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Bulk Upload Children with our Children Data Upload Template
Bulk Upload Children with our Children Data Upload Template

Here's how to mass upload and manage children in Educa using our upload template.

Educa avatar
Written by Educa
Updated over a week ago

For mass uploads of children, Educa Support is on hand to help you upload all your children onto your site. Rather than having add these one-by-one there is a spreadsheet that you can fill out. The process is:

  1. Create a spreadsheet in the format Educa requires - manually or using your admin system

  2. Send spreadsheet to Educa

  3. Educa Support will upload to your site

  4. Check for duplicates and class assignments

  5. Mass invite families when you are ready

1. Create Spreadsheet

There are two ways: Manually or export from a database

Manually. Download the template (click orange button below) and add each child's details to a new row. Include parent details in full so that you can send invites to their child's profile when it's ready.

To avoid duplicates - this spreadsheet should only include children new to Educa.

Note: You'll need to follow the correct naming conventions for child gender and caregiver relationships to make sure they appear in Educa correctly.

Child Gender:

  • Boy

  • Girl

  • Non binary

You may also leave the gender blank if you wish.

Caregiver relationship:

  • Mother

  • Father

  • Parent

  • Parents

  • Primary caregiver

  • Stepparent

We require an email address for a caregiver to be added In Educa, so please make sure you add this along with their name otherwise they won't be added.

Using other admin database. If your parent and child data exists in another database (like APT, Infocare, QikKids, Procare, Childplus) already, please check within the other system if you can export the data in the required format to add to the spreadsheet.

Please note, Educa is a ChildPlus data partner.

2. Send to Educa

Once completed, send the spreadsheet through to our Support Team at, along with the name of your service.

3. Educa Support Uploads Children

We will typically upload your children within 1 business day. We will notify you once the upload is completed.

4. Check for Duplicates and Class Assignments

Your upload should be for new children only. Check for last name changes or other name changes, making sure to avoid duplicate child profiles.

A child's class is part of the template. If you need to change class assignments, you can do that under Classes and Groups in Children tab. More here.

5. Mass Invite New Families

Go to this page to invite new families with one click.

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