How AI Smart Import Works

AI Smart Import is built for schools moving off Excel or another system, so you don't have to retype years of records by hand.

The workflow

1. Upload your spreadsheet(s) from AI Excel Migration. Multiple sheets and multiple files in one import job are supported.
2. AI column mapping - the system reads your headers and proposes which spreadsheet column maps to which SkoolHive field (name, admission number, date of birth, class, guardian phone, etc.). You review and correct the mapping before anything is imported.
3. Entity detection & duplicate matching - each row is checked against your existing students. An exact match on admission number links straight to the existing student and creates a new enrollment for the year you're importing, rather than creating a duplicate person. A likely match on name and date of birth is flagged for you to confirm or reject - it is never silently merged.
4. Guardian matching - guardian phone numbers and names are matched the same way, so a parent with children in different classes doesn't end up with duplicate accounts.
5. Dry run / preview - before committing, you see exactly what will be created, updated, or flagged, with counts.
6. Import - once you confirm, the real records are created. The import is logged in Import History so you can see what happened and who ran it.

What it will never do

Smart Import never guesses a match it isn't confident about and silently merges two different people - anything uncertain is surfaced to you as a decision, not made automatically.