Password import

Password import

Password import (sidebar → Data → Import → Password import) sets passwords for existing users in bulk. There are two ways to do it, chosen with the Upload CSV / Use wizard toggle at the top of the page: upload a CSV of username,password rows you've already prepared, or use the guided wizard to filter a group of members and have Realsmart generate the passwords for you. Unlike the main user import, both are a direct, immediate write to accounts — there is no priority queue, no processing delay, and nothing to undo once it's done.

This is higher-risk than a normal import — read this first

• The passwords are real, plaintext credentials. Whatever is in the password column becomes that user's actual login password the moment you start the import. There's no masking, hashing-before-upload, or preview of the password values themselves.
• It writes directly to the account — no queue, no delay. The main user import goes through the provisioning queue and you track its outcome in Logs; password import updates the database straight away, synchronously, while you watch.
• There is no undo. Once a password is set, the only way to change it back is to import (or reset) it again.
• Handle the CSV file itself like a credentials list. Delete it from your downloads/desktop once you're done, and never email or share it insecurely — it's a plaintext list of who has which password.
• Every password written this way is recorded in the audit trail as an update to that member, attributed to you.

Before you start

• You need the data-import permission for the school.
• Select the school first. Password import always runs against the school you're currently in — switch to it in the school switcher before you start. (You can't run this while viewing all schools in MAT mode.)
• Only usernames that already exist in this school are updated. Password import never creates a new user — use Import users and cohorts for that.

CSV format

The file needs exactly two columns, with this exact header row:

username,password
jbloggs,Str0ngTemp!23
asmith,AnotherPass!45

Rows with a blank username or blank password are skipped. There's no column mapping step — the header must read exactly username,password.

Upload a CSV

Step 1 — Open Password import {#step-1}

With the right school selected, open Import in the sidebar, then choose Password import. Make sure Upload CSV is selected (it's the default).

Step 2 — Upload your CSV {#step-2}

Select your username,password CSV file. It's read immediately and matched against this school's users — nothing is written to any account yet at this point.

Step 3 — Check the matched/unmatched preview {#step-3}

Each row shows its username and whether it matches an existing user in this school. Usernames that don't match won't be updated when you proceed — double-check for typos here before continuing, since there's no per-row correction step.

Step 4 — Start the import {#step-4}

Select Start import to write the passwords. This happens immediately for every matched row — there is no confirmation dialogue beyond this button, so make sure the preview looks right first.

Result

Every matched user's password is updated straight away. You'll see a summary count of how many passwords were updated. Unmatched usernames are silently skipped (they were never in this school under that username). The action is written to the school's log as a member update, attributed to you.

Use the guided wizard instead

If you don't already have a prepared CSV, select Use wizard at the top of the Password import page. Instead of uploading a file, the wizard filters members for you and generates the passwords itself — there's nothing to prepare beforehand. It carries the same real-time, no-bulk-undo consequence as the CSV upload above; the only difference is how the target members and the passwords are decided.

Step 1 — Filter who this applies to {#step-1-wizard}

Choose one or both filters: year groups, and groups (search and add one or more). Leave both empty to target every active member in the school. When both are set they combine — a member must match a selected year group and be in one of the selected groups. A running count shows how many members currently match as you adjust the filters. By default only active members are included; tick Include suspended and inactive members to widen that. Deleted members are never included either way.

Step 2 — Choose a password strategy {#step-2-wizard}

• Generate random passwords — a unique, unambiguous 12-character password for every matched member.
• Use a pattern — build every password from one template containing exactly one of two tokens: {random_5_digits} (a fresh random 5-digit number per member) or {incrementing_5_digits} (00001, 00002, … in list order). Everything else in the template is kept as literal text — e.g. chevy_{random_5_digits} might produce chevy_48213. As you type, an example password appears below the field; an invalid pattern (missing a token, or using both) shows its error right there before you continue.

Step 3 — Review the preview {#step-3-wizard}

The wizard generates and lists every matched member's new password in a table. Nothing is written to any account at this step — it's a preview only, so review it carefully. Not happy with a random batch (or where a template's incrementing count starts)? Select Regenerate for a fresh set — an incrementing pattern always restarts from 1.

Step 4 — Apply {#step-4-wizard}

Select Apply and confirm. This is the same irreversible, immediate write as the CSV path — every previewed password is set on its member straight away and queued to sync out to any connected platform (Google, Microsoft Entra, Apple School Manager, on-premise Active Directory). Once applied, you'll get a Download CSV link to the one-time credentials file (handle it with the same care as any plaintext password list) and a link into the run history described next.

Reviewing past wizard runs

Select History at the top of the Password import page to see past wizard runs: when each was applied, the strategy used (random, or your template pattern), how many members it covered, who ran it, and its status (pending, applied or failed). A completed run shows a Download CSV link to its one-time credentials file while it's still available — handle that file with the same care as any plaintext password list.

Troubleshooting

• "The header row must be: username, password." — your file's header doesn't match exactly. Re-save it with exactly those two column names, in that order.
• A username shows as not matching — check for typos, extra whitespace, or that the user exists in this school (password import doesn't search other schools).
• I uploaded the wrong file — nothing is written until you select Start import; you can upload a different file first.
• The wizard's preview shows "No members match these filters" — go back to Step 1 and widen the year group or group selection, or tick Include suspended and inactive members.
• An error appears under the pattern field — the template must contain exactly one of {random_5_digits} or {incrementing_5_digits}, and no other {…} text. Fix the pattern and the example/error updates immediately.

Related

• Import users and cohorts
• Cohort import
• Reset passwords