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Bulk Import

The Bulk Import tool helps you quickly add student information to CounselMore from spreadsheets and documents. It can import students, contacts, GPAs, test scores, activities, application outcomes, and more. 

To get started, go to Settings → Bulk Import.

bulkimport

Common File Types to Upload

Here are some common examples of files you can import into CounselMore:

Data to Import Recommended File Type(s)
Student Information CSV, DOCX, PDF
Contacts CSV
Test Scores CSV
College Application Outcomes CSV
Academic Resume DOCX, PDF
Transcript DOCX, PDF

Tip: Spreadsheet files (CSV) are best for structured data, while PDF and Word documents are ideal for transcripts, resumes, and other documents that require AI extraction.

Spreadsheet vs. Document Imports

CounselMore supports two types of imports:

Spreadsheet Imports

Supported file type:

  • CSV

Spreadsheet imports use mapping screens to help you review and match your data before importing.

You may see:

  • Column Mapping
  • College Mapping
  • Outcome Mapping
  • Import Summary

Document Imports

Supported file types:

  • PDF
  • DOCX

CounselMore automatically scans these documents, extracts student information, and maps it to the appropriate fields.

Document imports use AI quota.

After the import is complete, you'll see:

  • Number of documents processed using AI
  • Remaining AI quota

Before You Import

On the Bulk Import page, CounselMore displays this reminder:

Please confirm your files contain your most current information before importing. Existing records may be updated with values from this import. Only fields with a value in your file will update existing data, and list-based data adds new entries instead of replacing prior entries.

This means:

  • Existing student records may be updated.
  • Blank fields in your file will not erase existing student information.
  • List-based data, such as activities or outcomes, will be added as new entries.
  • New students will be created as Prospects.

Open Bulk Import

Click Choose Files and select the file or files you want to upload.

You may upload one file or multiple files at the same time.

bulkimportstart

Importing Your Files

For spreadsheets, CounselMore opens the Smart Import — Column Mapping screen.

columnmapping

After uploading your files, simply follow the on-screen prompts to:

  • Review field mappings
  • Confirm college matches
  • Verify application outcomes 

CounselMore will guide you through the remainder of the import process.

Only mapped fields are imported.

If you click Cancel in the mapping dialog, the import does not begin and no data is created or updated.

Importing Multiple Files

You can upload multiple files during the same import.

If the files contain matching student information, such as a student's name or email address, CounselMore will automatically associate the records whenever possible.

For example, you may upload:

  • One file with student information
  • Another file with application outcomes

CounselMore will look for shared fields that connect the records.

Example: Linking by Name

multiplefileanalysis

Example: Linking by Email

linkedbyemail

If files do not have enough overlapping information, CounselMore may skip linking or show a low-confidence suggestion. The mapping dialog still opens so you can review the import.

Review Import Complete Results

When the import is complete, CounselMore displays a summary of what was imported.

Depending on your files, the summary may include:

  • Students created
  • College outcomes imported
  • Files processed
  • Documents processed using AI
  • Remaining AI quota

resumeAIimport

    AI Quota

    Only PDF and DOCX imports use AI because CounselMore scans the document and extracts the information automatically.

    Spreadsheet imports (CSV) use guided mapping and do not consume AI quota.

    Troubleshooting

    If a PDF or Word document contains no readable text, it may be skipped during import.

    This commonly occurs with scanned image-only PDFs that have not been processed with OCR.

    If a file is skipped, upload a version with selectable text or run OCR on the document before importing.

    skipped

    Past Imports

    The Past Imports section shows a history of completed imports.

    pastimportshistory

    This section helps you track previous import activity.

    Where Imported Data Appears

    Imported data is placed in the student's Academic Bio Banner.

    biobanner

    Depending on the file content, imported information may appear in:

    • Student Information

    • Contacts

    • Fit Assessments

    • Testing Strategy & Planning

    • Extracurricular Activities

    • Potential & Post Applications

    • Course Planning

    For the smoothest import:

    • Use your most current files.
    • Use spreadsheets for college outcomes.
    • Use email addresses when possible to help match students accurately.
    • Review all column mappings before continuing.
    • Review all college matches.
    • Review all outcome mappings.
    • Use readable PDFs or Word documents for AI document imports.
    • Avoid scanned image-only PDFs.
    • Check the Academic Bio Banner after import to confirm the information appears correctly.

    AI Bulk Import reduces manual data entry by helping counselors bring student information into CounselMore quickly and accurately.

    Use spreadsheets when your information is already organized in rows and columns. Use PDF or DOCX files when you want CounselMore AI to scan and extract information from documents.

    Always review mappings, matches, and imported student data before relying on the final record.