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Import Contacts

The Schoolzine platform allows you to easily import new or updated contacts. You can even separate your database into groups, allowing you to target your communications to specific contacts.

Preparing your Database

  • Create an excel spreadsheet with the contacts First Name, Last Name and Email Address all in separate columns. If you use SMS you may also include a Mobile Number.
    Note: Unless you have a custom email salutation such as 'Dear Parents/Carers' then the name you fill into the First Name field will populate into the email message.
  • Ensure there is only one email address per row.
  • Save your spreadsheet as a CSV (comma delimited) file.

Click here to download an Example Database

Importing Your Database

  1. Log in to your Control Centre and select the Contacts menu tab.
  2. Once expanded, select Import Contacts.
  3. Select the Choose File button and navigate to where your file is saved.
  4. Click Next.
    Note: If your database is not saved as a CSV file, you will not be able to proceed.

import_contacts.jpg

Map Fields

  1. The first row of your .csv file will automatically map to the relevant fields.
  2. Tick the Ignore first row? box.
  3. Click Next.

mapping_fields.jpg

Group

  1. If you would like to add your contacts to a particular group/s, select the required group/s from the available list. New groups can also be created here.
    Note: Groups allow you to target specific contacts when sending out communications.
  2. Click Import.
  3. A notification will appear to notify you of your imports’ success.
  4. To review your import, click the View button, or the notification icon.

import_groups

Reviewing Your Import

  1. Log in to your Control Centre and select the Contacts menu tab.
  2. Once expanded, select Import Contacts.
  3. Select the Import History button at the top of the page.
    Note: This will take you to an overview of all contact imports into the system, which includes total number of contacts imported and if there were any errors whilst importing.
  4. Select the date to inspect a specific import.
  5. If there were any errors during the import, select View errors to see what they were.
    Note: Many database errors are caused from common mistakes, such as a space in an email address or the @ symbol not being present.
  6. Errors can be resolved by selecting the error under Note and then fixing and Resubmitting the contact or Discarding the contact.

review_import

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