The Bulk Learner Import lets schools upload a pre-formatted Excel file to add multiple learners to d6 in one step. Ideal for new setups or year-start enrolments, this article covers the full Spreadsheet Import process including compulsory fields, parent data, and common errors.
My School > People: Learners > Learners: Import Learners
Use only the official d6 Learner Import Template (.xlsx).
Never change column headers in Row 1 - d6 uses these to map data. Changes cause columns to be skipped.
Complete all bold (compulsory) fields before uploading.
Use only accepted values from the Lists tab for dropdown fields.
All dates must be in YYYY-MM-DD format.
| Col | Field | Notes |
|---|---|---|
| A | Learner Status | Active/Inactive/Waitlisted |
| B | Learner Full Names | |
| C | Learner Surname | |
| D | Learner Nickname | Roepnaam |
| E | Learner Initials | |
| F | Learner Grade | See Lists tab |
| G | Progressed to Grade | Next year grade |
| H | Learner Register Class | Must match system setup |
| I | Learner Gender | See Lists tab |
| J | Learner Birthdate | YYYY-MM-DD |
| K | Learner ID Number | SA ID auto-validated. If none, leave blank, use col L. |
| L | Learner Passport Number | Non-SA nationals or no ID |
| M | Learner Ethnic Group | See Lists tab |
| T | Learner Home Language | See Lists tab |
| U | Learner Tuition Language | See Lists tab |
| V | Learner Preferred Language | See Lists tab |
| W | Learner Dexterity | Right/Left handed/Ambidextrous |
| AD | Learner Billable | Yes/No |
| AE | Begin Date to Pay School Fees | YYYY-MM-DD |
| AF | Learner Admission Date | YYYY-MM-DD |
| AH | Learner Date Registered | YYYY-MM-DD |
| AI | Learner SNE Status | Mainstream/SNE/SID/Multigrade |
| AK | Learner Years in Grade | |
| AL | Learner Years in Phase |
Optional learner fields (N-AR): Cell Country/Number (N, O), LURITS/CEMIS Number (P, Q), Religion/Nationality (R, S), Medical Aid (X-Z), Sport Team/After School/Hostel (AA-AC), Date Left (AG), LSEN Number (AJ), Previous School (AM), Social Grant/Nutrition (AN-AP), Email/Distance (AQ, AR).
| Col | Field | Notes |
|---|---|---|
| AS | Parent1 Title | Mr/Mrs/Ms/Dr |
| AT | Parent1 Surname | |
| AU | Parent1 Full Names | |
| AX | Parent1 Marital Status | See Lists tab |
| AY | Parent1 ID Number | SA ID auto-validated |
| AZ | Parent1 Date of Birth | YYYY-MM-DD |
| BD | Parent1 Gender | See Lists tab |
| BL | Parent1 Home Language | See Lists tab |
| BM | Parent1 Correspondence Language | For all school comms |
| BO | Parent1 Employment Sector | See Lists tab |
| BP | Parent1 Occupation Status | Full/Part Time/Self Employed |
| BQ | Parent1 Occupation | See Lists tab |
| BT | Parent1 Guardian Type | Father/Mother/Guardian/Other |
| BU | Parent1 Lives With | Yes/No |
| BV | Parent1 Is Preferred Communication | Yes/No |
| BW | Parent1 Status | Active/Inactive |
Optional P1 (BA-CA): Passport, Nationality, Ethnic Group, Home/Work Tel, Cellphone, Email, Addresses, Communication Method, Employer, Family details, Who Pays.
Column CB (Has Parent2) is compulsory. If Yes, complete bold fields for Parent 2 (cols CC-DG): Title, Surname, Full Names, Nick Name, Initials, Marital Status, ID, DOB, Gender, Home Language, Correspondence Language, Employment Sector, Occupation Status, Occupation, Guardian Type, Lives With, Is Preferred Communication, Status.
Navigate to My School > Learners > Import Learners.
Click Import and select your .xlsx file.
Review the staging grid. Highlighted rows have errors.
Double-click any row to edit directly.
Select rows and click Import Selected.
d6 creates all learner records, links families, and syncs data automatically.
| Error | Cause | Fix |
|---|---|---|
| Column not recognised | Row 1 header changed | Never edit Row 1. Use the original template only. |
| ID number invalid | Invalid SA ID | Check ID, or leave col K blank and use col L (Passport). |
| Duplicate learner | Already in the system | Do not re-import existing learners. |
| Invalid grade or class | Not found in the system | Check My School > School Setup. |
| Dropdown rejected | Free text used | Use exact values from the Lists tab. |
Column headers in Row 1 have likely been changed. d6 maps columns by their exact header text - never edit Row 1. Download a fresh template if the headers are corrupted.
Leave Column K blank and enter the learner's passport number in Column L instead. Provide a reason during the staging review if prompted.
Dropdown fields only accept exact values from the Lists tab of the template. Free-text entries will be rejected. Copy values directly from the Lists tab to avoid spacing or capitalisation mismatches.
Last updated: March 2026 | Version 1.2