Schools can upload application history of a student with all the details that include the Universities the student has applied to, Application Round, Application Results, Application Major, Deadline, University Country , Scholarship Name , Scholarship Currency and Scholarship amount.
Where do I navigate to find Upload (Student Data)?
On the top right-hand corner, click on your Profile Picture and a drop-down menu should appear. Under Account, select Bulk Upload.
At this point, you should have your data file prepared.
Upon landing on the Upload page, select Import Student Data.
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 the Application History General uploader
Make sure to determine which format the dates in your file are in so that the data is read accurately by the uploader
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 student data to be imported
On the next tab New, you will be able to see exactly what data will be imported by the uploader and also confirm the student data you are about to import.
Turning on the "Update" function (Optional)
Intelligently enough, Upload 2.0 is also able to detect whether a student already has the existing data you are trying to upload. When this is the case, you have the option of deciding whether to update the data or to leave it as it is.
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.
Happy uploading!
Troubleshooting Common Issues
UCAS Upload Data Not Reflecting on Student Applications
Some counselors reported that after uploading a UCAS data file with the "Update Existing" toggle enabled, the application outcomes shown in the upload preview did not appear on the student's Applications page after the upload completed. The data appeared correctly in the preview step but failed to persist to the student record.
What causes this issue?
The issue was caused by duplicate application records on the student's profile. When the uploader attempted to update an existing application, it encountered two records for the same university and course combination and could not determine which one to update, resulting in neither being changed.
Resolution: The duplicate application records were identified and removed, and the UCAS data was re-uploaded successfully. Going forward, the uploader handles duplicate record detection more gracefully and logs a clear error rather than silently skipping the update.
As a counselor what can i do if the UCAS Upload Data still Not Reflecting on Student Applications after the import?
Contact Cialfo support through Live Chat.
Share the student’s name and your school name.
Mention which university and course are affected.
Include the date when the upload was completed.
Ask the support team to check for duplicate records.
Once the duplicates are resolved, proceed with re-uploading the application data.
Tip for Counselors: Before re-uploading after a failed update, check the student's Applications page for any duplicate entries for the same university. If you see two rows for the same university and course, contact support to remove the duplicate before uploading again.
Need more Help?
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].”
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.