> ## Documentation Index
> Fetch the complete documentation index at: https://pigeonholeapp.co.uk/docs/llms.txt
> Use this file to discover all available pages before exploring further.

# Importing Data

> How to import children, relatives, and staff into the Admin Portal.

# 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.

<Info>
  Open in app: [Settings → Import](/app/admin/settings/import).
</Info>

## Recommended Import Order

<Warning>
  Import in this order to ensure all records link up correctly. Parents and funding forms reference children, so children must exist first.
</Warning>

1. **Children** — must be imported first
2. **Parents/Carers** — linked to children during import
3. **Staff** — can be imported any time
4. **Funding Forms** — reference children, so import children first

***

## Import Methods

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

<CardGroup cols={2}>
  <Card title="CSV Import" icon="file-csv" href="/onboarding/importing/csv-import">
    Upload a CSV export from your current provider and let our AI map your data automatically. Recommended for bulk imports.
  </Card>

  <Card title="Chrome Extension Import" icon="puzzle-piece" href="/onboarding/importing/chrome-extension">
    Import data directly from your current nursery software's web pages using the Pigeonhole Chrome Extension. Great for individual records.
  </Card>
</CardGroup>

## Funding Forms Import

Looking to import funding forms? We have a dedicated guide covering live register and CSV imports.

<Card title="Importing Funding Forms" icon="file-invoice-dollar" href="/onboarding/importing-funding-forms">
  Step-by-step instructions for importing funding forms via live register or CSV.
</Card>

***

## Frequently Asked Questions

<AccordionGroup>
  <Accordion title="What is a CSV file and how do I create one?">
    A CSV (Comma-Separated Values) file is a simple spreadsheet format used to move data between different systems. Most nursery software can export data as a CSV directly.

    If you have data in **Excel**:

    1. Open your spreadsheet
    2. Click **File** → **Save As**
    3. In the "Save as type" dropdown, choose **CSV (Comma delimited) (\*.csv)**
    4. Click **Save**

    If you have data in **Google Sheets**:

    1. Click **File** → **Download**
    2. Select **Comma Separated Values (.csv)**

    You can also download our ready-made template from the import page — just fill in your data and upload it straight back.
  </Accordion>

  <Accordion title="What if my provider isn't listed?">
    Most nursery software systems have some form of data export functionality. Check your provider's Settings, Admin, or Reports sections. If you can't find export options:

    * Check their help documentation
    * Contact your provider's support team directly
    * Try using the **Chrome Extension** to import directly from their web pages
    * As a last resort, you can manually create a CSV file with your data

    Once you have a CSV file, our AI can handle almost any format!
  </Accordion>

  <Accordion title="How do I handle duplicate warnings?">
    When you see a warning icon during review:

    1. Check if it's truly a duplicate by reviewing the existing record in Pigeonhole
    2. If it's a genuine duplicate, remove it from the import
    3. If it's a different person with a similar name, proceed with the import

    The warning is there to help prevent accidental duplicate entries, but you have full control over the final decision.
  </Accordion>

  <Accordion title="Can I import in stages?">
    Yes! You can:

    * Import children first
    * Then import parents (they'll automatically link to children)
    * Finally import staff
    * Or import small batches to test before doing the full import

    This staged approach helps ensure all relationships are properly linked.
  </Accordion>

  <Accordion title="What happens to unmapped columns?">
    Any columns in your CSV that aren't mapped to Pigeonhole fields will simply be ignored. Your original CSV file is never modified, so you can always go back and import additional data later.
  </Accordion>

  <Accordion title="My CSV has different column names. Will it work?">
    Yes! Our AI recognizes variations like:

    * "First Name", "firstname", "first\_name", "Forename"
    * "DOB", "Date of Birth", "Birth Date", "DateOfBirth"
    * "Email", "Email Address", "E-mail"

    The AI handles intelligent column mapping automatically.
  </Accordion>

  <Accordion title="How long does the import take?">
    * **CSV Upload & AI Processing**: 5-30 seconds depending on file size
    * **Extension Import**: Extraction is nearly instant
    * **Saving Records**: Bulk imports process immediately

    Most imports complete within seconds.
  </Accordion>

  <Accordion title="Can I undo an import?">
    Currently, imports cannot be automatically undone. We recommend:

    * Testing with a small batch first (5-10 records)
    * Reviewing all data carefully in the editor before importing
    * Using the duplicate detection warnings to avoid mistakes

    Following these steps helps ensure accurate imports.
  </Accordion>

  <Accordion title="Is my data secure during import?">
    Yes:

    * All data is transmitted over encrypted HTTPS connections
    * AI processing happens securely on our servers
    * No data is stored permanently during the extraction process
    * Only you can access your imported records

    Your data is protected at every step.
  </Accordion>

  <Accordion title="What if I don't have CSV export?">
    If your software doesn't offer CSV export:

    1. Try using the **Chrome Extension** to import directly from their web pages
    2. Check if they offer Excel export (you can convert .xlsx to .csv in Excel/Google Sheets)
    3. Contact their support to request a data export
    4. Create a CSV file manually using a spreadsheet program

    There's always a way to get your data into Pigeonhole!
  </Accordion>
</AccordionGroup>

***

## Need Help?

<Warning>
  If you encounter any issues during import, please reach out to us at [support@pigeonholeapp.co.uk](mailto:support@pigeonholeapp.co.uk).
</Warning>

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