Preparing your files to import

This article takes you through the steps to try and ensure that the file(s) load first time without any errors. Specifics will vary according to which files you're importing, but there are certain common considerations

Who this is for

Nexus users who will be undertaking imports into the system. The checks suggested in this guide are ideally for more experienced users, already familiar with receiving and processing files from schools.

Before you start

• Users will need import permissions for Keypas
• Download a text editor such as Notepad ++ (you may need to ask your IT department to allow this)

What can go wrong and how to avoid it

When a file doesn’t import into Keypas, it’s usually due to an issue with the file’s format, its name, or the content within it.

In many cases, Keypas will give you a clear alert before import, letting you know exactly what needs fixing. Sometimes, however, you might see a more general message like 'Pre Import File Failure' or 'There was a problem with the import.'

Even if your files are downloaded directly from a DfE portal, they can still contain small data issues that prevent them from importing cleanly into Nexus. Taking a few moments to review and tidy these files beforehand helps to:

• Avoid import errors and failed uploads
• Prevent knock-on issues that can affect your data in other modules
• Reduce the time needed for the Nexus support team to investigate problems
• Ensure your imports complete smoothly and efficiently

Nexus follows the DfE’s Technical Specifications for all imports, so it’s a good idea to review their guides for the latest valid grades and expected data. We also strongly recommend using a text editor like Notepad ++, it’s incredibly useful for spotting and fixing many common problems within your files. To open your file(s) in a text editor, right-click your file and select 'Open with', then select your desired text editor.

Before you import your file, check these elements to avoid errors:

XML Files

• Compare Structure
  Make sure your file matches a previously successful import. Does the structure look the same? Are all the tags present? 

• File Name
  Remove any trailing spaces, they’re easy to miss!

• Test results (attainment files)
  Files must contain test results, not just names/addresses of pupils.

• Illegal Characters
  Search for unusual characters. Click Search > Find Characters in Range, check Non-ASCII Characters (128-255), click Find, then remove/replace any illegal characters that are highlighted

• Version Number
  Confirm your file version matches a successful import to ensure it's the correct one.

• Academic Year & Result Year

  • Academic Year = calendar start year (e.g., 25/26 → 2025)

  • Result Year = year test taken must match Year on Import screen (In the example above for 25/26 academic year, you would expect 2026)

  • Yes, that is correct - the academic year would show 2025 and the result year would show 2026

• Filename Conventions
  Follow the rules displayed on the import wizard screen for that import type.

• Check for Missing or Empty Tags
  In Notepad++: Hold Ctrl + F, enter the tag name, and select Find All in Current File
  Ensure no tags are blank or missing entirely.

• Line Breaks / Misplaced Tags
  In Notepad++: Hold Ctrl + F, turn Regular Expression ON and search the following:

  <(\w+)>[^<]*\r?\n[^<]*<\/\1>

  You can then identify and remove unwanted line breaks.

Two particularly handy additional tags to check are for the forename and surname. MIS can often shift these out of an expected row. Similar to the above, you can identify these and move the tag back into place by searching for:

<Surname>[^<\r\n]+[\r\n]+\s*</Surname>

<Forename>[^<\r\n]+[\r\n]+\s*</Forename>

These will take you directly to the next line in the file where the Forename or Surname tag is out of line.
 

CSV Files

We also recommend using a text editor like Notepad ++ for checking .csv files. It's useful to check for extra blank rows, columns and formatting oddities. 

• Cell Content
  Make sure the data in each column has the correct format for its type. For example, a date is in the Date of Birth field. Use Excel Filters to quickly spot issues.

• Check for Duplicates
  Use Conditional Formatting in Excel to highlight duplicate values. Duplicate pupils in the same file can cause import problems. To do this, highlight your desired cells, then select Home > Conditional Formatting > Highlight Cell Rules > Duplicate Values. Then select Duplicate > OK.

  

• UPN Length
  Ensure every UPN is exactly 13 characters long with no extras or trailing spaces etc.

• Filename Conventions
  Confirm the file name matches the rules specified on the import page for that import type.

• Blank Cells
  Make sure any typically mandatory fields are never empty. 

Once you’ve identified the issue, you can either correct it yourself or request an updated file from the school.

If you’ve gone through all the steps above and the problem still isn’t clear, please use our contact form to send the file to the Support Team. We’ll investigate and help resolve the issue as quickly as possible.

Where to go next

The next article in this section will take you through use of the Keypas Import Queue

Last reviewed / owner

Last reviewed: August 2026 / Owner: Technical Support Director