How to Import Data into Aqui Aca

Avoid manual data entry by importing your existing student and contact information.

Instead of typing hundreds of student and contact records one by one, upload a single CSV file and let Aqui Aca's import system do the work for you. The system automatically maps your existing data fields and handles validation, so you can get your roster set up quickly and start taking attendance.

How the Import Process Works

1

Upload Your CSV File

Select and upload a CSV file containing your student or contact information. The system accepts standard CSV format with headers in the first row.

2

Map Your Fields

Aqui Aca will automatically attempt to match your CSV columns to the appropriate fields. You can review and adjust these mappings as needed.

3

Review and Import

Preview your data, check for any validation errors, and then complete the import. The system will show you exactly what will be imported.

Finding the Import Feature

The import functionality is available from the Students and Contacts list pages in your Aqui Aca workspace:

For Student Import

  • • Navigate to the Students page in your workspace
  • • Look for the Actions menu in the top-right corner
  • • Select Import Students from the dropdown menu

For Contact Import

  • • Navigate to the Contacts page in your workspace
  • • Look for the Actions menu in the top-right corner
  • • Select Import Contacts from the dropdown menu

Quick Access

You can import students and contacts independently - there's no need to import both at the same time. Start with whichever data set you have ready first.

CSV Format Requirements

Your CSV file should follow these guidelines:

  • ✓ Save your file as a .csv format
  • ✓ Include column headers in the first row
  • ✓ Use standard comma separation
  • ✓ Encode file as UTF-8 for special characters
  • ✓ One record per row

Example Student CSV Format

Full Name,Group Name,External ID,Date of Birth,Address Line 1,Address Line 2,City,State,Postal Code,Country
John Doe,Grade 5,12345,2015-08-15,123 Main St,Apt 2A,Springfield,CA,90210,USA
Jane Smith,Grade 5,12346,2015-07-22,456 Oak Ave,,Riverside,CA,92501,USA

Example Contact CSV Format

Full Name,Email,Cell Number,Home Number,Work Number,Address Line 1,Address Line 2,City,State,Postal Code,Country
Mary Doe,mary@example.com,555-123-4567,555-987-6543,,123 Main St,Apt 2A,Springfield,CA,90210,USA
Bob Smith,bob@example.com,555-234-5678,,,456 Oak Ave,,Riverside,CA,92501,USA

How Field Mapping Works

Aqui Aca attempts to automatically match your CSV columns to the appropriate fields in the system:

  • • The system looks for common column names like "Full Name", "Email", "Phone Number", etc., and automatically maps them to the corresponding fields.
  • • If the automatic mapping isn't perfect, you can manually adjust which CSV column maps to which Aqui Aca field using dropdown selectors.
  • • Some fields like "Full Name" are required, while others are optional. Required fields must be mapped for the import to succeed.

Importing Students

Student imports help you quickly add your class roster to Aqui Aca. Here's what you need to know:

Student Fields

Field Name Required Description
Full Name Yes Complete student name (first and last name combined)
Group Name No Group or class name (will be matched to existing group or created)
External ID No Unique identifier from external system (e.g., SIS student ID)
Date of Birth No Format: YYYY-MM-DD (e.g., 2015-08-15)
Address Line 1 No Street address (e.g., "123 Main St")
Address Line 2 No Apartment, unit, or suite number
City No City name
State No State or province
Postal Code No ZIP code or postal code
Country No Country name

Best Practices for Student Import

  • • Use full names (e.g., "John Doe" not separate first/last name columns)
  • • Include External IDs if available - they help with future data management and integration
  • • Use exact group names that match your existing groups, or new groups will be created automatically
  • • Use consistent date formats (YYYY-MM-DD required for Date of Birth)
  • • Double-check spelling of names before importing

Importing Contacts

Contact imports allow you to add parent/guardian information that can later be associated with students.

Contact Fields

Field Name Required Description
Full Name Yes Complete contact name (first and last name combined)
Email Yes Email address for notifications and communications
Cell Number No Mobile phone number
Home Number No Home phone number
Work Number No Work phone number
Address Line 1 No Street address (e.g., "123 Main St")
Address Line 2 No Apartment, unit, or suite number
City No City name
State No State or province
Postal Code No ZIP code or postal code
Country No Country name

Best Practices for Contact Import

  • • Use full names (e.g., "Mary Doe" not separate first/last name columns)
  • • Email addresses are required for notifications and communications
  • • Include multiple phone numbers when available (cell, home, work)
  • • Use standard phone number formats (e.g., 555-123-4567)
  • • Leave optional fields blank if not available (empty cells are okay)

Student-Contact Relationships

Important: The import process cannot currently establish relationships between students and contacts automatically. After importing both students and contacts, you'll need to manually associate them through the student detail pages.

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