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Moving to a new school-management system shouldn't mean re-typing years of student records by hand. Vidyapeeth360's Migration Copilot brings your existing data — from an Excel workbook or a CSV export out of your old system — straight into your student directory, guided step by step.

It's built for real school spreadsheets, which are rarely tidy. The Copilot reads your file, works out which of your columns means what (with an optional AI assist), checks every row against the rules that matter for Indian schools, and shows you a full preview before a single record is saved. If something's off, you fix only the rows that failed — never the whole file again.

Best of all, importing is safe. Bringing in old data will not fire off welcome messages or fee reminders to parents, so you can migrate with confidence during onboarding without a single accidental WhatsApp going out.

How it works

The Copilot walks you through six stages: upload → profile → map → validate → preview → commit. Nothing touches your live directory until the final commit step, and even then a whole import can be rolled back. You'll find it under Admin & Settings → Data Import. It's a premium capability, run by your school admin or principal.

Step by step

1. Upload your file — In Admin & Settings → Data Import, upload a CSV or Excel (XLSX) file. If your workbook has several sheets, you can peek at the sheet names first and choose which one to import. The Copilot reads the file and profiles it, showing row counts and column details.
2. Map your columns — The Copilot automatically matches your column headings to the right fields. You can adjust any match by hand, and switch on AI-suggested mapping for trickier files. The AI only ever sees a redacted sample — names, phone numbers and other personal details are stripped out before anything reaches it.
3. Validate — Every row is checked against the rules. Choose Insert (the default — an existing admission number is flagged as a duplicate) or Upsert (an existing admission number is treated as an update to that student). Indian identifiers are format-checked too, including the 12-digit APAAR ID and the 11-digit UDISE PEN. A row that fails is skipped on its own; it never stops the rest of the batch.
4. Preview — A dry run shows you exactly what will be created and what will be skipped, with nothing yet saved.
5. Commit — Save the import. Students brought in this way are identical to ones you'd add by hand — same admission numbering, same guardian and identity links — so everything downstream simply works.

Fixing failures and undo

• Export just the failed rows — Instead of re-checking your whole spreadsheet, download only the rows that didn't pass, each with a plain note on what went wrong. Fix those, re-upload, done.
• Roll back a run — Changed your mind after committing? Roll the run back and the students it created are archived and fully recoverable — no permanent deletion.

Tips & best practices

• Start with a small test file of five or ten students to see how mapping and validation behave, then import the full sheet.
• Use Upsert mode when you're re-importing a corrected file, so existing students update instead of erroring as duplicates.
• Clean the obvious issues first (blank admission numbers, stray spaces) — the preview will still catch the rest.
• Keep quiet mode on while you migrate; together with import-safe handling, it guarantees parents hear nothing until you're ready to go live.

FAQ

Q: Will importing send messages to parents? A: No. Imports are deliberately silent — they never trigger parent-facing automation like welcome messages or fee reminders. Combined with quiet mode, bulk-importing legacy data stays invisible to parents until you choose to go live.

Q: What happens if some rows have errors? A: Only the bad rows are skipped; the good ones import fine. You can export just the failed rows with their error notes, fix them in your spreadsheet, and re-upload only those.

Q: Can I undo an import? A: Yes. Any committed run can be rolled back, which archives the students it created. They're recoverable, so nothing is lost.

Q: My old system exported one Excel file with many sheets — is that a problem? A: Not at all. The Copilot lets you see the sheet names and pick the one to import, so multi-sheet workbooks are fully supported.