Importing Students

When enrolling a large cohort, adding students one by one is impractical. Nimbu's bulk import feature allows you to upload a file containing multiple student records at once, enrol them all into a class simultaneously, and review any errors before the import is finalised.

This article walks through the full three-step import process: uploading your file, mapping columns, and reviewing and confirming the import.

What's Covered in This Article

This article explains how to bulk import students into a class using a file upload.

• CSV Import Process: How to access and complete the three-step import workflow.
• File Format and Column Requirements: Supported file types, size limits, and required fields.
• Column Mapping: How Nimbu maps your file's columns to student profile fields.
• Reviewing and Confirming the Import: Checking your data before finalising.
• Handling Import Errors: How to identify and resolve issues that prevent records from importing.

Who can do this: Administrators and Trainers with Class Management permissions can import students.

Before You Begin

The Import Students feature is accessed from within a class. You will need an active class to import into, and a prepared file containing your student data. Before uploading, ensure your file includes at minimum a first name, last name, and email address for each student.

Tip: Download the example XLSX template from the import modal before preparing your file. It shows the expected column structure and helps avoid formatting issues.

The Import Process

The Import Students modal guides you through three steps: Upload File, Map Columns, and Review & Import.

Step 1: Upload File

1. Navigate to Classes in the left-hand sidebar and open the relevant class.
2. Go to the Class Management tab.
3. Click the chevron (∨) on the Add Student button and select Import Student.
4. The Import Students modal opens at Step 1: Upload File.
5. Click Download Example: XLSX to download the template as a reference for your file structure.
6. Prepare your file in one of the supported formats (see File Format and Column Requirements below).
7. Drag and drop your file into the upload area, or click Upload a file to browse and select it.
8. Click Next to proceed to column mapping.

Step 2: Map Columns

Once your file is uploaded, Nimbu reads the column headers and attempts to automatically match them to the corresponding student profile fields. Review the mapping on this screen to confirm each column is correctly assigned.

• If a column is correctly detected, its mapping will be pre-filled.
• If a column is not recognised or needs adjustment, use the dropdown next to that column to manually select the correct field.
• Columns that do not correspond to any student field can be left unmapped — they will be ignored during the import.

Click Next once all required columns are mapped correctly.

Step 3: Review & Import

The final step displays a preview of the student records to be imported, based on your file and column mapping. Review this list carefully before confirming.

• Records that are valid and ready to import are shown without any flags.
• Records with errors or warnings are highlighted for your attention (see Handling Import Errors below).

Once you are satisfied with the preview, click Import to finalise. Nimbu will create the student accounts and enrol them into the class.

File Format and Column Requirements

Supported File Types and Size

Required Columns

Your file must include the following columns for each student record. Records missing any of these fields will be flagged as errors and cannot be imported.

Optional Columns

The following columns are optional but recommended, particularly for accredited training where AVETMISS compliance is required.

Tip: Column headers in your file do not need to match Nimbu's field names exactly. The system supports common naming variations (e.g. "First Name", "firstname", or "first_name") and will attempt to auto-detect the correct mapping. However, clear and consistent headers will minimise the need for manual correction in Step 2.

Column Mapping

During Step 2, Nimbu reads your file's column headers and automatically maps them to student profile fields where possible. The mapping screen shows each column from your file alongside the field it has been matched to.

Auto-detection: Nimbu recognises common variations of column header names and maps them automatically. For example, a column labelled "Email Address" will typically be matched to the Email field without manual input.

Manual adjustment: If a column is incorrectly mapped or left unmatched, click the dropdown next to that column and select the correct field from the list. If the column contains data you do not want to import, select Do not import to skip it.

Required field validation: If a required column (First Name, Last Name, or Email) is not mapped, Nimbu will prevent you from proceeding to Step 3 until the mapping is resolved.

Reviewing and Confirming the Import

The Review & Import screen (Step 3) gives you a final opportunity to check all records before they are created in the system. Use this step to:

• Confirm the total number of records to be imported.
• Identify any records flagged with errors or warnings.
• Verify that names, emails, and other details appear as expected.

Once you click Import, the process is finalised. Student accounts are created and enrolments are added to the class immediately.

Handling Import Errors

If any records in your file cannot be imported, they will be flagged during the Review & Import step. Nimbu will not skip flagged records silently -  you can review the issue before deciding how to proceed.

Common errors and how to resolve them:

Note: If a file contains a mix of valid and invalid records, Nimbu will not partially import the valid ones while skipping the errors. Resolve all flagged issues in your file and re-upload, or remove the problematic records and import them separately once corrected.

Related Articles

• Adding Students
• Enrolling Students (Classes)