Bulk Upload Teachers

The Bulk Upload feature lets you import multiple teachers at once using a CSV or Excel file. This is ideal for the start of a school year or when onboarding a large number of new teachers.

Download the sample file first

Always download the sample file from the system before preparing your data. It contains the exact column headers, formatting guidance, and any custom fields your school has configured.

Bulk Upload Teachers — download the sample file first, then select your prepared CSV or XLSX file and submit

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Upload Teachers

1

Navigate to Teacher → Bulk Upload

From the sidebar, expand **Teacher** and click **Bulk Upload**. The bulk upload page opens.

2

Download the sample file

Click the **Download Sample File** button to get an Excel template. The file contains two sheets: one with headers and a sample row, and another listing valid values for dropdown custom fields.

3

Prepare your data file

Open the sample file in a spreadsheet application. Fill in teacher data following the required format (see CSV Format below). Save the file as CSV or keep it as XLSX.

4

Select the file

Click the file input on the bulk upload page and select your prepared CSV/XLSX file.

5

Choose notification preference (optional)

Check **Send Registration Email** if you want each imported teacher to receive a welcome email with their login credentials.

6

Click Upload

Click **Submit** to start the import. The system validates each row and reports any errors.

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CSV File Format

The sample file contains the following required columns in order. All columns must be present even if some values are optional.

Required Columns

Field	Type	Required	Description
first_name	Text	Required	Teacher's first name
last_name	Text	Required	Teacher's last name
mobile	Number	Required	Mobile number (1–16 digits). Also used as the default password.
email	Email	Required	Unique email address. If this email already exists, the system updates the existing record instead of creating a new one.
gender	Text	Required	Must be exactly "male" or "female"
dob	Date	Required	Date of birth in DD-MM-YYYY format (e.g., 15-06-1985)
qualification	Text	Required	Highest qualification (e.g., B.Ed, M.Sc)
current address	Text	Required	Current residential address (note: column header has a space)
permanent address	Text	Required	Permanent residential address (note: column header has a space)
salary	Number	Required	Base monthly salary amount

Optional Columns

Field	Type	Required	Description
joining_date	Date	Optional	Date of joining in DD-MM-YYYY format. Leave blank if unknown.

Custom Field Columns

If your school has configured Custom Fields for teachers (user_type = Teacher), additional columns appear after the standard columns. Column names are the custom field names with spaces replaced by underscores.

Example custom fields

If you created a custom field called "National ID Number", the CSV column header will be national_id_number.

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Sample Data Row

first_name	last_name	mobile	email	gender	dob	qualification	current address	permanent address	salary	joining_date
Jean	Dupont	1234567899	jean.dupont@school.com	male	15-06-1985	B.Ed	123 Main St, Yaoundé	456 Home Ave, Douala	250000	01-09-2024

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Important Notes

All imported teachers are created as inactive

Teachers imported via bulk upload are created with Inactive status by default. You must manually activate each teacher from the Manage Teacher page after verifying their data. This is a safety measure to prevent accidental account activation.

Duplicate email handling

If an email address in the CSV already exists in the system, the import updates the existing teacher's data instead of creating a duplicate. This means you can use the same file to correct data — just update the rows and re-upload.

Subscription staff limits

The system checks your school's subscription staff limit before processing the import. If the total number of teachers (existing + new) exceeds your plan's limit, the import will be rejected. Upgrade your subscription plan or deactivate unused teacher accounts first.

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Handling Errors

If the uploaded file contains errors, the system reports them after processing:

Error Type	Cause	Solution
Missing required field	A required column is empty	Fill in all required columns
Invalid email	Email format is incorrect	Use a valid email format (e.g., name@domain.com)
Invalid date	Date is not in DD-MM-YYYY format	Correct the date format
Invalid gender	Gender is not "male" or "female"	Use exactly "male" or "female"
Mobile too long	Mobile number exceeds 16 digits	Shorten the mobile number
Staff limit reached	Subscription plan limit exceeded	Upgrade plan or deactivate unused accounts

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Sample File Details

The downloaded sample Excel file has two sheets:

1. Teacher Bulk Registration — Contains headers and one example row showing the correct format for each field
2. Form Field Values — Lists acceptable values for dropdown, radio, and checkbox custom fields. Use these exact values in your CSV to avoid validation errors.

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Related Pages

• Manage Teacher — Add teachers individually and manage existing accounts
• Custom Fields — Configure extra fields that appear in the bulk upload template
• Staff Management — Bulk upload for non-teaching staff