What do my AI Recruiter data import errors and warnings mean?

Admission year missing

Admission year (YYYY), also known as Entry or Enrollment Year, is a required field and if a student record is missing a value in your Admission year field, they cannot be imported

Add Admission year for all records

Date of birth missing

DoB is a required field and if a student record is missing a value in your DoB field, they cannot be imported

Add DoB for all records

Duplicate email

There are multiple records within the same import file that have the same email

Option to ignore, or remove duplicates from your import file

Duplicate phone

There are multiple records within the same import file that have the same phone number

Option to ignore, or remove duplicates from your import file

Email missing

Email is a required field and if a student record is missing a value in your email field, they cannot be imported

Add Email for all records

File '[name.csv]' was missing columns: [column names]

This means that the file was missing at least one field that you had previously mapped

Ensure your file has all the fields, or update your field mapping to remove the field you no longer wish to send

File '[name.csv]' contained unknown columns: [column names]

This means that there is at least one unmapped field detected in the file you sent and you need to go back and update your data schema configuration to ensure each of your fields is mapped a CollegeVine field. Otherwise, we won’t know how to interpret the file and the import will fail

To update your field mapping, go to your Data Schema and click More details > Edit:

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

Add First name for all records

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 Implementation Manager

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

Double check that emails are formatted correctly on your import file

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

Add Last name for all records

No new data available for import

There was no new data available for CollegeVine to process

Ignore

opt_out_phone_opt_out: "No phone found for student. Phone opt out false ignored.

This warning appears when a student doesn't have a phone number associated with their record, but does have a value in the "Phone opt out" field. Important: if a number is later added to that student's record, the opt out field will reset to null

No action needed as this is just a warning.

opt_out_sms_opt_out: "No sms found for student. Sms opt out false ignored.

This warning appears when a student doesn't have a phone number associated with their record, but does have a value in the "SMS opt out" field. Important: if a number is later added to that student's record, the opt out field will reset to null

No action needed as this is just a warning.

Phone number was previously uploaded for a different constituent

The phone number is already associated with an existing record. Note: while email is a primary unique identifier, our system will also check phone number as a matching source if it cannot first match an email address.

Option to ignore, or remove from your import file

The field "XXX" (mapped to "XXX - Custom Field") is not correctly formatted as a Float

This means that the 'Field Type' in the CollegeVine UI is 'number' and the values in these fields include non-number characters (like letters or ( \ - , ; [ ). If the 'Field Type' is 'number,' the system will only read numbers, not another character or letter.

Either adjust the 'Field Type' to 'text' (recommended) or remove any non-number characters from the field in your import file

The field 'XXX' is not correctly formatted as Date. Expected format is YYYY/MM/DD (or other date format)

This means the 'Field Type' in the CollegeVine UI is 'date' with the selected format 'YYYY/MM/DD' and the values in these fields are not dates or do not match the format you selected (reminder, you can select different date formats aligned with the values in your import file - see below)

Confirm the date format selected in CollegeVine matches the date format on your import file

The field "XXX" (mapped to "XXX - Custom Field") is not correctly formatted as a Boolean

This means that the 'Field Type' in the CollegeVine UI is 'Boolean' and the values in these fields includes non-boolean text. If the 'Field Type' is 'Boolean,' the system will only register fields like true/false, 0/1, yes/no, etc or null values

Either adjust the 'Field Type' to 'text' if this should not be a boolean field or remove any non-boolean options from the field in your import file

The field 'XXX' (mapped to Admission year) is not correctly formatted as Integer

This means the values in the Admission Year (which is a required field) include non-number characters (like letters or ( \ - , ; [ ). This will happen if you import Admission Year as 'Fall 2027' rather than '2027.'

Ensure Admission Year is always just the year, and remove any other characters (Tip: If you do not want to change how you report Admission Year in your CRM, you can create a 'CV Admission Year' and only extract the year, or create a dummy year if irrelevant for graduate/non-traditional programs)

Timed out

There was an issue with the import that caused it to time out. This is typically an error on the CollegeVine side and should happen infrequently.

We monitor these errors closely, but if you see this error, please flag it to your Implementation Manager

Unsafe email

The email associated with the record was flagged by our email validation process, which screens all emails for potential bounces before importing them. If an email is likely to bounce, we mark it as “unsafe” and exclude that contact from the import. They won’t count toward your total lead upload amount. This process helps keep your AI Recruiter’s email deliverability high and maintains a strong sending reputation.

There’s no action needed on your end for these records, it’s simply a tool in our verification system to ensure your AI Agent's email health remains in top shape!