Prepare a student roster for CSV import
In Koaryu, open Students and choose Import CSV. Upload your file, map its columns, and review the rows before importing. Use the sample below to prepare that file. Keep your old attendance, promotion history, and billing records separately.
A two-student file you can adapt
These are fictional records. Replace them with your own students before importing. For the results shown here, the school already has a Juniors program with White and Yellow ranks in its ladder. Use each student's confirmed date of birth, and match your program and belt names before reviewing your own file.
Download the sample CSV| CSV column and example | Choose in Koaryu | Result to check |
|---|---|---|
| First Name: Alex / Last Name: Morgan | First Name / Last Name | Alex Morgan has separate first and last names. |
| Date of Birth: 2016-06-15 for Alex / 2017-03-08 for Sam | Date of Birth | Both example students are under 18 in September 2026. Koaryu derives minor status from this date, so their profiles can display Primary guardian. |
| Guardian Name: Jordan Morgan / Guardian Email: jordan@example.com | Guardian Name / Guardian Email | Jordan is linked as Alex's guardian. This does not create a tuition payer. |
| Program: Juniors / Current Belt: Yellow | Program / Current Belt | Alex joins Juniors with its matching Yellow rank. No earlier promotions are created. |
| Status: Active or Trial | Status | With status normalization enabled, Active becomes active and Trial becomes trialing. This is the student's roster status. |
| Membership Start Date: 2026-06-01 | Membership Start Date | The student's start date is June 1, 2026. This is not the date they earned Yellow. |
| Schedule note / Office note | Map both columns to Notes | Alex's notes contain 'Schedule note: Tuesday classes' and 'Office note: Prefers email'. The column labels stay with the text. |
| Tuition balance: 150 | Skip this column | No balance, invoice, payment, or billing enrollment is created. |
Fix the mapping before you import
First Name and Last Name must be mapped. A Full Name column can supply both, but check how compound names split in the preview. Other supported fields include date of birth, preferred name, student contact details, address, tags, emergency contact, and guardian phone and relation.
Only Notes can receive more than one column. If two columns map to another field, choose one and skip the other. Leave payment columns unmapped. A column called Payment Status cannot stand in for the student's Status, and an unfamiliar billing header may need you to skip it manually.
| What you see | What to do |
|---|---|
| Missing last name or invalid date | Correct that row in the source file, then review it again. A column mapping alone cannot fill a missing value. |
| Program cannot be matched | Use the existing program's name, set it up first, or review the option to create missing programs if available. Do not assume the row will join the intended program. |
| Current belt cannot be matched | The default keeps the unmatched belt text in Notes, for example 'Imported current belt (unresolved): Yellow'. A configured program starts the student at its first full belt; without one, the student remains unranked. Review any offered belt-setup option if you want to create the missing rank instead. |
| 8 valid rows and 2 rows with blockers | Import 8 students imports those valid rows and skips the two blocked rows. To keep the roster together, fix the blockers before importing. Otherwise, identify the skipped rows and later import only those corrected students. |
A retry is different from an updated roster
If the connection drops during import, retry with the exact file, mapping, and options. Koaryu recognizes that import attempt and avoids creating its completed rows again. Editing and importing the full roster is a new import. The importer does not find existing people by name or email, merge their records, or update them in place.
Check the result before retiring the spreadsheet
- Compare the imported count with the number you intended to add. Keep a list of every blocked row.
- Open a student and verify the program, status, start date, and combined notes.
- For a child, choose Edit and check Date of birth in Basic Info. On the profile, check the Minor indicator and Primary guardian. Without a birth date, Primary guardian will not appear; inspect the linked contact under Edit, then Guardian.
- Check a matched belt and, if present, a student whose belt could not be matched. A default starting belt may differ from the belt in your spreadsheet. Resolve that assignment before using it for rank review.
- Keep the source spreadsheet and historical records. The CSV does not reconstruct attendance, promotions, or tuition history.