Instructions for Filling the Family Student Template

  1. Download the Family Student Template and open it in a spreadsheet program such as Excel.

  2. The first row contains headings to identify each column. Do not modify this row otherwise the upload will not work.

  3. The second row contains a record that you can use as an example, which you can remove before uploading.

  4. Family Columns

  • Contact details - the first group of columns are for the family's contact information.

  • Status - enter Active, Inactive or Prospective

  • Notes - enter any notes that you want to include about the family.

  • Event Reminders - Set this to "On" to send event reminder emails to the family. Leave blank or set to "Off" to disable.

  • Event Notes Emails - Setting this to "On" will allow the family to receive lesson notes. Leave blank or set to "Off" to disable.

  1. Student Columns

  • Contact details - enter name and contact details according to column titles.

  • Start & Birth Dates - enter in "YYYY-MM-DD" format. For example, January 1, 2014 would be entered as 2014-01-01.

  • School - optional

  • Grade - optional, but must be a number if entered. For example, grade 8 should be entered as 8.

  • Subjects - comma separated list of subjects taken by the student. If your account uses Standard Subjects, the subjects must match the ones in your list in order to be imported.
  • Notes - enter any additional notes about the student.

  • Status - enter Active, Inactive or Prospective

  • Billing Method - Enter one of the following values: Service List Cost, Student Cost, Flat Fee, or Package.

  • Student Hourly Cost - If Billing Method is set to "Student Cost" enter the hourly cost for the student. Do not use commas to separate thousands - for example, one thousand should be entered as 1000.00.

  • Cost Premium Name - If your account has cost & wage premiums enabled and at least one cost premium has been entered in your premiums list, you can enter the name of the cost premium here. Make sure the name entered matches the name in your premiums list.

  • Discount Rate - Enter a number between 0 and 100. Do not enter a % symbol.

  • Student Event Reminders - Set this to "On" to send event reminder emails to the student. Leave blank or set to "Off" to disable.

  • Student Event Notes Emails - Setting this to "On" will allow the student to receive lesson notes. Leave blank or set to "Off" to disable.

  1. Complete a couple rows and try uploading the file to make sure that your formatting is correct.

  2. Once you've confirmed that you are filling out the template correctly, you can add the rest of you records and upload the file.

Families with Multiple Students

For families that have multiple students, enter a separate row for each student with the family fields the same for both students.  When the student records are uploaded only one family record will be created and each student will be added to that account.

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