Set-up from spreadsheets
Bring your school in from Excel: staff, classes, sections, subjects, students with parents, the timetable, this year's attendance, fees, marks and 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 900 students and their parents again, and the term starts on Monday.
- A half-finished import leaves some classes in and others out, and nobody knows which.
- Fee dues from the old software are lost, so families 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 school 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, class 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, classes and students
- Employees (the employee code becomes the staff ID and login), Departments, Courses, Batches, Classes, Sections with class teachers, Subjects, Subject Teachers
- Students: class, section, admission number and date, personal details, address, and the father, mother and guardian with mobile, email and occupation
- Parents are matched on their mobile number: brothers and sisters share one parent contact and one login
- Student IDs (such as Aadhaar), Student Documents (number, dates, whether the original is held), Former Students with leaving date, reason and TC number
- Students' login: Yes or No per row; the login name is the register number
Timetable and attendance
- Schedules with their classes, Periods with from and to times, Holidays
- Timetable: class, section, day, period, subject and teacher (empty: the section's subject teacher)
- 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 slabs, concession types
- Fee structures with their fees, payment plans and 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, library, activities and alumni
- Grade scales, exam types, past exams, papers, past marks and attendance %, co-scholastic grades, subject exam parts, question bank
- Books, copies with your own accession numbers, loans running now
- Activities, offerings, weekly slots and enrolments (not billed again by the import)
- Former students 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 families 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; other files are listed under Warnings
Who uses it
School office (Data Import Administrator)Downloads the template, fills the staff, class and student sheets, checks and imports.
AccountantFills the fee sheets: structures, concessions, opening dues and past payments.
Exam coordinator and librarianFill the marks and the library sheets.
SmartMy teamOn larger packs, goes through your set-up sheets for fees, exams, timetable, activities and library with you before import.
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, homework, circulars, meetings and chats, and day-by-day attendance of earlier years
What you control
Settings
- Entity / Institution: the school the data goes into
- Which sheets the template holds: those of the parts your school 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 families or staff
Works with
SmartMy HRMS, Hostel and TransitThe same Data Import screen takes their sheets when your school uses them: HR records, hostel data, and bus routes, stops 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 bring in what families 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 parents get messages when we import?
No. Records made by an import send no welcome or other messages to families or staff.Can you do the import for us?
You can do it yourself from the template. On larger packs we go through your set-up sheets with you before the import.Related features
ADMISSIONS AND STUDENT RECORDSStudent records, parents and documentsOne record per student with the father, mother and guardian, their contacts and their login. The papers the school holds, from the birth certificate to the previous school's TC, are kept with numbers, dates, scans and where the original lies.ADMISSIONS AND STUDENT RECORDSStaff recordsKeep each teacher's and staff member's file in the school 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 RECORDSClasses, sections, subjects and roomsSet up your academic years, classes, sections and subjects once, with the class teacher of each section and the teacher of each subject. Students are placed in a section and get its subjects, and a whole section moves to the next year in a few steps.FEESFee structures, instalments and concessionsWrite each class's fees for the year once, with term-wise or monthly plans, and every student gets the right dues. Sibling, staff-child and scholarship concessions, waivers and advance credit sit on the same fee ledger.EXAMS AND REPORT CARDSExams, mark entry and gradingSet up unit tests, term exams and the annual exam with a paper per subject. Teachers enter marks on the web or in the Campus app. The system works out totals, grades, pass or fail and ranks by your rules.CERTIFICATES, LIBRARY, PARENT CONTACTLibraryKeep the catalogue and every copy with its accession number. Issue and take back books at the desk or on a phone, and late fines go to the student's fee account. Parents see the books their child has out and what is overdue.
See your own school year run in it.
Tell us how many students you have, which classes you run and how you collect fees today. We will show you SmartMy School set up that way.