Re-import student rosters with duplicate review

A repeat roster import can contain updated students, new arrivals, and repeated rows. Shibutz shows possible matches before saving, but the outcome depends on the identifiers, imported values, and choices you review. It does not guarantee that every duplicate will be found.

Review possible duplicates before saving

Shibutz checks uploaded rows against the students already on the roster before anything is saved. An optional external student ID provides an additional matching signal for re-imports.

• Map an External ID column from your SIS (student number, SIS ID, or state ID) and Shibutz remembers it on each student.
• The import preview surfaces possible duplicates with the imported values shown next to what is already on the roster.
• For each match you choose Update existing, Skip, or Add as new, one at a time or all at once.
• An import summary shows the planned outcome before you commit: new, updated, skipped, duplicates still needing a decision, plus gender, school, and support-needs counts.

Why it matters

A duplicate roster row can inflate headcounts or split references. Review identity evidence before importing, then reconcile the saved roster total with enrollment. A common name alone does not establish that two records belong to one child.

A matching external ID takes priority, even if the name has changed. Without an incoming external ID, matching uses normalized full name, school, and gender. A row with a new or incorrect external ID may not be flagged even when the person is already present. Incorrect or reused identifiers can also suggest the wrong match.

A single external-ID match to a saved student defaults to Update existing. Other matches and conflicting repeated rows need a decision. Review the default too: Update existing can change the name and supplied fields such as school, scales, and notes, while retaining the saved record ID. Fields not supplied by the import are retained. Existing and imported friend links are combined. Add as new creates another student, including when the match was a real duplicate.

Do not apply one bulk choice to mixed cases without checking each case. Unresolved flagged duplicates block saving, but a selected choice can still be wrong. Check the new, updated, and skipped counts in the import summary before committing.

Getting started

Open your dashboard, choose a class list, and go to Students. Click Import Students when offered, or open the import dialog from the Students page. Upload your CSV or Excel export and include a student ID column if your SIS provides one. Review the preview, resolve any possible duplicates, and save.

For the surrounding workflow, review column mapping presets before the import and roster cleanup afterward.

For the full walkthrough, see Re-importing and Duplicate Handling. New to Shibutz? Sign up free and start a placement from the roster your school already keeps.