Importing Graduates

Importing Graduates

After customizing your graduate data fields and configuring all relevant sections on the site, you are ready to import your graduate information. Follow these instructions to ensure a smooth and accurate upload process.

IMPORTANT: Before you import, review the registration form & email templates.
We recommend testing the registration form and email templates you’ve created using the “test graduate” before you load your graduates into the site. This will allow you to preview the graduate experience and make any edits before your graduating class has access to the site.

Download your Data Template

  1. Navigate to the Graduates module 
  2. Click the Add tab at the top of the page.
  3. Under the Graduate Data column, click the Download Template button.
    1. If you have multiple ceremonies, choose the appropriate template for each ceremony.
  4. Save the downloaded template to your computer and open it using Excel.

Prepare Your Data 

  1. Ensure that all required fields (First Name, Last Name, Full Name, and Email Address) are filled in. These fields are highlighted in red on the template.
  2. If your data does not contain a full name field, you can paste the following excel formula into cell E2 to populate full name: =CLEAN(TRIM(CONCATENATE(B2," ",C2," ",D2)))
  3. Do not alter the headers of your data template. The headers must exactly match the graduate data fields on the site to avoid import errors.

Compile and Review Data

  1. Enter all your graduate data into the template.
  2. Double-check for accuracy and completeness before proceeding.

Upload the Data Template

  1. Return to the Add tab in the Graduates section.
  2. Under the Import Grads column, click the Upload Template button.
  3. Select your data file from your computer and click Upload.
  4. Choose the ceremony to which you want to load the graduate data.
  5. Preview the data to ensure it appears correctly. If there are issues or missing information, click Back to correct the data in the template, then re-upload.

Import Graduates

  1. If the data is accurate, click the Import Graduates button at the top of the page. This button will display the number of graduates being imported.
  2. Wait for the progress report, which will indicate the status of your import. Large lists may take some time to process.

Review and Resolve Errors 

  1. If an error occurs during the upload, the site will notify you upon completion.
  2. Review any upload errors by clicking the Import Status button in the Add tab of the Graduates section.

Update Existing Data 

  1. If you need to update additional information such as seat numbers or honors, you can perform a mass update of your already-loaded graduate data before the final data deadline. This can be done under the Update Existing Graduates column. Review How to Update Graduate Data  for additional training information.
By following these instructions, you will ensure a successful import of your graduate data into the site.