How-to
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Excel to Vidyakrit: migrating school data without losing a row
A practical, fool-proof guide to lifting your students, fees, classes and staff from messy Excel sheets into Vidyakrit in under an hour — with a preview-before-commit safety net.
T
Technokrits
Technokrits team
Most schools we onboard arrive with a stack of Excel files. "Students 2024-25 final.xlsx", "Fee chart updated 2 (LATEST).xlsx", "Staff list — Aman bhaiyya version.xlsx". The data is there, somewhere. The job is to lift it into Vidyakrit without losing a row and without typing 800 student names twice.
Here is the exact sequence we use for every new school.
STEP 1 — Download our blank Excel template
Every list in Vidyakrit (students, fee structure, staff, books, vehicles, routes) has a "Download blank template" button. Use it. The column headers must match — case-sensitive, no extra columns. Pulling our template is a 1-click affair and prevents 90% of import mistakes.
STEP 2 — Copy your data column-by-column
Open your old Excel beside our template. Copy each column over. Do not worry about ordering — sort happens after import. Do worry about Hindi names: paste them as Unicode (no copy-from-PDF mangled text).
STEP 3 — Upload and preview
Hit "Upload Excel" on the same page. The preview screen shows:
- how many rows will be created
- how many rows will be SKIPPED (duplicates, by phone for students)
- which rows have row-level errors (in plain Hindi)
STEP 4 — Fix the red rows in your Excel, re-upload
Errors come labelled with row numbers and a Hindi reason ("कक्षा 'V-A' मास्टर में नहीं है — पहले Settings → Classes में बनाएँ"). Fix in your Excel, re-upload, preview again. Iterate until the screen says "0 errors".
STEP 5 — Commit
The "Commit import" button only appears when zero errors remain. One click, all rows save inside a database transaction — if anything fails, NOTHING is saved (no half-imports, no zombie records).
The smart bits we built in:
- Family linking happens automatically on student import — siblings on the same father_phone get a shared family_id, so fee collect shows all-children dues together.
- Fee structure import knows about due-day + per-day late fee per head, so you can lift your current policies wholesale.
- Staff import accepts a "role" column (Teacher, Accountant, Librarian, etc.) — passwords are auto-generated and emailed.
A typical 400-student school finishes a clean migration in 45 minutes. The first time you generate a defaulter list 30 seconds later, the cost of all those Excel files becomes obvious.
If you are stuck on a particular sheet, write to [email protected] — first migration assistance is free, and we have done over 50 of them.
Here is the exact sequence we use for every new school.
STEP 1 — Download our blank Excel template
Every list in Vidyakrit (students, fee structure, staff, books, vehicles, routes) has a "Download blank template" button. Use it. The column headers must match — case-sensitive, no extra columns. Pulling our template is a 1-click affair and prevents 90% of import mistakes.
STEP 2 — Copy your data column-by-column
Open your old Excel beside our template. Copy each column over. Do not worry about ordering — sort happens after import. Do worry about Hindi names: paste them as Unicode (no copy-from-PDF mangled text).
STEP 3 — Upload and preview
Hit "Upload Excel" on the same page. The preview screen shows:
- how many rows will be created
- how many rows will be SKIPPED (duplicates, by phone for students)
- which rows have row-level errors (in plain Hindi)
STEP 4 — Fix the red rows in your Excel, re-upload
Errors come labelled with row numbers and a Hindi reason ("कक्षा 'V-A' मास्टर में नहीं है — पहले Settings → Classes में बनाएँ"). Fix in your Excel, re-upload, preview again. Iterate until the screen says "0 errors".
STEP 5 — Commit
The "Commit import" button only appears when zero errors remain. One click, all rows save inside a database transaction — if anything fails, NOTHING is saved (no half-imports, no zombie records).
The smart bits we built in:
- Family linking happens automatically on student import — siblings on the same father_phone get a shared family_id, so fee collect shows all-children dues together.
- Fee structure import knows about due-day + per-day late fee per head, so you can lift your current policies wholesale.
- Staff import accepts a "role" column (Teacher, Accountant, Librarian, etc.) — passwords are auto-generated and emailed.
A typical 400-student school finishes a clean migration in 45 minutes. The first time you generate a defaulter list 30 seconds later, the cost of all those Excel files becomes obvious.
If you are stuck on a particular sheet, write to [email protected] — first migration assistance is free, and we have done over 50 of them.
T
Technokrits
Technokrits team — building software for Indian schools.
Try it in your school today