IN BRIEF
iClassPro supports several options for importing existing data from other software systems. Depending on your setup, data can be transferred from supported third-party programs or imported using iClassPro’s Excel Import Spreadsheets.
Overview
Data imports allow you to transfer family, student, staff, and enrollment data into iClassPro. Supported import options vary by your previous software system, but all include basic account data and outstanding balances.
Inactive records are only imported for families or students who have had an active enrollment within the past five years. Families with a balance will be imported regardless of when they were last active.
Accessing the Feature
Data imports are typically managed during account onboarding or through a Custom Data Import request coordinated by iClassPro Support.
- Contact your onboarding specialist or the iClassPro Support team.
- Provide your current system information and desired data import type.
- Upload required files using the method provided by Support.
Step-by-Step Instructions
Supported Software Packages
iClassPro supports importing data from the following software:
Jackrabbit
Imported data includes:
- All families and students (active and inactive)
- Jackrabbit Lead data (available upon request during final import)
- Current family ledger balances (credits and outstanding balances only; credit card data is not imported)
- Active classes
- All current and future ACTIVE and TRIAL enrollments
- Class and tuition data (some details must be manually adjusted due to coding differences)
- Staff users (passwords and Time Clock settings must be reset)
ProSchool
Imported data includes:
- Families (credit card data not imported)
- Students
- Staff
- Class settings (billing schedules, tuitions, and sessions; some information may need manual adjustment)
- Current and future enrollments
Links
Imported data includes:
- Families (demographics, outstanding balances, or credits)
- Students (anniversary, birthday, gender, allergies added to the Medical tab)
- Staff
- Class settings (level, program, tuition, room as zone, ages, maximum students, schedule)
- Current and future classes
- Current and future enrollments (ACTIVE and MAKEUP enrollments, including start/end dates and tuition overrides)
- Custom marketing details (imported as open family comments with medium priority)
- Student comments (imported as closed notes with medium priority)
- Family alerts (imported as open family notes with critical importance)
Excel Import Spreadsheet Options
If your current software is not supported for full conversion, iClassPro provides three Excel spreadsheet templates for manual import:
-
Family-Student Import Spreadsheet – Creates family and student accounts with:
- Mailing address
- Two phone numbers
- Two email addresses
- Outstanding balance or credit
-
Class Import Spreadsheet – Creates basic class records with:
- Flat tuition (billing options may need to be customized post-import)
- Auto-generated staff profiles for assigned instructors (usernames/passwords and permissions must be assigned manually)
-
Enrollments Import Spreadsheet – Combines family, student, class, and enrollment data, including:
- Start and drop dates
- Enrollment type (ACTIVE, MAKEUP, TRIAL, SINGLE DAY, WAIT)
Instructions for completing each spreadsheet are located on the first worksheet of the file.
Cost and Import Types
-
Standard Imports (New Accounts Only)
New iClassPro accounts include two complimentary imports during onboarding:- One test import (to verify data accuracy).
- One final import (performed before the account goes live).
-
Custom Data Imports
Defined as any of the following:- Data outside the standard import list.
- Additional imports beyond the included allowance.
- Data manipulation or formatting required before import.
Custom Data Imports require a Statement of Work (SOW) and may incur a fee. A quote will be provided before the SOW is signed.
Important Notes:
- A new account is defined as any account created within the past 60 days.
- All imports must be completed before the account goes live.
- Imports for existing customers must be submitted as a Custom Data Request and require a Statement of Work and fee.
Troubleshooting & FAQs
-
Can inactive families or students be imported?
- Yes, inactive records are imported only if they have had active enrollments within the past five years or if the family has an outstanding balance.
-
Will credit card data transfer with families?
- No, credit card information cannot be imported for security reasons.
-
Can I import data from a program not listed?
- Possibly. If your software is not listed, data can still be imported using iClassPro’s Excel Import Spreadsheets.
-
What happens if my data contains errors during import?
- A test import is included to identify and correct any data errors before your final import is completed.