Implementation
From your current records to a new academic year on Classio.
Import your current lists or a previous system’s data, confirm it in a trial run, then go live. How implementation works, what the school prepares and when to start.
Five stages of implementation
- 01DiscoveryReview workflows, users, ledgers, existing systems, priorities, and timing.DeliverableScope and priorities
- 02Operating designDefine organizations, campuses, roles, terminology, approvals, notifications, and retention.DeliverableOperating and access design
- 03Configuration and migrationImport departments, users, students, classes, and required history with verification.DeliverableConfigured environment and migration result
- 04Pilot operationsRun representative workflows with real user roles and adjust settings and procedures.DeliverableAcceptance result and issue list
- 05Go-live and adoptionSupport launch, review operations, and define the next scope.DeliverableGo-live and improvement plan
What the school prepares
- The student list (student number, name, department, class)
- Departments, classes and timetable
- Staff and their roles
- Fee schedule (if used)
- Forms and documents in use today
- The school’s LINE Official Account (if LINE is used)
How data is brought in
Bulk-register students from Excel
Fill in the template and import (.xlsx, up to 5 MB and 500 rows). Rows missing details become provisional records to complete later. Student numbers are not generated automatically.
Switch from a previous system
Map the export’s columns to Classio’s fields (mappings can be saved and are guessed from headings). UTF-8 and Shift_JIS files and Japanese-era dates are read. Opening balances (arrears and prepayments) can be imported too.
Reconcile the counts
After import, compare source and registered counts in the import reconciliation centre, resolve exceptions, then record acceptance.
Invite staff and students
Creating an account sends an invitation email to set a password. Unused invitations can be checked and resent in invitation management.
When in the year to start (guide)
A guide by kind of school; we suggest actual timing after hearing how you work.
| Kind of school | Easiest time to start | Why |
|---|---|---|
| Vocational schools, language schools, universities | Before the April or October intake | New students start on the same record |
| Private K–12 | At a change of term | Avoids report-card season |
| Cram and lesson schools | Any time | Switch at a monthly fee close |
| Nurseries and kindergartens | Before the April intake | New classes and children start on the same record |
| Driving, drone and skills-training schools | Any time | Confirm how current trainees’ records carry over first |
How long self-setup takes (estimates)
Estimates for a school that sets Classio up itself. They vary with the size of your lists and how much the school has to decide.
| Step | Estimate | Assumes |
|---|---|---|
| Settings and importing lists | 1–2 days | Department, staff and student lists are ready in Excel |
| Trial | 2–4 weeks | Time to go once through the trial checks below in real work |
| Going live | Start of a term or intake | See “When in the year to start” above |
If you use implementation support, we give its timeline with the quote.
Who does what
| Task | School | Classio |
|---|---|---|
| What to start with | Decides | Suggests the approach |
| Departments, classes and users | The school, with self-service setup | With the optional onboarding package, done together as agreed |
| Import and reconciliation | Provides source data and checks the results | Provides the import tools and steps |
| Deciding after the trial run | Decides whether to go live | Provides what to check |
| Questions after go-live | Sends them from “Classio Support” | Reply targets: urgent (work stopped) within 4 hours, normal within 24 hours |
What to check in the trial run
- Take attendance in one class and check rates and alerts
- Create one month of fees and try matching payments
- Take one certificate from request through approval to issue
- Send one announcement to guardians and check acknowledgements
- Reconcile imported counts in the reconciliation centre
Support after go-live
The help center explains each screen. Questions and problems go through “Classio Support” on screen, and replies appear there.
Administrators, academic administrators and executives of the same school can see all of the school’s enquiries.
Start from how you work today
We will plan the move from your current documents.
Share what you can — Excel lists, forms, a list of systems, the year’s schedule.