional)

  • It must be a valid phone number.

Uploading the CSV File

Step 1: Navigate to the CSV upload page on the Tutorpeers platform.

Step 2: Click on the Upload CSV button.

Step 3: Select your prepared CSV file.

Step 4: The system will begin processing your file.

  • Note: You will receive an email with the import results once processing is complete. You can continue using the platform or even close the page during processing.

After Uploading

Import Results Email

After processing, you'll receive an email with the import results. This email will include a .txt file attachment containing detailed logs and a summary.

Interpreting the Logs

The log file includes:

  • WARNING Messages:

    • Warnings about users who already exist on the platform.

  • ERROR Messages:

    • Errors related to invalid data as specified in the validation rules.

Viewing New Users

To see the newly added users, refresh the user list page after processing is complete.

Additional Information

  • Processing State: The system does not display detailed processing progress on the platform. You can safely navigate away from the page or close it; processing will continue in the background.

Need Help?

If you encounter any issues or need further assistance, contact us.

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