Bulk Uploading Student Accounts via CSV in the Digital Toolbox (For Schools Only)

This guide explains how School / Co-Op Admin and Teacher users can bulk-create student accounts in the Digital Toolbox using CSV file uploads. This feature is designed exclusively for school customers and is not available for Homeschool Parent / Instructor accounts.

What is the CSV Upload Feature?
The CSV upload feature allows school administrators and teachers to add multiple students at once by uploading a properly formatted CSV file. The system will automatically validate and process the entries, highlighting any errors that need correction.

What is a CSV File and Why Use It?
A CSV (Comma-Separated Values) file is a type of spreadsheet file that stores data in a simple text format. Each piece of information is separated by a comma, making it easy to organize and transfer large amounts of data between different systems. CSV files can be created and edited using programs like Microsoft Excel, Google Sheets, or a plain text editor.

Using a CSV file for student uploads allows schools to quickly create multiple student accounts at once, instead of adding them one by one. This is especially helpful for large classes or school-wide setups.

How to Upload a Student CSV File

1. Click the Choose File button and select your CSV file.
2. The system will immediately scan the file to make sure it is formatted correctly.
3. If the file is good and valid, the green Upload CSV button will become clickable.
4. Click the upload button to submit the file for processing.
5. If there are errors, they will be displayed next to the Choose File button with the corresponding row number for easy correction.

Clicking on the information button next to the green Upload CSV button brings up this window:

Required CSV Format
Your CSV file must include the following column:

• name (Student’s full name, first and last)
• username (Unique login identifier – cannot be an email address)
• password (Minimum 6 characters)
• grade (Optional)

Note: Student usernames cannot be an email address. Ensure usernames are unique and easy for students to remember.

Ensure your file includes a header row and that all passwords meet the minimum character requirement.

Best Practices for CSV Uploads

• For School Customers Only: This feature is available only for School / Co-Op Admin and Teacher users. Homeschool Parent / Instructor accounts cannot use this feature.
• Verify Formatting: Ensure the CSV is structured correctly with headers matching the required fields.
• Check Password Requirements: Passwords must be at least 6 characters long for security purposes.
• Review Error Messages: If errors appear after upload, correct the indicated row(s) and re-upload.
• Use Secure Data: Ensure that usernames are unique and do not contain sensitive personal information.

By following these steps, schools and co-ops can efficiently upload and manage student accounts in the Digital Toolbox.

Frequently Asked Questions (FAQ)

Why isn’t this feature available for homeschool accounts?
Homeschool Parent / Instructor accounts are designed for individual use and do not support bulk student management. Schools and co-ops, which handle multiple students at once, have access to this feature to streamline account creation.

What should I do if I get an error message when uploading my CSV?
If your file has errors, a message will appear next to the Choose File button, highlighting the row numbers that need correction. Check that all required fields are filled, usernames are unique, and passwords meet the length requirement.

Do all CSV files work, or does it need to be formatted a certain way?
The CSV file must match the required format exactly, with a header row that includes “name,” “username,” and “password.” Files missing headers or using incorrect column names won’t upload properly.

Can I upload a file with existing students to update their information?
No, CSV uploads are only for creating new student accounts. Updates to existing student accounts must be done manually within the system.

What happens after I upload a CSV successfully?
Once the upload is complete, the new student accounts will appear in your system. If they don’t show up right away, try refreshing the page.

Is there a way to undo a CSV upload if I make a mistake?
No, once accounts are created, they must be deleted manually if a mistake was made. Double-check your file for accuracy before uploading.

Why can’t student usernames be email addresses? What should I use instead?
Student usernames cannot be email addresses to ensure privacy and system security. Instead, use simple, unique usernames that are easy for students to remember.

Examples of acceptable usernames:
✔ johnsmith2025
✔ jane_doe7
✔ student12345

Examples of usernames that will NOT work:
❌ john.smith@email.com
❌ jane.doe@gmail.com

If needed, consider using a consistent naming convention such as firstname_lastname_schoolyear to ensure unique and organized usernames.

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