When a file doesn’t import into Keypas, it’s usually due to an issue with the file’s format, name, or content.
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 the 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 our support team to investigate problems
- Ensure your imports complete smoothly and efficiently
We follow 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 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!Include Results
Files must contain test results, not just names/addresses.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.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)
Filename Conventions
Follow the rules displayed on the import 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: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:
CSV Files
We also recommend using a text editor like Notepad ++, for .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.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.