Prepare school data for migration review

A simple Classes & billing setup can start with the Students sheet only. First name and last name are the only required student fields; contact, birth date, status, joined date, and household fields are optional for review.

For a fuller CRM setup, add Current Enrollments. Attendance History, Promotion History, Current Memberships, and Billing History are optional and never required onboarding work.

Dojo Wizard does not provide a general-purpose workbook importer. After a written scope, owners and managers can securely stage the standardized Billing History CSV, resolve exact member matches, and require owner approval before committing read-only source history.

Use external_student_id as the matching key. Keep it stable even when two people share a name, email, phone number, or household.

Use one Students row per person. Use one Current Enrollments row per student-program combination so a student can train in more than one program without duplicating the person record.

Use one Attendance History row per recorded visit, including the student ID, class or session identity, class and program names, location, local session time, timezone, duration, and local check-in time.

An aggregate lifetime count cannot recreate class-level history. Historical attendance can be reviewed for a custom scope, but the current product does not provide a self-service backfill path and import is not promised.

Use one Promotion History row per earned rank, including the student ID, program, rank system, rank, local promotion time, timezone, and an optional note.

Dojo Wizard rank ladders enforce program-specific order. Historical ranks require ladder mapping and sample validation before support can be confirmed; they cannot be bulk backdated from the current interface.

The Current Memberships sheet can help review the plan name, amount, currency, billing cadence, status, effective date, next billing date, and source-system reference needed for continuity.

Supported invoices, payments, refunds, credits, fees, disputes, adjustments, write-offs, and source-reported balance snapshots can be imported from the standardized Billing History CSV after review. They remain read-only and labeled with the prior system.

Use one stable source account or location ID for every related file. Within that source account, each source_record_id must be unique for its record type. The amount column preserves the signed source amount, including negative refunds, credits, write-offs, or adjustments.

Each CSV supports up to 2,000 records. Split larger exports into multiple files without changing the headers, account ID, or source record IDs. Exact repeats are skipped; reusing an ID with changed financial contents is stopped for review.

Every imported record must map to an existing Dojo Wizard member. A former or orphan source student can be deliberately excluded with a short review reason so the rest of the file can continue.

Imported history does not become Stripe invoices, settlement confirmation, a collectible opening balance, or an input to live revenue and past-due reporting. Current memberships, open-balance collection, and stored-payment-method transfer are separate cutover decisions. Keep the original system or approved archive as the authoritative receipt and accounting record.

Ask onboarding for a written scope using only a description of the source system and data categories. Do not attach a financial export to email.

After scope approval, sign in and use Data imports to stage the standardized Billing History CSV. The original file is parsed in memory and not stored; only whitelisted normalized fields, source provenance, member mappings, counts, and approval evidence are retained.

Review unmatched students and duplicates, reconcile source totals, and have the school owner approve the commit. Broader roster, attendance, promotion, and membership migration remains a reviewed service.

Proposed matches can be changed or excluded before approval. After owner approval, imported financial records and saved source-member mappings are not silently overwritten or reassigned in self-service. Upload financial corrections with a new source record ID, and contact support if a record was approved against the wrong member.