Importing Funding Forms

The funding forms import feature is particularly useful if you want to focus on using just the funding forms functionality without setting up full invoicing. It allows you to quickly import existing child, parent and funding data and get started.

Import Methods

We offer two ways to import funding forms data:

1. Live Register Import - Import directly from your council’s live register (fastest method)
2. Standard CSV Import - Upload a custom CSV file with your funding form data

Required Fields

All funding form imports require these fields:

• Child First Name
• Child Surname
• Child Date of Birth
• Number of Weeks
• Expiry Term

Optional Fields

You can also include:

• Child Gender, Address (Address 1, 2, 3, Post Code)
• DOB Document Type and Reference
• Weekly Hours (Monday-Friday for Universal, Working Parent, and Charged Hours)
• Parent 1 & Parent 2 Details (Name, DOB, Email, NI Number, Relationship, Eligibility Code)
• EYPP (Early Years Pupil Premium), DAF (Disability Access Fund), SEN flags

Live Register Import

If your council supports live register integration, this is the fastest way to import funding forms - just a few clicks and you’re done!

Where to get the CSV

1. Log in to your council’s Establishment Portal (sometimes called Provider Portal or Local Authority Portal)
2. Navigate to the Live Register or Funding Register section
3. Look for an Export or Download option
4. Download the live register CSV file (usually named something like “Live Register - [Date].csv”)

How to Import

1. Navigate to Settings > Import/Export in Pigeonhole
2. Select the Funding Forms tab
3. Choose Import from Live Register
4. Upload the CSV file downloaded from your council’s establishment portal
5. Our AI automatically extracts and maps the council-specific format
6. Review and edit the extracted data in the built-in editor
7. Click Import to create the funding forms

Standard CSV Import

If your council doesn’t support live register integration, or you want to import custom data, use the standard CSV import method.

Where to get the CSV

1. Navigate to Settings > Import/Export in Pigeonhole
2. Select the Funding Forms tab
3. Click Download Example Spreadsheet to get the template
4. Fill in the spreadsheet with your funding form data
5. Save as CSV format

The example spreadsheet includes:

• All column headers with descriptions
• Example rows showing the correct data format
• Notes explaining each field

How to Import

1. Once you’ve filled in the spreadsheet, navigate to Settings > Import/Export
2. Select the Funding Forms tab
3. Choose Upload CSV File
4. Drag and drop your CSV file or click to browse
5. Our AI extracts and maps your data
6. Review and edit the extracted data in the built-in editor
7. Click Import to create the funding forms

After Import

After importing funding forms using either method, you can optionally upload scanned copies of the physical forms to each funding form record. This keeps all your documentation in one place and ensures you have backups of signed paper forms.

Next Steps After Importing

Once you’ve imported your funding forms:

1. Review imported forms - Check that all data imported correctly
2. Upload scanned forms (optional) - Attach physical copies to digital records
3. Add new children and relatives - Ensure children amd relatives for any new forms are created and activated so they can access forms
4. Create new forms - For any children not included in the import and you need to create funding forms for
5. Send forms to parents - Start the approval workflow

📚 Learn more about creating and managing funding forms

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