--- title: "Bulk Upload of Student Data (xls or csv)" slug: "bulk-upload-of-student-data-xls-or-csv" updated: 2026-10-12T21:49:54Z published: 2026-10-14T01:30:00Z canonical: "www.procaresupport.com/bulk-upload-of-student-data-xls-or-csv" --- > ## Documentation Index > Fetch the complete documentation index at: https://www.procaresupport.com/llms.txt > Use this file to discover all available pages before exploring further. # Bulk Upload of Student Data (xls or csv) Do you have more than 30 students in your childcare program or school? If you do, use a spreadsheet to upload your students into Procare Online more efficiently. > [!NOTE] > Procare Desktop Customers > > This option is not available to Procare Desktop customers. [Refer to this article to learn more about syncing data from Procare Desktop to your Engagement Functionality.]( https://www.procaresupport.com/procare-desktop/docs/using-procare-desktop-with-engagement#children) --- > [!NOTE] > Note > > You cannot bulk upload to the waitlist/leads. The bulk upload functionality adds students to your **Active Student** list. Once the students are added, you can update their enrollment status. ## Download the Bulk Upload Template 1. Go to **My School** > **Students**. 2. Go to the **Upload Roster** screen using one of the following methods: - Click **Add Student** > **Upload XLS**. - Click **More Actions** ![gray more icon](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/more-gray.svg) > **Bulk Upload Students** - Click [here](https://schools.procareconnect.com/my-school/students/upload-roster) to open the upload roster screen. 3. Click **Download Template**. In general, the file saves to your **Downloads** folder. ## Fill out your spreadsheet > [!CAUTION] > ![warningco.svg](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/warningco.svg) > > When using the bulk upload spreadsheet template, do not edit the column names, move the columns or enter new information in columns with dropdown choices. Doing so will cause errors in your upload and may cause it to fail. You can leave columns blank if you have no data to contribute. | 1. | Open the template file. | | --- | --- | | 2. | Fill out the spreadsheet/template with your student information. Here is a list of the information you can include on your spreadsheet. > [!WARNING] > Profile Fields > > Your school’s profile fields are included in the template. This includes profile fields created at the [center level](/procare-online/docs/profile-field-mapping) and [corporate level](/procare-online/docs/create-profile-fields). > [!CAUTION] > Limited Rows > > Imports are currently limited to 250 rows. If your import exceeds 250 rows, it will fail. | | ![warningco.svg](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/warningco.svg) **Columns A (Student First Name) and B (Student Last Name) are required; the other columns are optional.** | | | **Student Name** | This is a required field. > [!WARNING] > Recommendation > > For students with the same name either: > > - add their initial after their first name in Column A or > - use a unique ID | | | | | **Primary Room** | This is the student's primary room. > [!WARNING] > Note > > - Parents/guardians can only sign in/out of the primary room > - Some reports contain the **Primary Room** filter. Students will appear in reports only when their designated primary room is selected. ![link icon](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/link.svg) Learn more about [Primary Room](/procare-online/docs/edit-student-profile#key-fields) | | | | | **Date of Birth** | Upcoming birthdays will appear with an icon in the app, and you will be able to quickly see the student's age on the website. | | | | | **Address** | Addresses are saved separately for each student’s profile. | | | | | **Status** | Select each student’s status from the available choices. > [!WARNING] > Status Dropdown Choices > > This column contains choices that you can select from a dropdown. Do not edit or add new choices to this column. | | | | | **Schedule** | Use the following format for days on each student’s schedule: M, T, W, Th, F, S, Su. - For schedules with multiple days, follow each day code with a comma; spaces are optional. - For example, if a student attends on Mondays, Wednesdays and Fridays, enter “M, W, F” or “M,W,F“ in that student’s column. > [!WARNING] > Note > > The days default to the full day and cannot be designated by AM or PM. > [!WARNING] > Schedule Tip for AM/PM Schedule > > Add a **Tag** called Half Days for students with an AM/PM schedule, so you can easily filter the student list later to update their schedules. > > ![link icon](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/link.svg) > > Learn more about [**Managing Tags for Easy Filtering**](/procare-online/docs/managing-tags-for-easy-filtering#filtering-by-tags). | | | | | **Allergies** | Leave this blank if a student has no allergies; all students with information listed under the allergies column will appear with an allergy ![allergy icon](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/allergy.svg) icon on the website and Child care mobile app. | | | | | **Medication** | Leave this blank if a student does not take medication. | | | | | **Notes** | These notes are for internal use by staff and are not visible to parents/guardians. | | | | | **Student Tags** | Use [tags](/procare-online/docs/tags) to quickly find specific groups of students. | | | | | **Parent Name, Mobile Phone, Email and Relation** | Parent/guardian name, phone number and email address: If the name, phone number and email address are exactly the same for two or more children, they will be linked together as siblings during the import. > [!WARNING] > Note > > When entering parent/guardian email addresses, ensure the following: > > - The email address is not a hyperlink. > - Parent/guardian first and last name are entered. > [!WARNING] > Emergency Contact Dropdown Choices > > The Parent Emergency Contact columns contain **Yes** and **No** options that you can select from a dropdown. Do not edit or add new choices to these columns. | | | | | **Authorized Pickups** | Do not include the parents/guardians as authorized pickups, as this will create duplicates in the system. > [!WARNING] > Emergency Contact Dropdown Choices > > The Authorized Pickup Emergency Contact columns contain **Yes** and **No** options that you can select from a dropdown. Do not edit or add new choices to these columns. | | ![infosld.svg](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/infosld.svg) **Up to 3 authorized pickups can be added in separate columns.** | | | | | **Physician** | You can enter the name, phone number, email address, type and additional notes for one physician per student. | | | | | **Student IDs and/or Family IDs** | Include these if you have your own student or family ID system in place, otherwise leave these fields blank. > [!WARNING] > Unique IDs > > Numbers or text used must be unique to each student. If the same ID is repeated or is the same as an existing student, the upload will merge students with the same ID into one student profile. | ## Upload your Spreadsheet 1. Go to the **Upload Roster** screen. ![bulk upload students with options to download template and upload roster](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/bulk-upload-students.png) 2. Click **Upload Roster**. 3. Upload the file from your device. 4. Choose whether to tag the students in the import. Tags can be helpful for filtering. Procare Online automatically selects the option to tag students and provides a tag name using the upload date and time. You can do one of the following: - Edit the tag - Choose not to include the tag before the import - Remove the tag after the import is complete 5. Click **Submit**. Procare Online displays a confirmation that the roster is uploading. 6. Click **Close**. ![link icon](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/link.svg) Learn more about [Managing Tags](/procare-online/docs/managing-tags-for-easy-filtering). --- ## Review your Student Information - Go to **My School** > **Students** and review your import using the import tag if you included it. - If there are any issues with the import, you can inactivate the student profiles it created, then try again. - If the spreadsheet does not upload successfully, you will receive a notification email with details about any errors so you can make corrections and try again. **Next steps once your import is complete:** - [Invite Parents/Guardians to Procare](/procare-online/docs/inviting-families-to-procare) - [Set up billing plans](/procare-online/docs/tuition-based-recurring-billing-plans)