Importing Data

Ready to break up with your old nursery software? We make it a breeze! Our friendly tools help you migrate from ANY system - just point, click, and let us handle the heavy lifting.

Import Methods

We offer two powerful ways to import your data into Pigeonhole:

1. Web-Based CSV Import (Recommended for Bulk Data)

Access the import page from your Pigeonhole dashboard at Settings > Import/Export.

Features:

• AI-Powered Column Mapping: Upload any CSV file and our AI automatically maps columns to the correct fields
• Built-in Editor: Review and edit all extracted data before importing
• Duplicate Detection: Automatically flags potential duplicates with ⚠️ warning icons
• Bulk Import: Import hundreds of records in one go
• Support for Any Format: Works with CSV exports from any nursery software

2. Chrome Extension Import (Great for Individual Records)

The Pigeonhole Chrome Extension  allows you to import data directly from your current nursery software provider’s website - no CSV required!

Installation:

1. Install the Pigeonhole Chrome Extension from the Chrome Web Store
2. Click the extension icon and log in with your Pigeonhole credentials
3. Select your nursery from the dropdown (if you manage multiple sites)

Web-Based CSV Import Guide

How to Import via CSV

1. Navigate to Settings > Import/Export in Pigeonhole
2. Choose the tab for what you want to import (Children, Parents/Carers, or Staff)
3. Upload your CSV file by clicking or dragging and dropping into the upload area
4. Wait for AI processing - Our AI will automatically extract and map your data columns
5. Review in the built-in editor:
   • Check extracted information
   • Edit any fields as needed
   • Remove rows you don’t want to import
   • Pay attention to ⚠️ warning icons that indicate potential duplicates
6. Click “Import” to add the records to Pigeonhole

Tips for Best CSV Results

• Include column headers in the first row of your CSV
• Ensure data is consistently formatted
• Remove any unnecessary columns before uploading
• Our AI recognizes column name variations (e.g., “First Name”, “firstname”, “first_name” all work!)
• Test with a small batch first (5-10 records) before importing everything

Chrome Extension Import Guide

The extension  provides import functionality via two tabs:

• 👶 Import Children - Import child records from provider pages
• 👨‍👩‍👧 Import Parents/Carers - Import parent and carer records

Importing Children via Extension

How It Works:

1. Navigate to a child’s detail page in your current nursery software
2. Highlight the content you want to import (name, DOB, address, etc.)
3. Open the Pigeonhole extension and click the ”👶 Import Children” tab
4. Click “Import Child from Current Page”
5. The AI extracts information from the highlighted content
6. Review and edit the extracted data
7. Save to add the child to Pigeonhole

You can now navigate to another childs page and import that data next.

Importing Parents/Carers via Extension

How It Works:

1. Navigate to a parent/carer detail page or list page in your current software
2. Highlight the content you want to import (names, emails, phone numbers, relationships) to get a better result from the AI import.
3. Open the Pigeonhole extension and click the ”👨‍👩‍👧 Import Parents/Carers” tab
4. Click “Import Parent from Current Page”
5. The AI extracts parent/carer information and attempts to match them to children
6. Review each adult record, check or change the linked child, then save

Import Types & Required Fields

Children Import

Required Fields:

• First Name
• Surname
• Date of Birth

Optional Fields:

• Start Date, Gender
• Address (Address 1, Address 2, Address 3, Post Code)
• Ethnicity, Language, Nationality, Country of Birth
• Health Notes, Allergies, Collection Password

Duplicate Detection: Children are flagged as potential duplicates if they have the same first name AND surname, OR same date of birth.

Parents/Carers Import

Required Fields:

• First Name
• Surname
• Email (for Parents, Bill Payers, and non-emergency contacts)
• Phone Number (for Emergency Contacts)
• Relationship
• Linked Child

Relationship Types:

• Mother, Father
• Grandmother, Grandfather
• Other
• Emergency Contact

Duplicate Detection: Parents/carers are flagged as potential duplicates if they have the same first name AND surname, OR same email address.

Staff Import

Required Fields:

• First Name
• Surname
• Email

Optional Fields:

• Phone Number

Duplicate Detection: Staff members are flagged as potential duplicates if they have the same first name AND surname, OR same email address.

Recommended Import Order

For best results, import your data in this order:

1. Children First - Required before importing relatives or staff, as other records reference children
2. Parents/Carers Second - Relatives are linked to children and must be imported after children are in the system
3. Staff Last - Staff can be linked to children, so should be imported after children exist

Getting Data from Other Providers

Below are instructions for exporting data from common nursery software providers. Once you have your CSV export, use the Web-Based CSV Import method above.

General Export Tips

1. Export to CSV format when possible (most compatible)
2. Include all fields - you can always remove columns later
3. Keep column headers in the first row
4. One file per type - separate files for children, parents, and staff

Provider-Specific Export Instructions

Frequently Asked Questions

Need Help?

Our support team can help with:

• Provider-specific export questions
• CSV formatting issues
• Data mapping problems
• Import errors or validation issues
• Custom migration assistance for large datasets