Importing & Updating Subjects

The CSV import loads a roster into a Subject Group and, run again later, corrects and enriches the records already there. The same tool handles both.

Before you import

Save the roster as a CSV. One row per subject; the first row must be column headings.
Include a stable identifier, normally the school's Student ID. It is the key that lets later imports update the right people.
Contact information for up to two parents or guardians can be included as separate columns.

Importing

Open the group, click Edit, and scroll to Subject CSV Import.
Choose the Import Record Sync field. This is the column Airstudio uses to recognize an existing subject. Use Subject ID whenever you have one; Subject Full Name is available for rosters without IDs.
Drag the CSV into the import box.
Match your columns to Airstudio fields by dragging each heading onto the field it belongs to. Unmatched columns are ignored.
Click Validate Import. Rows with Warnings import with the noted issue; rows with Fatal errors are listed and must be corrected in the CSV before they can be imported.
Click Save. Large imports continue in the background and the group shows progress until they finish.

Fields you can map

Group	Fields
Subject	Subject ID, First Name, Last Name, Email, Secondary Email, Phone, Phone Extension, Secondary Phone, Password, Subjects Team
Address	Address Line One, Address Line Two, City, State, Zip Code
Contact One / Contact Two	First Name, Last Name, Email, Secondary Email, Phone, Phone Extension, Secondary Phone, Password, Previous Email
Gallery	Gallery Link, Captura Online Code, GotPhoto Gallery Password, Fotomerchant Password
Corrections	Updated Subject ID
Custom Fields	Any custom field defined on the group

Updating existing subjects

Import the same way with the sync field set. Rows that match an existing subject update only the fields you mapped; everything else is left as it is. Rows that do not match create new subjects.

Changing a Student ID. Map the old ID to Subject ID and the new ID to Updated Subject ID. The record is found by the old value and rewritten with the new one.

Changing a contact's email. Map the old address to Contact One Previous Email (or Contact Two) and the new address to Contact One Email. The contact is found by the old address and updated.

Captura rosters

If your roster comes from Captura, click Extract Captura CSV Emails after loading the file. Captura stores several email addresses in one cell; this splits them into the subject and contact email fields.