This process is used to import new mentees/students and update existing mentees/students using a spreadsheet. This process is typically used by non-NSW DoE schools (who can sync data with the DoE).


Setting up students/mentees for the first time

  • Select Admin> Import/Export
  • Select >Update Students
  • Select the link “Download Students Template

  • Select and open the downloaded file from the browser taskbar or your browser’s downloads folder; the file will open in Microsoft Excel. If Microsoft Excel is not installed on the computer you are working from, the file may not open. You will need to work from a computer that has Microsoft Excel installed on it or a program with the ability to open .csv file types.
  • Open the downloaded .csv file and you will see some sample dummy data which gives you an idea of the information you need to fill in


  • The following information is required to be filled into the related columns and cells: Code = a mentee/student ID number, Gender, Last name, First name, Middle name, Preferred name, DOB (date of birth), School Year, Roll Class.


Note: It is critical that you do NOT change any of the column headings (row 1) Columns like “HOUSE CODE”, “COB”, “NATIONAL” etc. do not need to be filled.  


  • After verifying that all mentee/student records are correct, save your updated Student List spreadsheet on your computer, ensuring you do not change the file’s .csv extension. The file must be saved as a .csv
  • Click on Admin> Import/Export> Update Students.
  • Under Import/Export- Update Students - Update Students – Update File select Choose File or Browse and locate the update Student List spreadsheet that you saved (export_student_list_date_mcode.csv) saved on your computer. Select Open.
  • You will now see the file name in the Update Students-Upload File field, select Update Students. The system will analyse the selected file and records, this may take a few minutes.

  • You will then see the page to Verify Students Data, during this time, your organisation account will be placed in ‘maintenance mode’ until you have finished the importing process. This means that during this time, only users with Admin Level can access the system.  Users that are potentially logged into the system will be notified and will not be able to navigate through the system until the import process is completed as the ‘maintenance mode’ is turned on.

  • Under Verify Students Data Update you will see three tabs: New; Update and Deactivate.
    • New stands for new mentee/student records 
    • Update stands for existing mentee/student records to be updated. 
    • Deactivate stands for mentees/students that have left and need to be removed from their respective classes
  • Located within each tab are numbers which denote the number of records selected and available records to be updated. Select each tab New, Update or Deactivate to view the records listed and verify that the records are correct.

  • After verifying the listed records are correct, check each checkbox next to the New, Update and Deactivate tab headings. When each check box is selected you will see the total number of records change to match the total number of available records. 
  • Select Apply Changes. 

  • The system will now update mentee/student) records, this may take a few minutes. After the update is complete select Go to Administration.
  • Verify the newly imported mentees/students listed in Admin- Student Administration, here you will see your newly updated list of mentees/students/ with green ticks next to each record. This means that they are currently active in your system and your import has been completed.
  • Select Admin>General>Maintenance Mode check that ‘maintenance’ mode has been turned off. Under Maintenance Mode heading the text should read Your School is not currently locked. If locked select the Turn Maintenance Mode Off icon.


Updating existing mentees/students


To update details of mentees/students already in the system, you can simply export the old details; and then update the details within the spreadsheet and reimport it.

  • Select Admin> Import/Export
  • Under Export Student List - Report Criteria - Options headings, select the checkboxes to -Include School Name and Momentum Code and -Include Inactive Students check-boxes.

  • Select Generate.  When the file is ready, select Download File.  The Student List report spreadsheet file (export_student_list_date_mcode.csv) will be downloaded to your local computer.
  • Select and open the downloaded file from the browser taskbar or your browser’s downloads folder; the file will open in Microsoft Excel. If Microsoft Excel is not installed on the computer you are working from, the file may not open. You will need to work from a computer that has Microsoft Excel installed on it or a program with the ability to open .csv file types.
  • Once the file has opened, review the mentee/student information within your spreadsheet and make the required changes to the spreadsheet ensuring the information accurate.
  • Remove mentees/students that are no longer required to be available to mentors/teachers by deleting the mentee/student’s row of information.
  • Update existing records by changing the information contained within each cell along an existing mentee/student’s) row. In most cases you will need to change at least the school year and roll class cell of each existing mentee/student).
  • If you have new mentees/students that are required for the current year add the mentees/students to the spreadsheet by inserting a new row at the end of the spreadsheet and adding the required information. The follow information is required to be filled into the related columns and cells: Code = the ID number, Gender, Last name, First name, Middle name, Preferred name, DOB – date of birth, School Year, Roll Class.
  • Now repeat the steps above to import the spreadsheet.