Import account holders and students

An import adds many account holders and their students from a CSV file. Swimio reads the file and opens the Add Account Holders form, already filled in. You check the details there, then submit.

What you need before starting

A CSV file made from the sample template. The columns must match the template exactly.
A file of 4096 KB or less. Only .csv files are accepted.
No other import running. Swimio runs one import at a time.

Prepare the CSV file

Select Account Holders from the main menu.
Select Import. The Import Students & Account Holders window opens.
Select Download the sample CSV template.
Open the file in a spreadsheet program, and add one row for each student.

For instructions inside Swimio, select creating a valid CSV can be found here in the window. To go back, select Back to Import.

The columns

Column	Required	What to enter
`internal_reference_id`	No	Your own ID for the student.
`student_first_name`	Yes
`student_last_name`	Yes
`student_middle_name`	No
`student_dob`	Yes	The student’s date of birth, as `YYYY-MM-DD`. For example, `2020-06-21`.
`student_medical_condition`	No
`account_holder_internal_reference_id`	No	Your own ID for the account holder.
`account_holder_first_name`	Yes
`account_holder_last_name`	Yes
`account_holder_email`	Yes	The email address the account holder will log in with.
`phone`	Yes	The account holder’s phone number.
`secondary_phone`	No
`address`	Yes
`post_code`	Yes
`waitlist_ids`	No	The waitlists to put the student on. See Add students to waitlists.

Rules for the rows

One row is one student. When an account holder has two students, add two rows.
Swimio groups rows by the account holder’s email address. Copy the same account holder details into each of their rows. Swimio uses the details from the first row.
A row with no account_holder_email is skipped.
Each student must meet the rules for every student, such as the minimum age.
An email address that an account holder already uses adds the students to that account holder. Swimio does not change that account holder’s details.

Add students to waitlists

Select Student Waitlist from the main menu.
Find the register. Select its Waitlist ID to copy it.
Paste the ID into the waitlist_ids column on the student’s row.
For more than one waitlist, separate the IDs with commas.

Every waitlist on one row must use the same award scheme. When the IDs use different award schemes, Swimio keeps only the last ID.

A student added to a waitlist from a file starts with a score of 0. You can change the score on the form before you submit. See Put a student on a waitlist.

Upload the file

On the Account Holders list, select Import.
Under CSV File, choose your file.
Select Upload.

Result: the Add Account Holders form opens, filled in with the account holders and students from the file.

Check each account holder and student. Fix any mistakes.
Select Submit. See Submit the form.

Nothing is added to Swimio until you select Submit.

While an import is running

After you submit, Swimio adds the account holders and students in the background. The Account Holders list shows Batch Operation Progress with a progress bar. The list reloads when the import finishes.

While it runs, the Import window shows Current Status: Processing, and you cannot upload another file. You can keep working, or close the window.

Check the import logs

On the Account Holders list, select View Import logs. The CSV Import Logs window opens.
Find your file by its Import Date.

Column	What it shows
Import Date	The date and time you uploaded the file.
Type	Student Import.
Status	Processing while the import runs. Completed when it has finished.

The window shows only the files that you uploaded.

Common problems

Problem	Why it happens	What to do
The upload fails	The file is not a `.csv` file, it is larger than 4096 KB, or its columns do not match the template.	Save the file as CSV. Split a large file into smaller files. Start again from the sample template.
There was an error processing the file.	Another import is still running, or the file could not be read.	Wait until the progress bar on the Account Holders list finishes, then upload again.
A student has the wrong date of birth	The `student_dob` value was not in the `YYYY-MM-DD` format.	Fix the date on the form before you submit.
A student is missing from a waitlist	The waitlist ID was wrong, or the row had IDs from different award schemes.	Fix the waitlists on the form before you submit. Or add the student to the waitlist later. See Add a student to a waitlist.