Import Students

There are two ways to import your existing students into r4ptor:

• CSV import — download the template, fill it in, and upload. Best if your data is in a spreadsheet.
• Airtable sync — connect directly to your Airtable base with a read-only token and import without exporting a file. See Airtable Sync for a full walkthrough.

This page covers the CSV import. For any club with more than 5 students, this is the fastest way to get started if your data isn't already in Airtable.

Just need classes, not students?

If you want to pre-seed your class schedule without uploading any students yet, use the standalone Classes import instead — see Bulk-importing classes from a CSV.

Download the template

1. Go to Admin → Import
2. Tap Download template CSV
3. Open it in Excel, Google Sheets, or Numbers

The template has 36 columns with an example row. Delete the example before importing.

Fill in the template

Required columns

Column	Notes
First Name
Last Name
Student Type	Must exactly match a type in your instance — e.g. Adults, Juniors

Recommended columns

Column	Notes
Grade	Must match a grade name for that student type — e.g. Yellow, Blue
Email	Parent/guardian email for comms
Phone	Mobile number for SMS — include country code e.g. 07700900000
Renewal Month	January–December or 1–12
Social Media Accepted	Yes / No
Grade Card Received	Yes / No

Class columns (repeat for Class 2, 3, 4)

Column	Required if class set	Notes
Class 1		Class name — e.g. Tuesday Adults 7pm
Class 1 Type	✅	Must match a student type
Class 1 Day	✅	Monday–Sunday
Class 1 Time	✅	19:00 or 7pm
Class 1 Duration		Minutes — defaults to 60
Class 1 Location		e.g. Main Hall

info

Class schedule details (Day, Time, Duration, Location) only need to be filled in once per class name — on the first student who attends that class. All subsequent rows with the same class name will reuse the schedule.

Preview before importing

1. Save your CSV and go to Admin → Import
2. Tap Step 2 — Upload your completed CSV
3. Select your file, then tap Preview Import

The preview shows:

• New classes to create — check the schedule details are correct
• All rows — green ✓ (ready), amber ⚠ (warning, will still import), red ✗ (error, must fix)

Fix errors

Common errors:

Error	Fix
Student Type not found	Check spelling — must exactly match your instance's student types
Class N Type not found	Same — check the type name
Class N Day not valid	Use full day name: Monday, Tuesday, etc.
First Name / Last Name required	Fill in the missing field

Fix errors in your spreadsheet, re-save, and re-upload. The preview runs again.

Free plan

On the Free plan (25 active students max), the import is checked against your current student count before anything is written. If it would take you over 25, the whole import is blocked — nothing is created, not even a partial batch up to the limit. Upgrade to Pro to import everything at once, or trim the CSV down first.

Confirm the import

Once the preview shows 0 errors, tap Import N students. The import:

1. Creates any new classes
2. Creates all students
3. Enrols students in their classes

All steps happen in a single transaction — if anything fails, nothing is written.

After import

• Students with warnings (e.g. grade not matched) are imported without that field — update them individually in the app
• New classes are created with the schedule you provided — check Manage Classes if anything needs adjusting