Importing Users has never been easier with the latest version of uploaders!
Where do I navigate to find Upload (Users)?
Click your profile picture in the top-right corner of the page to open the drop-down menu. Under the Account section, select Bulk Upload.
Upon landing on the Bulk Upload & Integrate page, under "Users" select Import Users.
At this point, you should have your data file ready. If you don't have one and would like to use a template, click Import Users to open the Select File page. From there, click here to download the available templates and fill them in before proceeding.
Step 1 - Uploading your data file (.csv, .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 Guardian(/Parent) accounts
Make sure to determine the date format used in your file so that the uploader reads the data accurately.
Our system accepts the following date formats:
Day-Month-Year (DD-MM-YYYY)
Month-Day-Year (MM-DD-YYYY)
Year-Month-Day (YYYY-MM-DD)
Month/Day/Year (MM/DD/YY)
Day Month Year (DD MMM YYYY)
Step 3 - Matching data columns to Cialfo fields
First, determine which row in your file contains the column headers. Next, match the columns in your file to the corresponding data fields available on Cialfo. To make future uploads easier, your column mapping will be saved and automatically applied the next time you upload a file. :)
Note: All required fields are marked with an asterisk (*). For optional fields, you can select Ignore this column if you don't want to import data for that field. No data from the selected column will be imported.
Step 4 - Preview & Confirm
Invalid Records
After processing your data, the magical wizard will identify any rows in your file that contain errors and specify exactly what those errors are. You can then make the necessary corrections and upload the file again. Alternatively, you can download an error report for easier reference.
In the New section, you can review all newly added entries.
In the Existing & Update section, Cialfo checks whether user accounts already exist by matching email addresses. If a match is found, you can choose to update the existing accounts by enabling the Update the data for the existing entries toggle.
Note: Turning on update will override/replace any existing data.
When importing guardians with the "Update the data for existing entries" toggle turned off, matching existing records will be skipped.
If you still encounter an error, contact Cialfo Support via Chat with Cialfo with your upload file and a screenshot of the error.
If you'd like, you can cancel the upload by clicking Cancel Import, make the necessary corrections, and import the data again. Alternatively, you can click Finish Import and then download the error report by clicking the Download icon.
Step 5 - Confirming your upload
Last but not least, click Finish Import and voilà—your import is complete!
After clicking Finish Import, you'll be taken to the final page, where you can view the upload details, including the Type, Summary, Imported Date & Time, Imported By, and File.
Once the import is complete, you'll see the upload status turn green. If you ever need to review the import details, you can always access them from the Upload History page by navigating to Upload & Integration History.
That's the end of Guardian Upload! Happy uploading!!
Troubleshooting & FAQ's
Why is a New Staff Member Showing as a Guardian in People Overview?
Why is a New Staff Member Showing as a Guardian in People Overview?
If a new staff member appears as a Guardian in the People Overview after being uploaded to Cialfo, the account may have been incorrectly classified during the bulk staff upload.
What should I check?
Confirm that the person was intended to be uploaded as a Staff member.
Review the bulk upload file to ensure the column headers and data format match the Cialfo import template.
If the staff member is still appearing as a Guardian, contact Cialfo Support via Chat with Cialfo.
Please provide the staff member’s name and email address so the Support team can investigate and correct the account type.
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].