How to Bulk Upload Child Profiles to TeachKloud
The Bulk Upload feature allows you to add multiple child profiles to TeachKloud at once, saving time compared with adding each child individually.
It is important that the Excel template is completed correctly. Small formatting errors can prevent information from uploading successfully, so we recommend checking your file carefully before uploading it.
Step 1: Download the Bulk Upload Template
Go to the TeachKloud Bulk Upload Children page:
Click Download Template to download the Excel template.
Always use the template provided by TeachKloud. Do not create your own spreadsheet, rename the column headings or change the structure of the template.
The completed file must be saved in Excel format (.xlsx or .xls). Other formats, such as .csv, are not supported.
Step 2: Complete the Required Information
The following information is mandatory and must be completed for each child:
Name – Enter the child's full name.
DOB – Enter the child's date of birth as
dd-mm-yyyyordd/mm/yyyy.Gender – Enter either
MaleorFemale.Room – Enter the room exactly as it appears in your TeachKloud account.
Optional: Parent email addresses can also be included. If a parent's email address is provided, TeachKloud will automatically send the parent an invitation to join TeachKloud for Parents, following the bulk upload.
Step 3: Make Sure Your Information Is Formatted Correctly
This is particularly important. The information entered into the Excel template must be in the correct format.
Email addresses
Enter the parent's complete email address with no spaces.
For example:
Correct: wendy@teachkloud.com
Incorrect: wendy@teach kloud.com
Incorrect: wendy @teachkloud.com
When an email address is entered correctly, Excel may recognise it as an email address and automatically display it as a clickable hyperlink, often in blue. This can be a useful visual check that the email is in a valid email format.
However, always check the spelling too for data protection purposes.
Parent phone numbers
Phone numbers should be entered as numbers only, with no spaces or additional symbols.
For example:
Correct: 0875888903
Incorrect: 087 588 8903
Incorrect: +353 87 588 8903
You do not need to add +353 or another country code. Enter the phone number in the same standard format you would use locally, without spaces.
When the number is entered into Excel, Excel may automatically recognise and format the value within the cell. Do not add spaces or symbols to try to change how the number appears.
Room names
The room name entered in the Excel file must exactly match an existing room in your TeachKloud account.
For example, if your room in TeachKloud is called:
Preschool Room
enter:
Correct: Preschool Room
Do not enter variations such as:
Incorrect: Preschool
Incorrect: Pre School Room
Before completing your spreadsheet, check the room names in your TeachKloud account and enter them exactly as they appear.
Date of Birth
Dates of birth must be entered using one of the following formats:
Correct: 15-04-2022
Correct: 15/04/2022
Please use the format:
dd-mm-yyyy
or
dd/mm/yyyy
Using a different date format may cause an error during the upload.
Gender
Gender must be entered as:
Male
or
Female
Please enter one of these options exactly as shown.
Step 4: Check Your Excel File Before Uploading
Before uploading your file, we strongly recommend checking it for common errors.
Make sure that:
You have used the TeachKloud Excel template.
You have not changed the column headings or structure of the template.
All mandatory fields have been completed.
Dates of birth use
dd-mm-yyyyordd/mm/yyyy.Gender is entered as
MaleorFemale.Room names exactly match the rooms in your TeachKloud account.
Email addresses contain no spaces and have been checked for spelling mistakes.
Phone numbers contain numbers only, without spaces,
+symbols or country codes.The file has been saved as an
.xlsxor.xlsExcel file.
Step 5: Upload Your File
Once you have checked your spreadsheet, return to:
Under Upload Excel File, click Choose file, select your completed Excel template and proceed with the upload.
What Should I Do If My Bulk Upload Doesn't Work?
If your file does not upload successfully, check the spreadsheet formatting first.
A bulk upload may fail because of something as small as an extra space in an email address, an incorrectly formatted phone number, a room name that does not match TeachKloud, or an incorrect date format.
Review the affected information against the examples above, correct any errors and try uploading the file again.
Bulk Upload is designed to make adding multiple child profiles quicker, but TeachKloud can only process the information provided in the spreadsheet. Taking a few minutes to check the file before uploading can help prevent errors and save time.