Overview
This article provides guidance on common causes of data import failures and recommended steps before contacting SEAtS.
Common Symptoms
Manual import fails validation or fails to process. SFTP import does not process overnight as expected. Data appears imported but is not visible in SEAtS. Duplicate Schools/Courses/Modules/Rooms appear. Attendance capture issues after Room/Location ID changes.
Quick Checks
Clear applied filters and default views — data may have imported but be hidden by active filters. Check Security Model dependencies — if Student/Timetable imports changed School/Course/Module relationships but the StaffSecurity file was not updated, users may lose visibility of student data.
Common Causes
- Wrong file in wrong location/type: SFTP files in incorrect folders, or wrong Import Type selected in Admin Importer.
- Date formatting mismatch: SEAtS uses European date formatting.
- Special characters or trailing spaces: can cause import failures.
- Source-system ID changes: if School/Course/Module/Room IDs change, duplicates can be created.
- Room ID changes without device update: SEAtS treats a changed Room ID as a new location; devices are not automatically re-associated.
Resolution Steps
SFTP: Confirm file is in the correct folder. Check processing order: Devices → Rooms → Staff → Students → Badges → Tags → Timetable → Events → Activities → Readings → StaffSecurity. Check for recent ID changes. Admin Importer: Use Get Sample File for the correct template. Ensure CSV UTF-8 format. Validate all mandatory fields. Limit files to 5MB (Admin Importer) or 50MB (SFTP).
Data Quality Checklist
CSV UTF-8 format. Header row with correct column names. Mandatory fields populated. Leading zeroes preserved. Consistent School/Course/Module values across Student and Timetable files. SSO usernames in Student_Login_ID and Login_ID fields. European date formatting. No trailing spaces or unexpected special characters.