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CSV Import Guidelines

Updated

This article covers users who are deploying with the Admin Console only. License Key users may not have access to these functionalities.

The Admin Console allows you to invite multiple Teachers and Students at once by uploading a CSV file. This bulk invitation method saves significant time compared to sending individual invitations and makes onboarding entire classes or grade levels efficient.

When to Use CSV Import

CSV import is ideal for your beginning-of-year enrollment as well as signing up a whole new class if you are rolling out Goodnotes Education on a class-by-class or year-by-year basis. It is also useful if you are trying to onboard a group of new teachers quickly. 

CSV File Format

Your CSV file must follow this exact structure:

Email,Role
teacher@school.edu,teacher
student1@school.edu,student
student2@school.edu,student

Formatting Requirements

Header Row The first row must contain exactly: Email,Role

Email Column

  • Must be valid email addresses
  • This is where the invitation will be delivered
  • Recipients can accept the invite and join your Organization even if they later sign in with a different account

Role Column

  • Must contain either teacher or student
  • Not case-sensitive (Teacher, STUDENT, and TeAcHeR all work)
  • Cannot be admin - Admin roles must be assigned manually after the user joins

Important Notes

  • Each row represents one user invitation
  • Do not include empty rows
  • Save your file as .csv format

How CSV Import Works

Upload Process

  1. Navigate to the Admin Console
  2. Go to User Management
  3. Select the CSV upload option
  4. Choose your formatted CSV file
  5. Review the preview of users before sending invitations
  6. Confirm to send bulk invitations

After Upload

Invitation Delivery The system sends email invitations to all addresses in your CSV file. You'll receive clear feedback showing which invitations succeeded or failed.

Tracking Status The User Management view displays each user's:

  • Email address
  • Assigned Role
  • Current status (Invited, Active, or Inactive)

This allows you to monitor onboarding progress and follow up with users who haven't accepted their invitations yet.

Current Limitations

What CSV Import Can Do

  • Add new users to your Organization
  • Send bulk invitations efficiently
  • Update user information during import

What CSV Import Cannot Do 

  • Remove users in bulk (must be done individually)
  • Modify existing user data in bulk (e.g., mass-editing Student names)
  • Invite Admins (Admin role assignment happens after joining)

Bulk Modifications

Large-scale roster cleanup and editing features are planned for future releases. Currently, you can update individual user details case-by-case through the Admin Console, but mass modifications require manual processing or support assistance.

Best Practices

Before Uploading

  • Double-check email addresses for accuracy
  • Verify Roles are correctly assigned
  • Remove any duplicate entries
  • Test with a small group first if unsure

After Uploading

  • Review the success/failure report
  • Follow up on failed invitations
  • Monitor the User Management view for acceptance rates
  • Resend invitations to users who may have missed the initial email

Alternative Invitation Methods

If CSV import doesn't suit your needs, you can also invite users through:

  • Individual email invitations sent from the Admin Console
  • Class QR codes (if enabled) that add Students when they join Class Folders

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