Switch from another system (他システムからの乗り換え) in the Settings area imports an Excel (.xlsx) or CSV export from your previous system as it is. You check a column mapping, which links the file's columns to Classio fields, before anything is imported, so there is no need to paste the data into a template.
Administrators and Academic administrators import students. Administrators and Finance staff import, roll back and apply opening balances. Academic administrators can view the import history and remaining credit.
Column mapping
Under Column mapping (列の対応), choose a mapping you saved earlier or leave Suggest from the headers (見出しから自動で推定する).
Choose the file and press Read columns (列を読み取る). Nothing is registered at this step.
For each Classio field, choose the file column to use. The value in row 1 is shown on the right so you can check it is the right column.
When a required column is missing, This cannot be imported yet (このままでは取り込めません) appears at the top with the reason.
Columns not mapped to any field are listed under Columns not imported (取り込まない列).
To reuse the mapping for the next export from the same system, use Save column mapping (列の対応を保存) and give it a name; next time it appears under Column mapping.
For CSV files, UTF-8 and Shift_JIS (the Windows Excel default) are detected automatically. Japanese era dates (平成19年5月1日, R6.4.1 and so on), hiragana readings and full-width digits are normalised on import. A full name in one column is split into family and given name at the space.
Import students
On the Students (学生) tab, map the columns and press Check (検証する).
The counts of ready rows, provisional rows and rows with errors are shown with the problems per row. You can download the issue list as CSV.
Press Import (〇件を取り込む). As in the bulk student import, complete rows create student accounts and invitations, and rows with missing items become provisional records. Rows with errors are not imported.
After the import, reconcile the counts in the import reconciliation center.
Import opening balances
Opening balances are each student's amount owed and credit (including overpayments) as of the day the balances were final in the previous system (the cut-over date).
On the Opening balances (移行時残高) tab, enter the Cut-over date (移行基準日) and the Due date for amounts owed (未収金の支払期限). Download Template (CSV) if you need one.
Choose the file, read its columns, and map a column that identifies the student (student number, email or name) and the amount columns. Amounts are either two columns, owed and credit, or one Balance (残高) column where plus means owed and minus means credit.
Press Create validation report (検証レポートを作成) to see the counts and totals of amounts owed and credit, zero rows, and rows with errors (including duplicates and rows with no student match). Download it with Validation report (CSV).
If even one row has an error, nothing can be imported. Fix the source file and read it again.
Press Import opening balances (移行時残高を取り込む) and confirm.
A row is an error when no student matches, when several students share the name, when the same student appears twice, when the student already has imported opening balances, when an amount is a decimal, negative (outside the Balance column) or unreadable, or when both owed and credit have an amount.
After the import:
Each amount owed becomes a fee of type Opening balance (移行残高) with the due date you entered. It appears in the fee list and the overdue list like any other bill, and payments can be recorded or made online.
Credit is listed under Remaining credit (前受金の残額) on the Imports & credit tab.
Apply credit
On the Imports & credit (取込履歴・前受金) tab, press Apply (充当) on the student's row under Remaining credit.
The credit is applied to that student's unpaid fees, earliest due date first. A bill that does not allow partial payment is settled only when the credit covers it in full.
Each application is recorded as a payment with the method Prepaid credit (前受金充当). If the student has no unpaid bill yet, apply the credit after the next bill is created.
When Apply prepaid credit to new invoices automatically (前受金を新しい請求へ自動で充当する) is on under Generate monthly fees (月謝を生成) on the Monthly fees (月謝) screen, each monthly run applies the student's credit to the invoices it creates. Credit is never applied to another student's invoices.
Roll back an import
Under Opening balance imports, press Roll back (取り消す) and enter a reason to delete the amounts owed that the import created and void its credit. Only an import with no payment, waiver, direct debit, invoice, payment link, follow-up note or credit application can be rolled back; otherwise the reason is shown. Imports and rollbacks are recorded in the audit log.
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