Our Enrolment Portal makes it easy to securely add classes to Education Perfect (EP). Processing is quick, which means your students and teachers have access to EP as quickly as possible.
If you’re looking for a basic guide that outlines the main steps for using our Enrolment Portal, see A guide to EP’s Enrolment Portal.
⚠️ Important: If your school’s Invite settings for students are not set to email and you can’t provide email addresses for your students, you can’t use the Enrolment Portal at this time. You can review our other enrolment methods in Class import options on Education Perfect or reach out to our Support Team in the EP app.
Required information
Our Enrolment Portal requires specific information, depending on what you’re trying to create. These fields are as follows:
Users
First Name
Last Name
Email
Role (Teacher or Student)
Classes
Class Name
Class Identifier (optional)
Subjects
Levels
What if I can’t get all of these details? Get in touch with your IT or administration staff to get the information. If they can’t help, contact our team and we can help with alternative options.
Formatting your data
When creating your file, note that:
Your file must use the same header names as the templates available for you to download.
Your file(s) need to be .CSV or .XLSX.
The maximum file size is 5 MB.
Files with multiple sheets or tabs will only have data from the first sheet processed. Please include all data on one sheet, or include separate files for each sheet.
Student and teacher creation
When creating new student and teacher accounts, always use school-issued email addresses. Don’t use personal email addresses.
The email address is the unique identifier our portal uses to match to an existing account. If students or teachers already have an account, make sure you use the same associated email address.
Example data for user creation is shown in the image below.
Class creation
Make sure each class has a unique Class Name. Otherwise, students and teachers may end up in one class.
Make sure every class has a Subject.
If a class’s subject isn’t recognised, you’ll be able to set one in the next step.
Multiple subjects are supported when separated by a comma (e.g. English,History).
Make sure you’ve added all required subjects, based on what the class will be used for in EP.
Make sure every class has a Year/Grade Level (e.g. 7, Y7, Year 7, G7, or Grade 7).
If a class’s year/grade level isn’t recognised, you’ll be able to set one in the next step.
Other accepted formats include P (prep), K (kindergarten), Tertiary, and Tutoring.
Multiple year/grade levels are supported when separated by a comma (e.g. Y9,Y10).
Class Identifier is an optional field and acts as the unique identifier.
You can use this identifier within the portal to match to an existing class and update its details or the users associated with it. For more information, see the section on updating existing classes and users below.
A Class Identifier is often a combination of the associated year/grade level and subject, and is often generated by your student information system.
An example identifier looks like 07SCIA.
Example class data in the image below.
Class creation with users added
Combining both sets of data lets you create new classes or match to existing ones. You can also add new or existing teachers and students to the classes you’ve provided.
Make sure each row contains a single user and class.
⚠️ Important: If you’re matching to an existing class using the Class Identifier, the data in your sheet will be what’s reflected against the class.
For example, say you have an existing Science class with 20 students and a Class Identifier of 07SCIA. If you then upload a file with 10 students in the class with the Class Identifier 07SCIA, the existing class will be updated to contain only those 10 students.
Note: We recommend including a teacher for each class in your file. If a class is uploaded without a teacher, you’ll be prompted to resolve this before proceeding. You can assign an existing teacher directly within the portal using the Add teacher button, without needing to edit and re-upload your file.
Example class and user data is shown in the image below.
The images above are examples only. Your data may look different.
Resolving errors
While uploading your class and user data, you may run into errors that need fixing before you can proceed. Errors are grouped and can be filtered using the error chips at the top of the screen. This ensures your classes and users are created accurately, with all the required information. You can resolve these errors without leaving the portal, because all data can be edited in-line.
To help you resolve these errors, use the information below.
File upload errors
Unrecognised header(s) – You’ll receive this error if you upload a file that contains headers we’re not expecting. A header is the data at the top of each column in your data file. The portal only accepts files with the headers we expect. If you have any additional headers or columns of data, remove them before re-uploading. A reminder that the accepted headers are:
UserID (this is the EP-generated ID)
First Name
Last Name
Email
Role
ClassID (this is the EP-generated ID)
Class Name
Class Identifier
Subjects
Levels
Missing required header(s) – As mentioned above, we require certain headers depending on what you’re trying to upload (Users, or Classes and Users). If any required headers are missing from your file, this error tells you what to add so you can progress.
For more information on formatting your data correctly, see the Formatting your data section above.
This file is not supported. File is empty – You’ll receive this error if you upload a file that’s completely empty, with no data at all.
This file is not supported. File contains headers but no data – You’ll receive this error if you upload a file with only headers and no data in the columns.
This file is not supported. File format not supported – You’ll receive this error if you upload a file type we don’t currently support. You may also receive it if you’ve added any formatting to your file.
Data validation errors
Classes without teachers – If any classes in your file don’t have a teacher, you’ll see this error and won’t be able to proceed until it’s resolved. You have two options:
Assign an existing teacher in the portal – Click the Add teacher(s) button next to the affected class to search for and assign an existing teacher from your school. There’s no need to edit your file or start over.
Update your file – Discard the enrolment, add the required teachers to your file, and re-upload it.
For step-by-step guidance, see How can I add teachers and students to their required classes?
Duplicate user – This occurs when an email address has been associated with multiple users. You’ll need to remove the flagged email address from one of the users and replace it with a unique one.
For example, you’d see this error if the same email address was provided for both Student A and Student B. Because email is a unique identifier, it can only be associated with a single account.
Missing required data – When creating new teacher or student accounts, you must provide the information below. If any of these fields are missing for the users in your data, you’ll need to add them before proceeding.
First Name
Surname
Email
Role
Invalid identifier – When you provide an EP-generated UserID to match to an existing account, you’ll receive this error if the ID doesn’t match the expected format. To resolve it, update the field with the correct Universally Unique Identifier (UUID) for the relevant user.
The expected format for EP-generated UserIDs is a 32-character UUID.
An example UUID is 3e51ccf3-bbdc-49ad-9a1b-cb4af72193c0.
User not found – The UserID you’ve provided matches the expected format, but it doesn’t match an existing account. Check that you’ve included the correct UserID and update it as required. If the user doesn’t have an account yet, and therefore doesn’t have an EP-generated UserID, an account will need to be created first.
Unsupported role – To create a new user, we need to know which role they should be created as. Our portal currently supports the roles below. If you enter anything else, you’ll receive this error. To resolve it, use the dropdown in the portal to add the correct role.
Teacher
Student
Role matching – When updating an existing user, you can’t change their role. If you’ve matched to an existing user and set a role that’s different from their current account role, you’ll receive a Role does not match existing user error. To resolve it, set the role to match the existing user’s role.
Class name error – There are two main reasons you’d receive this error:
No name has been provided for your class. If this is the case, set a name within the portal to resolve the error.
A name has been provided, but it exceeds our 100-character limit. To resolve this, update the class name to be fewer than 100 characters.
Invalid subject – There are two main reasons you’d receive this error:
The subject provided against a class doesn’t match what our platform currently supports.
No subject has been provided at all.
It’s possible the wording of the subject is slightly different from what we’re expecting. Our main supported subjects are:
Mathematics
Science
English & Literature
ESOL/EAL
Social Sciences
Health & PE
Geography
History
French
Japanese
German
Spanish
Māori
Italian
For a full list of supported subjects, use the subject dropdown in the settings area of any class.
In both cases, you’ll need to set the most relevant subject(s) using the dropdown after uploading your file. Alternatively, you can correct the data in your original file and re-upload it to the portal.
Invalid level – This error relates to the year/grade level provided for a class. You may receive it if:
You haven’t provided a year/grade level at all.
The year/grade level you’ve provided isn’t supported.
The format of the year/grade level you’ve provided isn’t recognised.
In all cases, you’ll need to set the most relevant year/grade level(s) using the dropdown after uploading your file. Alternatively, you can correct the data in your original file and re-upload it to the portal.
Email domain – If you try to add a user with an email address that doesn’t match your school’s Invite settings, you’ll receive an Invalid domain for your school error. (See the Edit Settings section of our School Administrator role guide.) To resolve it, you can:
Update the email address to match your school’s Invite settings.
Reach out to your EP School Administrator and ask them to add the relevant domain to your school’s accepted email domains within Invite settings.
.XLSX-related errors – If you upload an .XLSX file, you may receive several related errors:
Empty XLSX file – All worksheets in the file are empty.
Multiple sheets provided – The workbook must contain exactly one worksheet.
Merged cells in the header row – Merged cells are present in the header row and need to be removed or unmerged.
Merged cells in the data – The worksheet contains merged cells in rows: 3, 5, 64. These need to be removed or unmerged.
Invalid workbook format (e.g. XLS or XLSM) – The workbook format is invalid, and you’ll need to save it as a valid format (.CSV or .XLSX).
Malformed email – If your data includes an email address that’s incomplete or isn’t valid, you’ll receive this error and will need to update the email address for this user.
FAQ
How can I add teachers and students to their required classes?
You can add teachers and students to their classes by including them in your file or by adding them directly within the Enrolment Portal.
Adding users in your file
To assign teachers to their required classes in your file, add them as separate rows of data, in the same way you have for students. The main difference is that the Role is set to Teacher. If a teacher needs to be assigned to 3 separate classes, for example, there will need to be 3 individual rows of data, each with the class’s details. Similarly, if multiple teachers need to be assigned to the same class, you can repeat the class details on separate rows, one for each teacher. In the example data below, we’re creating 4 different classes, each with students and teachers added.
Note: It’s important to include both teachers and students in the file you’re importing, so all required users are associated with their classes.
Adding users directly in the portal
You don’t need to edit and re-upload your file to add people to a class. After you upload your file, you can add both teachers and students directly within the portal.
Adding a teacher: If you upload a file with classes that are missing teachers, you can quickly search for and add existing teachers to the class from within the portal using the Add teacher(s) button.
Here’s how:
On the data validation screen, locate the affected class.
Click Add teacher(s).
Search for the teacher(s) by name or email, click them, then click Add to enrolment.
This assigns an existing teacher account from your school to the class.
Adding students: You can also add students to a class directly within the portal, without needing to change the file you’ve imported.
Here’s how:
On the data validation screen, locate the class you want to add students to.
Click Add student(s).
Search for the student(s) by name or email, click them, then click Add to enrolment.
What actions can I perform within the Enrolment Portal?
Our Enrolment Portal can currently:
Create new teacher and student accounts with emails provided.
Create new empty classes, ready for teachers to add students.
Create new classes and populate them with new or existing teachers and students (with emails provided).
Update existing teacher and student account details.
Update existing class details (Subjects, Year/Grade Levels, and Class Identifier).
Update the users associated with an existing class.
How long does it take for my classes to be created once I've finished importing them?
Once you’ve finished importing your users and classes and clicked the Complete enrolment button, you’ll be taken back to the Enrolment History table for your school. At this stage, the users and classes in your file are processing in the background.
Processing times can vary depending on how many other people are processing enrolments. The start of the school year is typically the busiest. If you still can’t see your classes and users after 10 minutes, please get in touch with our Customer Support Team in the EP app.
⚠️ Important: Don’t process the same file multiple times through the Enrolment Portal, as this risks creating duplicate versions of the same class.
What happens once my enrolment has finished processing?
You can view user accounts in the People area of your school account. To view your classes, or your school’s classes, go to the Classes dashboard in the platform.
For any new student and teacher accounts created with an email address, we’ll send an email inviting them to log in.
If you need to generate login details for your students, follow our guide to resetting your students’ passwords.
How do I add students to a brand new class I just created?
When creating a class, the Add students step gives you the option to Bulk import students. You can also access this from the People tab of the class. Clicking it takes you into the Enrolment Portal with your newly created class already selected, ready for you to upload your student list.
Because your class already exists, this flow is designed purely for adding students to it. That means:
Your file only needs student details: First name, Surname, and Email (if your school requires student emails).
You don’t need to include any class columns (Class Name, Subjects, Levels, or Class Identifier). The portal already knows which class to add these students to.
Once you’ve uploaded and submitted your file (see the basic guide for the upload steps), your students will be added to the class and, where emails are provided, invited to log in.
How can I update an existing class?
To update the details or users associated with an existing class, provide the associated Class Identifier or EP-generated ClassID so the portal knows which class to update.
For example, if you have an existing Year 07 Science class with a Class Identifier of 07SCIA and want to update the users associated with this class in the portal, make sure you include the 07SCIA Class Identifier in your class data.
If you need to update the Class Identifiers on existing classes in the portal, you’ll need to provide the relevant EP-generated ClassID in your file. For now, please reach out to our Support Team in the EP app for help with this while we work on building exports that contain this information.
⚠️ Important: If your school uses the same Class Identifiers (e.g. 07SCIA) between academic years or semesters, first archive any classes that are no longer required. This prevents unwanted updates to old classes when you may want new versions created.
How can I update existing user account details?
To update the details of an existing teacher or student, provide the user’s Email or their EP-generated UserID so our portal knows which user to update.
If you’re updating a user’s First Name or Surname, we recommend matching on the email address associated with their account.
If you’re updating a user’s Email, you’ll need to match on their EP-generated UserID. For now, please reach out to our Support Team in the EP app for help with this while we work on building exports that contain this information.
Can I still utilise the Enrolment Portal if my school doesn’t use emails for our students?
Currently, our Enrolment Portal only supports schools that use emails with their teacher and student accounts. We’re looking into ways to support schools that don’t use emails in the future.
Can I utilise the Enrolment Portal to set an SSO ID and LTI ID against accounts in my school?
We no longer support a separate single sign-on (SSO) ID field against a user’s account on Education Perfect. We simply take whatever is set in the email field and use it as the linked identifier for single sign-on.
Currently, we don’t support setting or updating Learning Tools Interoperability (LTI) IDs against a user account within the Enrolment Portal. You can still set these manually by clicking into the user’s account. If you have a large number of users to update, please reach out to our Support Team in the EP app and they’ll be able to assist you.
Exporting from your school’s student information system
One of the easiest ways to compile enrolment data is to export class lists from your school’s student information system (SIS) or student management system (SMS) as a spreadsheet, and then format it for enrolment.
We have guides available for commonly used systems:
Edval (Version 9 and Version 10)
MUSAC Edge (NZ)
KAMAR (NZ)
What file types can the portal accept?
The Enrolment Portal accepts .csv and .xlsx files with a maximum size of 5 MB. All information must be on one sheet or tab per file to process correctly.
Files with selectable text (e.g. PDFs) and Word documents aren’t accepted.
Where is the data that we submit stored?
Submitted files are securely stored on our Sydney-based Amazon Web Services (AWS) server (S3) and are deleted after 1 day.
For our Canadian users, files are securely stored on our Canada-based AWS server (S3) and are deleted after 1 day.
The security and privacy of user data are important to us. Our Privacy Policy is available on our website.