This guide will show you how to transfer records to Gradelink. You will need Excel and should be familiar with your school’s records system. Please note that the Premium Record Transfer includes a one-time fee. For more information about this service, please contact your sales representative. 

The provided Excel workbook contains multiple sheets dividing records into logical groups. To transfer records into one of the sheets, copy/paste your records into the desired sheet.

(There are more sheets on the Excel document.)

Required Fields (columns):

Each sheet has required fields highlighted in red which must be filled in order to import the selected sheet.

Data Types:

Data type refers to the format of the data in each column. The content saved in each column must match its intended format. For example, a date data type requires a date formatted as mm/dd/yyyy and any other date format, such as “May 20th”,  would not be valid.  The data type and an example of the data type are provided as a comment on each column name. Mouse over the column heading to view the comment.

Description of each sheet

1. Students

Student demographics and contact information. Parents or Guardians should be listed in on this sheet for efficient access to contact information by other staff. Current active students and alumni can be imported in the same sheet.

2. Student Extended Data

Prerequisite: Students sheet

Additional student records for such items as sacraments, birth place, English fluency and former school.

3. Contacts

Prerequisite: Students sheet

Emergency and non-emergency contacts for the student. Parents or Guardians can be listed here in addition to the Students sheet if you want to include additional information about them but they will be treated as separate, unrelated entries where updating one will have no affect on the other.

4. Transcripts

Prerequisite: Students sheet

Historical grades to be presented on the report card and transcript.

5. Graduation Requirements

Prerequisite: Students sheet

Historical grades to be presented on the report card and transcript.

6. Transcript Tests / Awards

Prerequisite: Students sheet, Transcripts sheet

List awards such as Dean’s list, honor roll, community service hours or SAT scores on the transcript in a separate section titled “Tests” or “Awards”

7. Classes

List awards classes to be taught in the current academic year. This is not a list of classes taught in prior years.

8. Staff

List of staff past and present.

9. Discipline

Prerequisite: Students sheet

List of discipline incidents past and present

10. Immunizations

Prerequisite: Students sheet

List of immunizations for past and present students

11. Medications

Prerequisite: Students sheet

List of medications taken by past and present students

12. Custom Grade Scales

List grade names of the scales you have such as ABCDF or Standards Based or OGSNI etc. This is also very easy to manually enter in Gradelink.

13. Custom Grade Scale Marks

Prerequisite: Custom Grade Scales Sheet

List the marks found within each grade scale, and define the lowest and highest percentage range and GPA value for 


Download Sample Spreadsheets
Please download the sample spreadsheets to see the exact fields available in the data transfer.