Prepare your student and fee data in an Excel template, clean it, and load it in stages: students first, then fee plans, old dues and past payments. With EDUBase, our team uploads the first file and confirms it with a screenshot before sharing your logins.
What data should you gather before importing?
A new school system is only as reliable as the first data you put into it. Before anything is uploaded, collect every list the office currently depends on, whether it lives in Excel registers, desktop fee software or an old portal.
For EDUBase onboarding, the school fills a student data Excel that includes campus and fee details. Separate templates are available for staff, fee plans and arrears, so each kind of data goes into the right place.
- Student details: name, class, section, session, roll number and guardian details
- Family links: which children are siblings, so vouchers and payments can work per family
- Campus and class structure: which classes and sections run at which campus
- Fee plans: the fee heads and monthly amounts each student pays
- Old dues: unpaid balances from your previous system
- Past payments: what families have already paid, so history is complete
- Staff records, if you are moving HR data at the same time
How do you clean the Excel file before upload?
Most import problems come from inconsistent data rather than from the import itself. A child entered twice, a phone number in three different formats, or a class written as "Class 5" in one row and "V" in another will all cause trouble later in fees, attendance and SMS.
As part of data migration, the EDUBase team de-duplicates records, normalises phone numbers, maps classes and sections, and groups families before upload.
- Remove duplicate students and check spellings of names
- Use one consistent format for mobile numbers so SMS and parent logins work
- Use the same class and section names everywhere
- Give siblings the same family identifier so they are grouped together
- Check that each student has a fee plan and that amounts are correct
How does onboarding work when moving to EDUBase?
You do not have to perform the first upload yourself. The school fills the student data Excel, the EDUBase team uploads it and confirms with a screenshot, and only then shares the login URL, institute code and admin credentials along with a how-to video.
Live online training sessions on Google Meet can be scheduled on request, and module-wise YouTube playlists, an in-app Docs page and the AI assistant are available for self-service once you start working.
How do you bring old dues and past payments across?
If arrears are left behind, the first challan will be wrong and the defaulter list will be meaningless. Old dues and past payments can be loaded during onboarding so the first challan is right.
After go-live, Upload First Time Arrears brings old dues from your previous system onto the first challan, and Upload Challan Payments loads past payments so each family's history is complete. From then on, unpaid balances roll into the next challan automatically.
What can admin staff import themselves after go-live?
Once the school is running, the Bulk Data Import tools stay available for new sessions, new campuses and corrections. Large files are queued in the background and you are notified in-app when they finish, so you can carry on working.
- Upload Students: add or update students in bulk from Excel
- Upload Fee Plans: assign fee plans to students in bulk
- Upload First Time Arrears: bring old dues onto the first challan
- Upload Challan Payments: load past payments
- Bulk update: change class, section, status, fee plan or other fields for many students at once
- Import demo settings: start a new school from a ready-made settings template
How do you check the import is correct?
Verify the data against your old records before you send the first vouchers to parents. Compare totals, not just a few sample rows.
A good practice is to switch at a session or month boundary, list every report and printout the office relies on, and keep a rollback path until the new figures match the old ones.
- Compare student counts per class with your old register
- Check a few families in Payment History against your old receipts
- Run the fee defaulter reports and Student Wise Fee Status to confirm balances look right
- Export reports to Excel or CSV and compare them with your old system's totals
- Use AI Account Scanning & Auditing to list records that look contradictory, such as enrolled with a leaving date, for a person to confirm
- Review User Logging to see who created or changed records during the import
What to import from Excel and how it is loaded in EDUBase
| Data | What to include in the Excel | How it is loaded |
|---|---|---|
| Student records | Name, class, section, session, guardian details, campus | EDUBase team uploads at onboarding; Upload Students afterwards |
| Family links | A shared family identifier for siblings | Family grouping during cleaning before upload |
| Fee plans | Fee heads and monthly amounts per student | Fee details in the onboarding Excel; Upload Fee Plans afterwards |
| Old dues | Each student's unpaid balance from the old system | Loaded at onboarding; Upload First Time Arrears afterwards |
| Past payments | Payments already received from families | Loaded at onboarding; Upload Challan Payments afterwards |
| Staff records | Employee details from the staff template | Staff template provided during data migration |
| Later changes | Class, section, status or fee plan edits for many students | Bulk update screen |
Related
- Data Migration & Onboarding — Students, families, fee plans, old dues, past payments and staff moved from Excel or any system, verified before go-live.
- Legacy System Transformation — Move from Excel registers, desktop software or an old portal to a modern cloud platform without losing history.
- Training & Support — Live Google Meet training, module video playlists, in-app docs and an AI assistant, with WhatsApp and phone support in working hours.
- Bulk data import on edubaseems.com
- Student management on edubaseems.com
- Fee management on edubaseems.com
- Fee reports on edubaseems.com
- School setup on edubaseems.com
- Users privileges security on edubaseems.com
- Ai assistant on edubaseems.com