Bulk Import & Student/Parent Auto-Provisioning

The YeneSchool Bulk Import Engine (BulkStudentImportService, BulkStaffImportService, BulkCredentialService) enables registrars and directors to enroll entire grade cohorts, assign classes and sections, generate dual student/parent user accounts, and link siblings in a single atomic operation.

1. Student Bulk CSV Template & Column Specifications

Download the official template from Registrar > Bulk Upload > Students (Auto). The CSV structure supports full Ethiopian naming and parent demographics:

2. Automatic Section Assignment & Capacity Balancing

When records are imported, the engine handles section placement automatically:

1. Explicit Section Assignment: If a student row specifies section: B, the engine checks whether Section B exists in that grade. If Section B is below DEFAULT_SECTION_CAPACITY (e.g., 40 seats), the student is placed in Section B.
2. Auto-Balancing Across Sections: If section is left blank, the engine sorts students alphabetically by full name and distributes them evenly across sections A, B, and C, ensuring balanced class sizes.
3. Roll Number & Room Number Generation:
   • The engine automatically calculates the student's alphabetical roll number (rollNumber, e.g., 1, 2, 3...) within their assigned section.
   • Automatically assigns classroom room numbers based on ROOM_NAMING_CONVENTION.

3. Dual Account Creation & Sibling Auto-Linking

One of YeneSchool's most powerful features is its intelligent parent deduplication engine:

• New Parent Workflow: If the parent_phone does not exist in the school database, the system automatically creates a new User with Role.PARENT, provisions a ParentProfile, and links the student.
• Sibling Auto-Linking (Zero Duplicate Accounts): If a parent already has an elder child enrolled in Grade 9, and you import a younger sibling into Grade 4 with the same parent_phone:
  • The system detects the existing parent record.
  • It links the new student to the existing parent profile without generating duplicate login credentials.
  • The parent immediately sees both children in their mobile app child switcher.

4. Bulk Credential Generation & Printable Slips

For every newly created user (both student and parent):

1. Unique Admission Codes: Generates formal institutional usernames (e.g., STU-2024-0142 and PAR-2024-0089).
2. High-Entropy Temporary Passwords: Generates secure 12-character passwords hashed with bcrypt.
3. First-Login Security Guard: Sets mustChangePassword: true, requiring users to create a private password upon first sign-in.
4. Export Printable Login Slips:
   • Click Download Credentials PDF to print personalized login cards for orientation day.
   • Click Download Master CSV Report for administrative audit records.

5. Staff Bulk Upload (staffbulk.csv)

In addition to students, registrars and directors can bulk-import teachers and administrative staff:

Staff CSV Columns

• full_name: Full legal name.
• email: Official school email address.
• phone: Mobile phone number.
• role: teacher, finance, registrar, or supervisor.
• teaching_subject: E.g., Mathematics, English, Physics.
• teaching_classes: E.g., Grade 9, Grade 10.

When imported, the engine auto-creates the staff account, assigns user roles, and automatically establishes TeacherSubjectAssignment links for all specified classes.

Next Steps

• Student Profile Management — Search, filter, and edit individual student records
• Printable Student ID Cards — Generate barcode badges for newly imported students
• Classes & Sections Structure — View updated class rosters and section counts