Sahel EDU

Importing your student list from Excel: prepare the file, check before saving, keep the old student numbers

Retyping hundreds of students by hand takes days and sows mistakes. But importing a badly prepared file can produce duplicates and mixed-up classes. The right method is to prepare the file, check before anything is saved, then correct line by line. For this, Sahel EDU provides an import centre with a blank sheet, an example and a preview.

Preparing your Excel file: the rules of a good student list

A successful import is decided before opening the software. A clean file reads without effort, whether by a person or by a program.

Take the time to reread the list of one whole class before preparing ten: it is the surest way to discover the habits of data entry specific to the school.

One row per student, and one column per piece of information: surname, first names, date of birth, sex, class.
No merged cells, no title row in the middle of the table, no blank rows.
Classes always written the same way, for example “Form 1” or “Upper Sixth”.
Dates in a single format, and phone numbers complete with the country code.
The school’s old student number, if there is one, in its own column.
A copy of the original file, set aside before any change.

The mistakes that make an import fail

The same mistakes come back from one school to another. Knowing them lets you look for them before the import, with Excel’s sort and filter tools.

Duplicates: the same student written twice, with a slightly different spelling.
Unknown classes: “Form 1 A” in one file, “Form One A” in the other.
Unreadable dates, such as a day and a month swapped.
A surname stuck to the first name in the same cell, or split over two columns.
Phone numbers written in several ways.
A file that mixes several years, or students who have left.

The Sahel EDU import centre: blank sheet and explained example

The import centre lists each import in the recommended order: staff, students, unique student numbers, bank statements and exchanges. Next to each one, a blank sheet and an explained example are offered as a real Excel file, with headings in the screen’s language.

The example contains a column “Why this row?” that is ignored at import, as well as “How to use” and “Classes” sheets. Columns depend on the school: no stream or second language at primary level, and an Arabic name required in the Arabic stream.

A blank sheet to fill in and an example already filled in, in three languages.
Headings understood in French, English and Arabic.
Field headings understood too, such as a single names column with the surname in capitals.
Phone numbers like “+237 6 77…” put into the right format.
A choice between importing one class or the whole school.

Checking before saving: the line-by-line preview

Before any data is created, a preview shows each row as it would be saved. An assistant describes in sentences what it found: columns recognised or ignored, what will be created per class, completed, set aside or refused, and unreadable dates.

When a class is unknown, the closest one is suggested. The confirmation then rereads everything before saving, and the operation is recorded in the log. Running the same file again creates no duplicate.

A preview that writes nothing to the database.
Errors and warnings shown line by line, with their reason.
An unknown class accompanied by the closest suggestion.
A confirmation that rereads everything before saving.
An import that creates no duplicate when run again.

Old student numbers, duplicates and rows set aside

Three choices arise before importing students. Keep the old student numbers as the school’s official numbers, or receive new ones. Import one class only, or the whole school. And, for students already enrolled, set them aside or complete only the empty fields.

Rows set aside keep what they said. The head then decides them, side by side with the existing record: create the student in the class of their choice, complete the existing record, or dismiss the row. To carry over your numbers, see the page on student numbering.

Old student numbers kept, or new numbers assigned.
One class, or the whole school.
Students already enrolled set aside, or completed in their empty fields.
Three possible decisions for a doubtful row: create, complete, dismiss.

After the import, and limits

An import does not replace human checking. Reread one class at random, compare headcounts with your registers, then move on: parents, timetable, fees.

During the year, other imports let you carry over the timetable, marks, payments, absences already counted and parent-student links. For a full handover by the SAHEL AVENIR SARL team from your spreadsheets, see the page on turnkey digitalisation.

Imports require specific permissions, and are logged.
Refused rows must be corrected in the file, then run again.
The import replaces neither admission at the desk nor the documents in the file.
The quality of the result depends on that of the starting file.

Frequently asked questions

Which columns does the student file need?

The import centre’s blank sheet lists them for your school: surname, first names, date of birth, sex, class, and others depending on the level. An explained example comes with each sheet.

What happens if a class is badly written?

The preview flags the unknown class and suggests the closest one. Nothing is saved until you confirm.

Can we keep the school’s old student numbers?

Yes. Before importing students, you choose to keep your numbers as the official ones or to receive new ones.

Does running an import again create duplicates?

No. Running the same file again creates no duplicate, and students already enrolled are set aside or completed.

Can we try the import before committing?

Yes. The free trial lasts 30 days, with no commitment. The price is then negotiated with each school and can be read on the Pricing page.

Try Sahel EDU for free

Try Sahel EDU free for 30 days, no commitment. Afterwards, the price is negotiated with your school and confirmed in writing.

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