How to move a learning center from Excel to a CRM

Excel and Google Sheets work while there are few students. But as a center grows, spreadsheets turn into a source of errors: numbers stop matching, debts get lost, and a student’s history disappears along with a deleted row. Let us look at how to move to a CRM without losing anything.

• Duplicates and drift: the same data in different files stops matching.
• Debt is only visible manually — you find out at the end of the month.
• Delete a student row and the whole payment and grade history goes with it.
• No access rights: anyone with the file sees everything.
• No automatic notifications to parents about absences and debts.

• Students and groups (with level, mentor and price).
• Mentors and the class schedule.
• Current payments and, most importantly, open debts.
• Attendance history for at least the current period.

Do not move everything at once and do not drop Excel on day one. The safest route is running in parallel for one or two weeks: enter data into the CRM and reconcile it against the spreadsheet until you are sure everything adds up.

• Set up branches and groups.
• Move active students and assign them to groups.
• Enter open debts — that is what shows you the real picture.
• Connect parents with a one-time Telegram code.
• Run in parallel with Excel for a week and reconcile revenue and debts.

Start with a single group: create it, take a couple of payments, mark attendance — and compare it with how it worked in the spreadsheet. In LevelUp Academy the first week is free and needs no card, so you can trial the migration at no risk.