Go-live import from Excel
Load the people who eat at your counters from one Excel workbook: their customer type, diet, card number and the money already in their wallet. The workbook is checked before anything is written, and the opening balance is credited once.
PLANSEvery plan
The problem it solves
- A college canteen with 3,000 students cannot type every card and balance by hand before the first lunch.
- The old system's prepaid balances are owed to students, and they must arrive exactly.
- One wrong card number in a long sheet means a student pays from someone else's wallet.
- Loading the sheet twice by mistake would double every balance.
How it works
- Open Settings > Data Import, click New, check the Entity and click Download Template. The workbook has the Food Customers sheet and a guide sheet with every column.
- Fill in one line per person. Name each person exactly one way: Register No for a student, Employee Code for an employee, or Mobile for anyone else.
- Add the Customer Type, Diet, Diet Note, Card Number, Wallet Balance and, if you like, Balance Paid By.
- Upload the file and click Check. Nothing is written. Each error comes back marked on your own workbook with the reason.
- Correct the cells and check again until there are no errors, then click Import.
- Each person becomes a food customer with their card and their opening balance in the wallet, marked Opening balance (import).
Everything it does
The Food Customers sheet
- Register No: for a student, when SmartMy Campus is in your system
- Employee Code: for an employee, when SmartMy HRMS is in your system; the work contact is used
- Mobile: for anyone else; the person is found by the last 10 digits, or added as a new contact
- Name: needed for a new contact
- Customer Type: such as Day Scholar, Staff or Guest; it sets the prices at the counters
- Diet and Diet Note: shown at the counter and in the kitchen
- Card Number: the RFID, NFC or barcode card
- Wallet Balance: the opening balance
- Balance Paid By: the payment mode the opening balance is booked against; empty means Customer Account
Checks before anything is written
- Exactly one of Register No, Employee Code or Mobile on each line
- A mobile number needs 10 digits; a new contact needs a name
- A balance cannot be negative
- On a Mobile line, a card that belongs to someone else is an error
- Balance Paid By must be a mode that can credit a wallet: cash, UPI, card, online, payroll, fee ledger or customer account
- With one error, nothing at all is imported
What happens on import
- The person gets the customer type, diet and diet note given
- A card number already known is given to this person and made active; a new number makes a new card
- The opening balance is credited once per person: loading the workbook again does not credit it twice
- A changed balance on a second load is not applied either; correct it with a top-up or a refund in the back office
Who uses it
Data Import AdministratorDownloads the template, checks and imports the workbook.
Food administratorPrepares the customer list, types and balances from the old system.
AccountsChecks the opening balances against what was collected before.
Where you use it
- Web: Settings > Data Import, with Download Template, Check, the workbook with errors and Import
- Excel: one workbook for every product you hold, with a guide sheet
- Not imported here: allergies, spending limits, blocked items, parents, meal plans and tokens; set them on the customer after the import
- Not imported here: items, menus and outlets; they are set up in the back office
What you control
Settings
- Entity: chosen on the import; customers, cards and wallets are made in that Entity
- Register No and Employee Code columns: shown only when Campus students or HRMS employees are in your system
Notifications
- Food Wallet Top-up: the opening balance is a wallet credit, so each person with a balance gets the top-up message where notifications are set up
Works with
SmartMy CampusStudents are named by their register number; with Campus they are food customers already.
SmartMy HRMSEmployees are named by their employee code.
Questions
What if we upload the same file twice?
The balances are not credited twice. Each person's opening balance is credited once, whatever you load later.Can we correct a balance by loading the sheet again?
No. The opening balance is credited only the first time. Correct it with a top-up or a refund on the wallet.What happens if one row is wrong?
Nothing is imported. You get your workbook back with the bad cells marked and the reason, correct them and check again.Can we bring allergies and parents?
Not in this sheet. With SmartMy Campus, parents come from the student record. Allergies and limits are set on each customer afterwards.Does a mobile number find an existing contact?
Yes. If a contact has the same last 10 digits, that contact becomes the customer and takes the Name you typed.Related features
COUNTERCustomer found by card or QR at the counterThe cashier scans a card or the QR code in the diner's app. The counter shows the name, customer type, photo, wallet balance and the meal due. Lost, blocked and expired cards stop working at the next sync.PAYINGPrepaid walletEach customer has a food wallet. It is topped up at the counter or in the office, in Growth also online, and spent at every counter by scanning the card. Every change is an entry that is never edited, only reversed, and a low balance raises an alert.SET-UPCustomer types with their own prices and subsidyStudents, staff, visitors and the public each get their own price list, subsidy and ways to pay. The share your organisation pays is worked out on every meal and shown on the bill as "Company pays".SET-UPItems with diet, allergens and combos, and a fixed menuEach item carries its diet, allergens, calories and spice level, the outlets that sell it and its category. Give each session a fixed menu, mark tea and drinks as sold all day, and strike out a dish that ran out.PAYINGSeveral EntitiesRun the canteens of several colleges, schools or offices under one account, each as its own Entity with its own outlets, taxes and bill series. Customers, sessions and payment modes can be shared, and with Scale a central kitchen and central purchase serve them all.
See it with your own menu.
Tell us how many outlets you run and how people pay today. We will show you a day in your mess or canteen on SmartMy Feast.