How Do I Import Data?

IN THIS ARTICLE:
Learn what import options are available to transfer your existing data from your current software into iClassPro.

What data can be imported?

We can generally carry over families, students, balances, classes, staff members and enrollments. If we do not support a full conversion, we can at the very least import your families/students and outstanding balances via our Excel Import spreadsheet.

Which external software packages are supported?

JackRabbit

Notes about imported data:

  • All Families and Students (Active/Inactive). Does not include lead files
  • Current ledger information for Families - any outstanding balance or credit will be imported. (Note that Credit Card data will not be imported with the families.)
  • Active Classes
  • All current and future Active and Trial enrollments
  • Class Settings - Billing Schedules/Tuitions/Sessions - Some information will need to be manually updated within these settings due to the difference of the coding with the two applications.
  • Staff Users - passwords and Time Clock settings will need to be reset.

ProSchool

Notes about imported data:

  • Families - Note that Credit Card data will not be imported with the families.
  • Students
  • Staff
  • Class Settings - Billing Schedules/Tuitions/Sessions - Some information will need to be manually updated within these settings due to the difference of the coding with the two applications.
  • Current and future enrollments

Links

Notes about imported data:

  • All Families - including demographic data, outstanding balances or credits
  • All Students - including anniversary, birthday, gender and allergies into the medical tab
  • Staff
  • Class Settings - including level, program, tuition, room (as zone), ages, max students, schedule
  • Current and future classes
  • Current and future enrollments - active and makeup enrollments including start/end dates and tuition overrides
  • Custom marketing details as open family comments with medium priority
  • Contact source, market type, and promotion into family notes as low priority
  • Student comments as closed notes with medium priority
  • Family alerts as family open notes with critical importance

What can be imported via the Excel Import Spreadsheet?

We offer three spreadsheets for importing data into iClassPro:

  • Family-Student Import – this will create accounts for families and students with mailing address, two phone numbers, one email address and any outstanding balance/credit
  • Class Import – creates basic classes with a flat tuition (billing options may need to be customized following the import if you bill hourly or by timeslot). Staff member profiles will be automatically created if they are assigned to one of the imported classes (however, usernames/passwords and permissions will still need to be assigned).
  • Enrollments Import – combines the other two options along with enrollment data (startdate/dropdate/enrollment type, such as ACTIVE, MAKEUP, TRIAL, ONEDAY or WAIT)

Instructions for filling out the required information are provided in the first worksheet of the workbook.

Does it cost anything to import data?

For new accounts, we include two imports during the onboarding process: one test import to ensure that the data is valid and can be imported without error; then one final import before your account goes live.

Existing iClassPro customers (and any additional imports for a new account) will need to be submitted as a Custom Data Request and will require a Statement of Work to be completed.  A fee will be incurred for this process, and a quote will be given before the Statement of Work is signed.

Need more assistance?

Customer support is available at 1-877-554-6776 Mon - Fri, 9 am to 9 pm (CT) and Sat, 9 am to 6 pm (CT).