Set-up and import from spreadsheets
Bring your college in from Excel: staff, departments, programmes, batches, semesters, sections, subjects and students with parents. Then the timetable, this year's attendance, fees, marks, credits and the library. The whole workbook is checked first, and nothing is saved until every row is clean.
PLANSEvery plan
The problem it solves
- Starting a new system means typing 2,000 students and their parents again, and the semester starts on Monday.
- A half-finished import leaves some departments in and others out, and nobody knows which.
- Fee dues and arrears from the old software are lost, so students are asked to pay twice or not at all.
- Every correction to the import makes duplicate students.
How it works
- Go to Settings > Data Import, press New and Download Template. You get one workbook with a sheet for each kind of record your college uses, and an Instructions sheet.
- Fill the sheets you need. Required columns carry a star and a note, and fixed values have drop-down lists. Codes tie the sheets together: employee code, department code, programme code, semester code, register number.
- Attach the workbook and press Check. Nothing is written. A green box says how many rows are clean, or a red box says how many errors there are.
- With errors, download Workbook with Errors. It is your own file with an Import Errors sheet, an Errors column, and the bad cells in red.
- Correct, Check again, then press Import. Every sheet goes in, in the right order, or none does.
- To correct or add later, upload again. Rows are matched on their key: existing records are updated and new ones created, never duplicated.
Everything it does
Staff and the college's structure
- Employees: employee code (it becomes the staff ID and login name), name, work mobile, work email, job title, and App Login Yes or No
- Departments with the HOD's employee code (needed), Courses (programmes) in their department, Batches with start and end
- Classes: one row per semester of a programme and batch, with its code and syllabus
- Sections with the class teacher's employee code
- Subjects of each semester with your own subject codes, type, Optional, and Automatic or Manual enrolment
- Subject Teachers: semester, subject, section (empty: the whole semester) and the faculty member's employee code
Students
- One row per student: register number (also the login name), name, semester code, section, admission number and date, student type, personal details and address
- Father, mother and guardian with mobile, email, occupation, qualification, income and employer; parents get a login by mobile number
- Mentor: the faculty member's employee code
- Student Login: Yes or No per row
- Student IDs (Aadhaar and others), and Student Documents (number, dates, whether the original is held)
- Former Students with completion date, leaving date, reason and TC number
- Where the college uses choice-based credits: the APAAR / ABC ID column
Timetable and attendance
- Schedules, Periods with from and to times, Holidays
- Timetable: semester, section, day, period, subject and faculty (empty: the section's subject faculty)
- Past Attendance: this year day by day, present, absent, late or leave, with a remark
- With the timetable sheets, students are enrolled in their compulsory subjects, so the registers have students from the first day
Fees
- Fee Heads, Late Fee Rules and Late Fee Slabs, Concession Types
- Fee Structures, Structure Fees, Payment Plans and Plan Instalments; an Approve column approves a structure at the end of the import
- Student Fee Plans, Student Concessions (approved on import)
- Opening Fee Dues (never raised twice), Past Payments with the old receipt number, Deposits Held and Credit Balances
Exams, credits, library, activities and alumni
- Grade Scales, Exam Types, Past Exams, Exam Papers, Past Marks and Past Attendance %, Subject Exam Parts, Question Bank
- Programme Schemes, Scheme Category Credits, Scheme Semesters, Subject Enrolments, Elective Slots, Exit Levels and Credit Transfers, where the college uses choice-based credits
- Modes of Study, Study and Exam Centres, Contact Programmes, Contact Sessions and Contact Attendance, where the college runs distance or online programmes
- Books, Book Copies with your own accession numbers, Current Loans
- Activities, Activity Offerings, Activity Slots and Activity Enrolments (not billed again by the import)
- Former students are listed in the alumni group of their batch
Checks and rules
- Missing required columns, repeated keys, references to nothing, unknown names, wrong dates (DD-MM-YYYY), whole numbers and Yes / No
- Warnings for unknown sheets or columns and photos that match nobody; warnings do not stop the import
- An empty cell never wipes what the system already holds; leaving a row out deletes nothing
- Imported records send no welcome messages to students, parents or staff
- Every import stays listed with who ran it and when
- Photos: one zip, each file named after the register number or employee code; JPG, PNG or WEBP, at most 5 MB each
Who uses it
Academic office (Data Import Administrator)Downloads the template, fills the staff, programme and student sheets, checks and imports.
Accounts officeFills the fee sheets: structures, concessions, opening dues and past payments.
Exam cell and librarianFill the marks, credits and library sheets.
SmartMy teamChecks the sheets with the college, or does the import, where that is agreed with you.
Where you use it
- Web: Settings > Data Import, for people with the Data Import Administrator role
- Excel or any program that saves .xlsx
- Not imported: applications for admission, scans of documents, assignments, circulars, meetings and chats, and day-by-day attendance of earlier years
- Not imported for staff: qualifications, earlier jobs, family and service dates; they are typed on the staff form
What you control
Settings
- Entity / Institution: the college the data goes into
- Which sheets the template holds: those of the parts your college uses
Approvals
- Fee structures with Approve set to Yes, and student concessions, are approved by the import itself. Set Approve to No to check a structure first
Notifications
- None: imported records send no messages to students, parents or staff
Works with
SmartMy HRMS, Hostel and TransitThe same Data Import screen takes their sheets when your college uses them: HR records, hostel data, and bus stops, routes and riders.
Questions
What if one row is wrong?
Nothing is imported. You get your workbook back with the errors marked in red and listed on one sheet. Correct them and check again.Will a second upload make duplicate students?
No. Rows are matched on their key, such as the register number. An existing record is updated and a new one is created.Can we keep our university subject codes?
Yes. The Subjects sheet keeps the subject code you give, such as 22MA101. Subject Teachers and the timetable refer to the same code.Can we bring in what students still owe from the old software?
Yes. Opening Fee Dues brings in what is owed, and Past Payments brings in what was paid this year with the old receipt numbers. They are history on the fee account and make no entries in your books.Do students and parents get messages when we import?
No. Records made by an import send no welcome or other messages to students, parents or staff.Can you do the import for us?
You can do it yourself from the template. Where agreed with you, the SmartMy team checks your sheets with the college before the import, or does the import.Related features
ADMISSIONS AND STUDENT RECORDSStudent records, guardians and documentsOne record per student with the programme, semester, section and mentor, the student's own login, and the father, mother or guardian with their contacts. The certificates the college holds, from the previous mark sheet to the migration certificate, are kept with numbers, scans and where the original lies.ADMISSIONS AND STUDENT RECORDSStaff records for faculty and office staffKeep each faculty member's and staff member's file in the college system: staff ID, joining date, qualifications, earlier jobs and family. With SmartMy HRMS the service dates come from HR and stay the same in both.ADMISSIONS AND STUDENT RECORDSDepartments, programmes, batches and subjectsSet up your departments with their heads and the programmes each one runs. Add the batches that join each year, with their semesters, sections and subjects. Students are placed in a semester and get its subjects, and a whole section moves to the next semester in a few steps.FEESFee structures, payment plans and instalmentsWrite each programme's fees for the year once, per intake, with semester-wise or full-year plans. Every student of that programme and intake gets the right dues, split into instalments with due dates.EXAMS AND RESULTSInternal and semester exams and mark entryRun internal assessments (CIA) and semester end exams with a paper per course. Faculty enter marks on the web or in the Campus app. The internal mark can be built from the CIAs, assignments and attendance.CHOICE-BASED CREDITSCourse credits and programme schemesEvery subject carries a course category and credits worked out from its lecture, tutorial and practical hours. A programme scheme holds the credits to graduate, per category and per semester, and the credit summary checks each student against it.
See your own semester run in it.
Tell us how many students you have, which programmes you run, how you hold examinations and how electives are chosen today. We will show you SmartMy College set up that way.