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Step-by-step guide

Import a class roster

Roster import should help teachers bring learner rows from a trusted local file, preview them, fix issues, and keep a backup before relying on the list.

Open the roster-import screenshot

Teacher goal

How do I bring learner names in without breaking local records?

Use this guide when this is the task in front of you. Stop if the selected class, learner, role, school year, file, or output does not match.

In-app path

  1. Classes
  2. Open class workspace
  3. Roster
  4. Import learners

Get ready

Check the starting point

These are the minimum conditions for the workflow to make sense.

Before you start

Estimated time: About 10–20 minutes

  • The receiving class selected
  • A trusted SF1 Excel, XLSX, XLS, CSV, TSV, or TXT file
  • A backup before a large import

You should see

The preview separates Ready, matched, skipped, duplicate, blank, and invalid rows before Save learners is used.

Sample files and resources

Start from a known format

Open or download the resource, inspect it, and keep only privacy-safe sample data before use.

Steps

Complete the task in order

Review choice points, save or preview behavior, and any stop condition before continuing.

  1. Import learners start dialog with supported sources, required columns, and sample-file action.View full size
    Sample data only. Prepare a privacy-safe file that follows the displayed columns. Captured July 11, 2026.

    Step 1

    Open Import learners and prepare a supported file

    From the intended class Roster, choose Import learners. Read the supported source list: SF1 Excel, .xlsx, .xls, .csv, .tsv, or .txt, plus the required LRN, Last name, First name, Sex, and Birthday columns. Choose Create sample files when starting from a known format.

  2. Import learners dialog confirming sample files were created locally.View full size
    Sample data only. Use the generated sample headers exactly and keep the working file local. Captured July 11, 2026.

    Step 2

    Create the sample files when needed

    Choose Create sample files. Wait for Samples saved to your GuroAssist Files folder and note the shown location. The picture confirms the files were created; opening and preparing the Excel, CSV, or TSV sample happens in the local files application, where required headers must remain unchanged.

  3. Current Import learners start dialog with supported sources, required columns, review stages, and Choose file.View full size
    Sample data only. Confirm the class before opening this dialog; every saved import row goes to that active class. Captured July 11, 2026.

    Step 3

    Confirm import guidance and choose the source file

    Return to the intended class Roster and choose Import learners. Read the supported sources, required columns, and three review stages shown in the dialog, then choose Choose file. The active class remains the destination; cancel if the class or file is wrong.

  4. Roster import preview with New, Matched, Needs review, and Skipped counts plus row-level results.View full size
    Sample data only. Use the row Result, Notes, and zero Needs review count as the final save decision. Captured July 11, 2026.

    Step 4

    Preview row states and save only ready rows

    In Review imported learners, confirm Importing into, the source File, mapped columns, and every row's Result and Notes. Read New, Matched, Needs review, and Skipped counts. Save learners to roster only when every intended row is New or verified Matched and Needs review is zero; stop if the result counts are unexpected.

  5. Current Review imported learners state with one fictional row marked Needs review, an invalid LRN note, and Save learners to roster blocked.View full size
    Sample data only. The exact row-level blocker must be corrected in the source file before Reload file and save. Captured July 11, 2026.

    Step 5

    Correct a row that needs review before retrying

    In Review imported learners, read the Needs review count, Result, and Notes. The pictured row has an invalid LRN, so Save learners to roster stays blocked. Correct missing columns, names, birthdays, sex values, duplicates, LRNs, or wrong-class data in the source file, then choose Reload file. Never create a duplicate to bypass a conflict.

  6. Current full class roster used to verify imported learners, active count, and duplicates.View full size
    Sample data only. Verify the active roster before using the imported learners in attendance or files. Captured July 11, 2026.

    Step 6

    Open and verify the final roster

    Return to Roster, search for a sample of created and linked learners, and confirm no duplicate active rows were added. Review learner details, active count, and placement before using the imported learners in Attendance or generated files.

  7. Settings after a workspace backup completed, with the saved confirmation and dated last-backup details.View full size
    Sample data only. The saved confirmation and updated time are the evidence that the post-import backup completed. Captured July 11, 2026.

    Step 7

    Back up after the batch import

    Open Settings and choose Back up workspace. Wait for Workspace backup saved, then confirm the Last backup time and folder before closing Settings.

Review

Check these before relying on the work

These checks cover saved, previewed, generated, and teacher-review states.

  • File is local and trusted

    Import only from a file the teacher controls and can open for review.

  • Class is correct

    The receiving class should match the learners in the file before rows are added.

  • Preview is readable

    Imported rows should show names and required details clearly before saving.

  • Duplicates are handled

    Review possible duplicate learners instead of adding repeated rows silently.

  • Backup is current

    Back up before or after large imports so roster changes can be recovered.

Blocked states and recovery

Fix the blocker before continuing

Use the direct recovery action when GuroAssist is waiting for setup, data, access, policy, or file readiness.

  • No receiving class

    Create or choose the class before importing rows.

    After recovery: The blocker is no longer shown, and the intended next action is available for teacher review.

    Review class setup

  • File cannot be opened

    Choose a readable local CSV or spreadsheet file and close it in other apps if needed.

    After recovery: The blocker is no longer shown, and the intended next action is available for teacher review.

    Review generated-file help

  • Required columns are missing

    Fix the file or field match before importing learner rows.

    After recovery: The intended learner is selected and the learner-dependent action is available.

    Review roster help

  • Rows need review

    Duplicate, blank, or unreadable rows should stay blocked until the teacher resolves them.

    After recovery: The preview shows no unresolved duplicate or matching issue, and only reviewed rows can be saved.

    Troubleshoot this blocker

Safety note

Roster import is a local setup helper. It should never skip teacher review, backup needs, or later readiness checks for generated files.

Finish

Verify the result

Do not treat a saved screen or generated filename as proof that the work is ready.

You’re done when

Only reviewed Ready rows were saved, while matched, skipped, duplicate, blank, or invalid rows remained understandable.

Glossary

Expand the terms used in this guide

Use the plain-language meaning here, then follow the exact label in GuroAssist.

SF1
School Register: class and learner details for review.

Guide details

Guide verification

Use these details to confirm that this guide matches the GuroAssist version and school year you are using.

Verification
Verified with GuroAssist 1.0.0.0
Last reviewed
July 11, 2026
Screenshots
Captured July 11, 2026
Applies to
2026–2027

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