Throughout the school year, new user accounts may need to be created (new students, guardians, and additional teachers or counselors, etc..) Importing Users has never been easier with the latest version of uploaders!
Here's a quick video:
Where do I navigate to find Upload (Users)?
On the top right-hand corner, click on your Profile Picture and a drop-down menu should appear. Under Account, select Bulk Upload.
Upon landing on the Upload page, select Import Users.
At this point, you should have your data file prepared. If you don't have one and are looking for a template that can be easily filled in, you may click on the Import users button, and the select file page will display. Then click on 'here' to download the templates.
Step 1 - Uploading your data file - (.csv) or (.xls) or (.xlsx) only
a. Click the upload box, then browse and select the file you want to upload OR
b. Drag the file that you want to upload from its folder and drop it into the upload box
Step 2 - Configuring the settings of your upload
Select whether you would like to create Student, Staff (Teacher/Counselor) or Guardian(/Parent) accounts
Make sure to determine which format the dates in your file are in so that the data is read accurately by the uploader - our system accepts Day-Month-Year, Month-Day-Year, and Year-Month-Day date formats
IMPORTANT
For schools intending to use Common App and are creating teacher or counselor accounts, please use 10-digit phone numbers for compatibility
Step 3 - Matching data columns to Cialfo fields
First, determine which row of data in your file contains the column headers. Next, looking at the data fields that are available on Cialfo, match the columns of data you have in your file to them. For ease of future uploads, your method of matching will also be saved and automatically applied on the next upload :)
Note: All required fields are marked with an asterisk (*). For optional fields, there is an option to Ignore this column and no data will be imported under that data field.
Step 4 - Preview & Confirm
Reviewing errors found
After processing your data, the magical wizard will then tell you exactly which row of data in your file contains errors and also what the errors are specifically. With this information, you can then do the necessary corrections. Alternatively, you may also download an error report.
Confirming new accounts to be created
On the next tab New, you will be able to see exactly what data will be imported by the uploader and also confirm the number of accounts you are about to create.
Turning on the "Update" function (Optional)
Intelligently enough, Upload 2.0 is also able to detect whether user accounts already exist within Cialfo; this is being checked against the email addresses column. When this is the case, you have the option of deciding whether to update data for the existing accounts.
Note: Turning on update will override/replace any existing data
Step 5 - Confirming your upload
Last but not least, click Finish Import and voila - all done!
Watch your upload status turn green, and just in case you ever need to refer back to it, you can always check the details of it on the Upload Log page.
That's the end of Upload (Users)! Happy uploading!
Troubleshooting Guide
Upload Appears Successful But No Users Are Created
Upload Appears Successful But No Users Are Created
An issue was identified where the Excel file uploaded successfully — the upload process completed and showed no error — but no user accounts were actually created in the system. Administrators had no way to know whether the upload had worked, as no error message or failure notification was shown.
Resolution: This issue has been fixed. The bulk user upload now processes correctly. Users are created after a successful file upload, and appropriate error messaging is shown if there is a problem with the file format or data.
If the Upload Is Not Working
If you are still experiencing issues with bulk user uploads:
Ensure you are using the correct template provided by Cialfo — do not modify the column headers.
Check that all required fields (e.g., name, email, role) are filled in with valid data.
Ensure there are no duplicate email addresses in the file, or email addresses already in use in the system.
If the upload completes but users are still not appearing, contact Chat with Cialfo with the file (remove any sensitive data if needed) and a description of the issue.
To move on to Upload (Tests) - click here
To move on to Upload (Student Data) - click here
Need More Help?
Our Client Support team is available via Live Chat 24 hours a day, Monday through Friday, so you can get help anytime during the work week through Chat with Cialfo.
If you're unable to find a solution in our help articles or need further assistance, you can contact the Cialfo Support team via Live Chat or email us at [email protected].