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Importing Funding Forms

The funding forms import feature is particularly useful if you want to focus on using just the funding forms functionality without setting up full invoicing. It allows you to quickly import existing child, parent and funding data and get started.

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Import Methods

On the Funding Forms tab you will see one or two upload tiles:

1. Standard Import - Upload a CSV file with fixed columns. This tile is always available.
2. Live Register Import - A second upload tile that only appears if your setting’s council uses a supported live-register portal. It accepts a Live Register export from your establishment portal.

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Required Fields

The standard CSV import needs at least these details for each child:

• Child first name
• Child surname
• Child date of birth

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Optional Fields

You can also include:

• Address: lines 1-3 and postcode
• DOB proof: document type and reference
• Funding hours (Monday-Friday): universal and working parent
• Charged hours (Monday-Friday)
• Parent 1 & Parent 2 details: name, date of birth, email, NI number
• One eligibility code per family

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Standard Import

The Standard Import tile is the main way to import funding forms data.

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Where to get the template

1. Navigate to Settings > Import in Pigeonhole
2. Select the Funding Forms tab
3. Click Download example template (or Download example CSV template within the Standard Import tile) to get the template
4. Fill in the template with your funding form data
5. Save it as a CSV file

The example template includes all column headers and example rows showing the correct data format.

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How to Import

1. Once you’ve filled in the template, navigate to Settings > Import and select the Funding Forms tab
2. On the Standard Import tile, drag and drop your CSV file or click to browse
3. Our AI extracts and maps your data
4. Review and edit the extracted data in the built-in editor
5. Click Import to create the funding forms

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Live Register Import

If your setting’s council uses a supported live-register portal, a second Live Register Import tile appears next to the Standard Import tile. This lets you import directly from a Live Register export - just a few clicks and you’re done!

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Where to get the CSV

1. Log in to your council’s Establishment Portal (sometimes called Provider Portal or Local Authority Portal)
2. Go to the reports area and export the Live Register funding report as a CSV

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How to Import

1. Navigate to Settings > Import in Pigeonhole and select the Funding Forms tab
2. On the Live Register Import tile, drag and drop the CSV file you exported, or click to browse
3. Pigeonhole automatically extracts and maps the council-specific format. Total hours are spread evenly across the week for the number of days shown on the register
4. Review and add any missing required data, such as parent email addresses and form expiry terms
5. Click Import to create the funding forms

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After Import

After importing funding forms using either method, you can optionally upload scanned copies of the physical forms to each funding form record. This keeps all your documentation in one place and ensures you have backups of signed paper forms.

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Next Steps After Importing

Once you’ve imported your funding forms:

1. Review imported forms - Check that all data imported correctly
2. Upload scanned forms (optional) - Attach physical copies to digital records
3. Add new children and relatives - Ensure children and relatives for any new forms are created and sent invitations so they can access forms
4. Create new forms - For any children not included in the import and you need to create funding forms for
5. Send forms to parents - Start the approval workflow

📚 Learn more about creating and managing funding forms

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