Moving School Records from Spreadsheets: A Checklist
Before moving school records from spreadsheets, agree on which records are needed, who owns them and how the destination system accepts them. Start with a small sample, check the result and keep the original records available during the transition.
Find the current source of truth
List the spreadsheets used for learner records, guardian contacts, attendance and school administration. Identify the person responsible for each file. Where information appears in several places, agree which record is current before making changes.
- Identify duplicate learner entries.
- Check guardian contact details with the responsible team member.
- Use consistent class and program names.
- Separate active records from information that no longer belongs in daily workflows.
Confirm the destination format
Ask your software provider which import formats and fields are supported. Map your existing columns to those fields and identify information that needs a different home. Do not assume a platform can import every spreadsheet automatically. Use fictional or appropriately anonymized information when discussing sample files.
Check a small sample before rollout
Test the agreed process with a limited set of records. Check names, guardian relationships, classes and any date fields. Ask the staff members who will use the records to review the result. Document corrections before moving the remaining information.
- Keep an unchanged backup of the original files.
- Confirm who can view and update the migrated records.
- Choose a clear handover date for daily updates.
- Agree who will handle questions and corrections.
Introduce the team one workflow at a time
Start with a workflow your team can practice, such as finding a learner record or recording attendance. Confirm who maintains the new system and when the old sheets should stop receiving updates. For Montokid, discuss your existing record format and setup requirements during a demo before scheduling migration.
Common questions
Should we import all school spreadsheets at once?
Start with a small sample using a confirmed import process. Check the results with the staff who use the information before moving the remaining records and setting a handover date.