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Help Center › Classes, subjects & teachers Add many teachers and staff at once from Excel

Upload all your teachers and office staff from one Excel (CSV) file, and download their logins in one go.

Who does this: the school admin or principal.
How long it takes: about 10 minutes for 20 staff.

Use this when you have many staff to add. To add one or two people, Add a teacher and give them a login (linked below) is quicker.

Step 1: Add your designations first

Every staff member needs a designation, such as Teacher, TGT English, Accountant or Clerk. The upload only accepts designations that already exist in SchoolAlgo, so add yours first.

  1. In the search box at the top of the left menu, type Designations and open it.
  2. Click Add New Designation.
Type the designation, then click Save Designation
Type the designation, then click Save Designation
  1. Type the designation, for example Teacher...
  2. ...and click Save Designation. Repeat for each designation you will use.

Departments (Academic, Office...) are optional. If you fill the department column, add them the same way under Departments.

Step 2: Open Import Staff

  1. Open Staff Directory from the left menu.
Click Bulk Upload, then Import Staff (CSV)
Click Bulk Upload, then Import Staff (CSV)
  1. Click Bulk Upload...
  2. ...and then Import Staff (CSV).

Step 3: Download the template

Download the template; check the role names and the designation rule
Download the template; check the role names and the designation rule
  1. Click Download CSV Template and open the file (staff_import_template.csv) in Excel.
  2. The role row lists the roles your school has. Use one of them in the role column, for example teacher, accountant or principal.
  3. The designation must be one you added in Step 1, spelled the same.

Step 4: Fill in one row per person

Keep the first row (the column names) as it is, and type one person per row. The second row is an example (Amit Sharma): type your first person over it, or delete it.

Column Required What to type
staff_id_card Yes Your employee number, for example EMP021. Each person needs a different one.
name Yes Full name, as it should appear on timetables and report cards.
email Yes The person's own email address. This is their login. Each person needs a different email.
role Yes For example teacher. It decides which menus they see (see Staff roles, linked below).
designation Yes Exactly as added in Step 1, for example Teacher.
department No Leave empty, or a department you added.
gender Yes Male, Female or Other.
phone No Mobile number.
date_of_birth No For example 12/05/1991 (day first).
date_of_joining No For example 10/06/2026.
address No
biometric_id No Only if you use a fingerprint machine.

Save the file as CSV: in Excel, File → Save As and choose CSV UTF-8 (Comma delimited) (*.csv).

Step 5: Upload the file

Choose your file, then click Start Bulk Import
Choose your file, then click Start Bulk Import
  1. Click Browse and choose your CSV file.
  2. Click Start Bulk Import.

Step 6: Download the logins (once only)

When the upload finishes, it shows how many staff were added.

Click the download button straight away: it works only once
Click the download button straight away: it works only once

Click Download logins of the new staff straight away. You get a file with each person's name, login (email), Staff ID and password.

This download works only once. The passwords are not shown anywhere else, so save the file before you leave the page. Then send each person their own login, for example on WhatsApp, and tell them to:

  • sign in at app.schoolalgo.com, or
  • install the SchoolAlgo Staff app and sign in with their email (or Staff ID) and the same password.

Keep the file private. It contains working passwords. Delete it once everyone has their login.

Some rows were not added?

The result lists each row that failed and why, for example Designation 'TGT English' not found. Please create it first. Add the missing designation (Step 1), fix the row, and upload again. A file with only the corrected rows is simplest.

Lost the logins file?

Open the person in Staff Directory, click Edit Profile, and set a new password in the password box. Share the new one with them. The old password stops working.

Next steps

  • Class teachers: open Sections, click Edit on the section, and choose the teacher as Section In-charge.
  • Subjects: give each teacher the subjects they teach, so they can enter marks (see Assign subject teachers, linked below).

Related guides

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Last updated 14 October 2026