Keypas uses a queuing system for LAs importing any data into Nexus. This mechanism ensures that there is a fair allocation of file loading during peak periods (such as summer EYFSP and Phonics collections), rather than one LA blocking any activity for everyone else by loading dozens of files at the same time. This article describes the Import queue and how to use it - the process is the same regardless of what type of data you're importing.
Who this is for
Any user who will be importing information into Keypas/Nexus.
Before you start
- Users will require Import permissions for Keypas in order to use this functionality.
How the Import queue works
When you upload a file to Keypas it joins an import queue alongside those of any other users of the system and each import is processed in order. Not only does this help reduce the burden on Keypas and improve performance across the whole system but it also allows you to do other tasks within Keypas (or elsewhere) whilst you wait for your files to import.
So that the allocation is fair for other users of the system an LA can only have three items queued at the same time (though each/any of those three could be a zip file containing many individual files)
Importing a file
To import a file, click on Import New File. You will be asked to select the relevant Key Stage or import type, clicking the option will take you through to the relevant import page based on that selection.
Variations between imports
Though the principles are very similar and easy to use, there are variations in what each import wants to know from the user before it can proceed. Some will not ask for any additional information. Others will want you to provide additional specifications. You must check these additional options if presented to you.
The import wizard updates each year and will make the most obvious choices the default when the import is selected. However, there may be a few weeks or months where you may need to go back to the previous year's defaults by manually selecting them.
Result Year
Where asked select the result year that the data applies to before selecting any files to import. This will be the year in which the assessment was taken. For example, in academic year 25/26, the result year would be 2026.
Some other imports such as CLA, CIN census and SEN2 also ask for 'Result Year' even though they are not directly related to pupil results. Again, you should select the ending year, so for the 25/26 academic year, select 2026.
Retain existing data
This is a check box - this option is only intended as a workaround for the very few cases in which a school cannot provide data for all pupils in a single file and is restricted to assessments files from schools.
Selecting this option will cause Keypas to import data regardless of whether it already exists in the database. Duplicate data may result and for this reason the option should only be used with care.
The vast majority of files and schools should NOT need this option ticking. A warning is displayed when you check this box and you should take note of the fact that this import cannot easily be reversed without purging the data for the whole Key Stage in that year and reloading the entire dataset if used incorrectly.
Select Edition
This is limited to two imports. The first is the KS2 DfE (July) imports where DfE issue two files to the LA. One is the pupil file containing results, the other is a school file specifying all the schools involved. More details about this are in the KS2 Test Guide and you will not always need to import the school file anyway. The default option is therefore the pupil file.
The second import where Select Edition is requested is the KS4 DfE Import where there are different versions released over the year and you will pick the one that is relevant.
Uploading your data
Once you have made your selections, you are ready to upload your data into Keypas.
Click the Add Related Files button to select the files you want to upload to the Keypas server. You can select multiple files from different locations on your computer or network by dragging or selecting the individual file and confirming, then repeating this process.
This is a simple way to upload single files to the Keypas server prior to import, but if you have lots of files to import you can compress them all into a zip file outside of the Keypas system. This is a much more efficient way of performing a bulk upload and import.
Once all your files have been selected, click the Upload button. Providing the file (or files with a zip) is valid and contain no errors, you should see a message similar to the below image:
If the file(s) isn’t valid, or contains errors then your message will look something like this:
If the upload was unsuccessful, read the error message before clicking Cancel to go back to the previous page. You can then correct the issue with the file(s) and try the upload again.
Note: where multiple files are loaded at the same time any that are acceptable will be loaded. Only the invalid files will need to be corrected and resubmitted.
Please Note...
The error message may differ depending on what has caused the files(s) to be rejected. The Preparing your files to import article takes you through some checks you can perform to fix any issues.
Importing the uploaded files
Now that the files are uploaded to the Keypas server, you can start the import process by clicking Next. This will reload the Import Queue page and show your files in the Queued section on the left of the screen.
This screen will show where your file is in the overall queue from all LA. Remember that each LA can only have 3 files/zip files in the queue at a time.
When your file has been successfully imported it will be moved into the Processed section on the right. The Status will let you know if the import was fully, partly or not successful. Check the icon against the legend for more information. The Action button will redirect you to the relevant pupil grid in Keypas once clicked.
Checking for previously imported files
To see your LA's full import history, click View my full import history. In practice, at most points of the year that are not busy periods, files will be processed almost immediately. In the busiest periods, it may take several minutes to start the import of your files (this is another reason to consider uploading multiple files or a zip at the same time, then your 'turn' consists of multiple files rather than one.) During the summer, when files are arriving from schools and being processed, the full history can stretch to several pages.
Where to go next
- LA Imported Data Details - to see what has been imported in your LA (and others)
- When does imported data update into the system
- Articles specific to the import(s) you want to bring into Nexus
Last reviewed / owner
Last reviewed: August 2026 / Owner: Technical Support Director