Importing Families Using a CSV File

This article shows you how to import families into Enrollio using a CSV file. You'll learn how to upload, map, and confirm your data, and optionally choose to import enrollment opportunities alongside families.

What You Need Before You Start

Before importing families, make sure you have:

• A CSV file with your family data properly formatted
• Column headers that clearly identify each piece of information (First Name, Last Name, Email, Phone, etc.)
• Clean data with no duplicate emails or phone numbers (unless intentional)
• Permission to contact these families

Common Mistakes to Avoid

Save yourself time by avoiding these common import issues:

• Wrong file format: Must be .csv, not .xlsx or .xls
• Missing headers: Your first row should contain column names
• Phone number formatting: Use consistent format (e.g., 555-123-4567 or 5551234567)
• Empty required fields: At minimum, include either email or phone number for each family
• Special characters: Avoid using commas within your data fields

How to Import Families

Step 1: Navigate to the Families Tab

Click Families in your left sidebar navigation. This opens your main families dashboard.

[SCREENSHOT: Enrollio dashboard with Families tab highlighted in left sidebar]

Step 2: Select What to Import

Click the Import button in the top right corner. You'll see two options:

• Import Families: Upload parent and family information only
• Import Families & Enrollment Opportunities: Upload families along with their enrollment status and pipeline stage

Select the option that matches your needs. For most centers, start with Import Families.

[SCREENSHOT: Import button and dropdown menu showing both import options]

Step 3: Upload Your CSV File

Click Choose File or drag and drop your CSV file into the upload area. Once selected, click Continue to move to the mapping step.

[SCREENSHOT: CSV file upload screen with drag-and-drop area]

Step 4: Map Columns to Fields

This is where you tell Enrollio which columns in your CSV match which fields in the platform. Here's what you'll see:

• Left side: Column headers from your CSV file
• Right side: Enrollio field options (dropdown menus)

To map your data:

1. For each column in your CSV, select the matching Enrollio field from the dropdown
2. Common fields include: First Name, Last Name, Email, Phone, Address, City, State, Zip Code, Tags
3. If you have custom fields in Enrollio, they'll appear in the dropdown list
4. Leave any columns unmapped if you don't want to import that data

[SCREENSHOT: Field mapping interface showing CSV columns on left and Enrollio field dropdowns on right]

Step 5: Verify, Confirm, and Finalize

Before completing the import, you'll see a summary screen showing:

• Total number of families to be imported
• Which fields will be populated
• Any potential issues or duplicates detected

Review your settings:

1. Double-check your field mappings are correct
2. Decide how to handle duplicates (skip, update, or create new)
3. Choose whether to assign tags during import (optional but recommended)
4. Select a source tag to track where these families came from

When everything looks good, click Start Import.

[SCREENSHOT: Final confirmation screen showing import summary and duplicate handling options]

Optional: Import Families & Enrollment Opportunities

If you selected Import Families & Enrollment Opportunities in Step 2, you'll have additional mapping options:

Map Enrollment Opportunity Fields

In addition to family information, map these enrollment-specific fields:

• Enrollment Pipeline: Which enrollment pipeline to add families to
• Pipeline Stage: Current stage (Inquiry, Scheduled Tour, Application Submitted, etc.)
• Enrollment Value: Monthly tuition or enrollment value (optional)
• Start Date: Expected or actual start date
• Assigned To: Staff member responsible for this enrollment

[SCREENSHOT: Enrollment opportunity mapping fields in addition to family fields]

Monitor Your Import Status

After starting the import, you'll see a progress indicator. Depending on your file size, this may take a few minutes.

What happens during import:

• Enrollio processes your CSV row by row
• Families are created or updated based on your duplicate settings
• Tags and assignments are applied automatically
• You'll receive a notification when the import is complete

Once finished, you'll see a summary showing:

• Total families imported successfully
• Any rows that failed (with reasons)
• Option to download an error report if needed

[SCREENSHOT: Import completion screen with success count and error summary]

Frequently Asked Questions

Can I import families without email addresses?

Yes, but you must have at least a phone number. Enrollio requires either email or phone to create a family record.

What happens if I import duplicate families?

During the import setup, you choose how to handle duplicates. Your options are:

• Skip: Don't import if email or phone already exists
• Update: Update existing family record with new information
• Create New: Create a separate record (not recommended)

Can I undo an import?

There's no automatic undo button. However, if you tagged all imported families with a specific tag (like "Import 2024"), you can find and bulk delete them if needed. This is why we recommend test imports first.

How many families can I import at once?

You can import up to 25,000 rows in a single CSV file. For larger imports, break your file into smaller batches.

Can I import custom fields?

Yes! Create your custom fields in Enrollio first (under Settings > Custom Fields), then they'll appear as mapping options during import.

My import failed. What should I do?

Download the error report from the import summary screen. It will show you which rows failed and why. Common issues include:

• Invalid email format
• Missing required fields
• Special characters causing parsing errors
• Date fields in wrong format

Fix these issues in your CSV and try importing again.