Step-by-step guide:
Sign In. Log into your CollegeVine account.
Navigate to the page to upload student files. Go to "Students" under the "AI One Stop" tab, then click “Manual Imports> Import students" to open up the file upload and field mapping interface.
Prepare your file. First, determine which students you want upload for treatment by your AI One Stop. Then, follow the instructions below to prepare the file for upload.
File Format:
Your file must be a UTF-8 encoded CSV. Click here if you need help converting your file to UTF-8.
Fields you should include:
Your file must include the five required fields (columns) with matching value formats where specified in blue below:
First name
Last name
Email
Note: If you use the exact field names (including spacing) shown above, you will save a little time mapping your fields in Step 5, but it’s not required.
Your file can also include any additional data columns you would like your AI One Stop to know about to nurture your students in a more personalized way.
If you include additional fields, they must all have a column/field name.
In Step 5, you will map each of your additional fields to a CollegeVine default property or create a custom property.
Highly-recommended fields
Phone number (Format: +1XXXXXXXXXX)
required to call students and gather consent to call
E.164 is the preferred format (+1XXXXXXXXXX), but can be accepted without country code for US numbers (XXXXXXXXXX)
Other suggested fields:
Any other fields you have that would be helpful for the AI One Stop to use to personalize messages to students. Examples include:
Location fields: Street address, City, State, Zip code, or Country
Major/field of study
Gender
Preferred Name
You don’t have to upload all your students in one file. You can upload multiple files if it is easier to separate them out based on your strategy and queries.
Choose a Name, Browse Files, and Confirm. Navigate back to your CollegeVine account, give your import a name (for your own tracking), click “Browse Files”, and then select the student file you prepared in Step 3. Then confirm that you have permission to use the contact information you’re uploading and click “Next” to continue.
Map Your Data Fields. Map the data fields from your file to canonical fields in CollegeVine or create a custom property. After you’ve mapped all your fields, click “Next” to continue.
For DOB Fields, you may now set your preferred format that better aligns with your systems. Be sure to use a consistent format to import your students successfully as this is one of the required fields.
If a corresponding data field does not exist in the CollegeVine system by default, create a custom property to map to by selecting “Create custom property” from the dropdown menu.
Add a field name and description, select the field type, and click “Create property”. Together, the field name and description will guide your AI One Stop interpreting this field.
To Reconcile your Data select “Prioritize data on my import”.
You’re done! Repeat the steps above to add more students or update the status of previously uploaded students. Updating previously uploaded students will not create brand-new records.
FAQ Guide:
1. How to convert your file to a UTF-8 encoded CSV: Re-open your file in either Google Sheets or Microsoft Excel (instructions differ below, accordingly).
Method A: Using Microsoft Excel
Open the file in Excel.
Re-save it to ensure it's UTF-8 encoded:
Go to File > Save As.
In the dialog that appears, select CSV UTF-8 (Comma delimited) (.csv) from the list of file types.
Save the file.
Try to re-upload.
Method B: Using Google Sheets
Open the file in Google Sheets.
Export it as a UTF-8 encoded CSV:
Go to File > Download > Comma-separated values (.csv, current sheet).
This file will automatically be encoded in UTF-8.
Try to re-upload.
2. How should I decide which additional fields to upload beyond the 5 required?
Ask yourself/your team:
What data do I have in my system that my AI One Stop should know about each student to better personalize communication?
Do I/my team want to build any custom instructions for our AI One Stop to follow based on student data?
3. Can I re-upload students I’ve already uploaded? Will that count toward my student upload total?
You can absolutely re-upload students. It’s recommended you do so if you have fields that could be updated frequently, as you’ll want your AI One Stop operating on the most updated data.
If you re-upload/update a student that you’ve already uploaded, it will not count toward your total. If you’ve uploaded Student X once, you can re-upload Student X as many times as you need.
4. I successfully uploaded a file but I’m seeing a portion of my student records failed. What does each of the associated errors mean?
There are a handful of errors that could occur per student when you attempt uploading.
First name missing - First name is a required field and if a student record is missing a value in your first name field, they cannot be imported
Last name missing - Last name is a required field and if a student record is missing a value in your last name field, they cannot be imported
Email missing - Email is a required field and if a student record is missing a value in your email field, they cannot be imported
Invalid email format - The email address provided is not formatted as an email. This often happens when you pass a name or phone number in the email field by accident.
Internal record creation failure - This means something went wrong during the import process on the CollegeVine side. We monitor these errors closely, but if you see this error, please flag it to your Project Manager or [email protected].
6. Can I see the history of my past uploads and how many uploads I’ve used?
Yes! Navigate to your Import History page where you can see a record of all past imports and your total unique students uploaded to date.