How to Import Data into REDCap

REDCap's Data Import Tool lets you import data from a CSV file to create or update records in your project. This is commonly used when migrating data from other systems, importing data collected outside of REDCap (such as from text messaging platforms like Mosio), or bulk-updating existing records.

Getting Started

1. Download the Import Template from within your REDCap project. This ensures your CSV file has the correct column headers matching your project's variable names.
2. Fill in your data. Open the template in Excel or a similar program and enter your data. Each field in your project's instruments will appear as a column.
3. Upload your CSV using the Data Import Tool in REDCap.

Common Gotchas

• Record ID must be in column A. REDCap looks for the record ID field in cell A1. If it's missing or renamed, the import will fail.
• Use numerical values for choice fields. For dropdown, radio button, and checkbox fields, use the numerical coded value (not the text label). Check your project's Codebook for the correct values.
• Variable names must match exactly. Column headers in your CSV must match the variable names in your project, in snake_case format. Don't rename them.
• Date formatting matters. Make sure dates match the validation format set in your project (e.g., YYYY-MM-DD).
• Watch for Excel language settings. If you're getting unexpected errors, check that Excel's language is set to English, since REDCap exports data in English formatting.

Tips

• Always test your import with sample data while your project is still in Development mode.
• Use real-time imports for smaller files — this will catch errors immediately and prevent partial imports.
• For larger files, use background imports, which are better suited for processing big datasets.

Guides We Recommend

• Data Import Tool (University of Colorado Denver) — Detailed walkthrough of the import process
• Data Import Tool (Temple University) — Step-by-step guide with troubleshooting tips
• Lab 5: Importing Data (University of Washington) — Hands-on lab exercise for learning the import workflow
• Importing Project Data and Metadata (University of Illinois)