- Use one row per student.
- Keep names and grade levels in separate columns; those are the two fields the import reads.
- Review the preview before confirming import.
- Archive duplicates instead of deleting records with history.
- Save the file as plain CSV with UTF-8 encoding so accented names survive the import.
Bulk import is the fastest way to set up a new class, caseload, or school pilot. A clean CSV helps teachers get to chart creation without typing every student manually.
Prepare the CSV
Start with a simple spreadsheet: display name, grade level, and any local student identifier your school uses internally. Avoid putting sensitive notes in the import file.
Review the import preview
Before confirming, scan for duplicate names, missing grades, and capitalization issues. Fixing the source file first is usually faster than cleaning up each student later.
Create charts after import
Once students are imported, create charts for the students you plan to log immediately. Keeping inactive students without charts is fine; they will not clutter the daily logging workflow.
Troubleshooting a messy import
If the preview looks wrong, the cause is almost always in the source file, not the import. The usual suspects are an extra header row, merged cells left over from a printed roster, trailing spaces after names, and a stray comma inside a field that pushed columns out of alignment. Fix these in the spreadsheet and re-export rather than correcting students one by one afterward.
Encoding is the other quiet culprit. If names with accents or characters from other languages show up garbled, re-save the file as CSV UTF-8. A roster of Jose, Garcia, and Nguyen should import with their correct spelling intact, and that small respect matters to families.
When in doubt, import a five-row test file first. It takes a minute, surfaces formatting problems immediately, and saves you from cleaning up a hundred rows after the fact.
When to import and when to add by hand
Bulk import earns its keep when you are standing up a whole class, a caseload, or a pilot. Below roughly ten students, typing them in directly is often faster than building and checking a file. Reserve import for the moments where the volume actually saves time.
For a school or district rollout, do not let individual teachers import overlapping rosters independently. Agree on who owns the import and the permissions first, or you will spend the first week archiving duplicate versions of the same student created by three different staff members.
Frequently asked questions
Can I import students without email addresses?
Yes. Student email addresses are not required for behavior chart tracking.
Should I delete duplicate students?
Archive duplicates when there is any chance a record has chart history. Deleting can remove useful context.
Can a school import a whole roster?
Yes, but school or district rollouts should agree on ownership and permissions before importing large rosters.
My import created two of the same student. What now?
Archive the duplicate rather than deleting it, especially if either record might already have chart history. Then fix the source file so the duplicate does not return on the next import. Deleting can quietly remove logs you may want later.
Do I need to include student ID numbers?
No. The import reads a name column and a grade column; other columns, including local student IDs, are ignored rather than stored. If your roster export includes extra columns, you do not need to remove them, but do not rely on them landing in Evident.