Bring your data from another system

Moving in from another platform? Clear Day reads your exports and shows you a preview before anything is saved. Nothing goes live until you commit. Brightwheel is the only platform supported today.

The web page is titled "Bring your data over." In the app it's "Where's your data right now?" You do the upload and review on the web.

Pick where your data is

The first page asks "Where is your school's data today?" Pick one:

• Brightwheel, to start an import.
• Nothing / starting fresh (in the app, Starting fresh), for an empty roster.
• I'll do this later, to skip for now.

Then click Continue. Starting fresh and later both take you on to adding classrooms.

The Brightwheel import is part of setup, and there's no menu link back to it afterward. To bring in a spreadsheet of families later, use Grow, then CSV import. That's a separate, simpler tool and part of the Grow plan. See Import families and capture intake data.

Export from Brightwheel

Do this on a computer. The walkthrough shows the current steps. For the roster, it reads: go to Roster, then Export Roster, choose Custom (All Fields), set Status to All, and click Download CSV.

Upload your files

Each file has its own box. Drop the CSV in or click to browse. Files must be .csv and up to 10MB.

Only the roster export is required. The rest are optional, and each adds more to Clear Day:

• Contacts report, program waitlists, allergies, medications, immunization records, check-ins
• Staff details, staff professional development, staff time off
• Ratio report, incident reports, activity log, form submission status, subsidy attendance

The allergy, medication and immunization files come in only when medical records are on for your school. Rolling out: if they aren't on yet, the import skips those rows and says how many. Import the roster again with those files once they are.

After each upload you'll see the row count and the first three rows, so you can confirm the file read correctly. When the roster is in, click Preview import.

In the app, the upload page is read-only. Tap Continue on the web to finish in your browser. If you've already uploaded, tap I've uploaded. Review now.

Review

The "Review import" page shows counts: Will create, Will merge, Ambiguous, Duplicates, then students, contacts, inquiries and withdrawals. A Heads up table lists any data problems.

On the web, matches that need a decision appear under Review matches. Each family shows From your import beside Existing in Clear Day. Choose Merge into the existing family or Create as new family. For children, choose Same child — merge or Different child — create as new. A match on name alone defaults to creating a new child, so two children are never merged without your say.

Rows marked "Needs your call" are the ones to look at. The rest already show a safe default.

Commit

Click Commit import. The page confirms "Import complete" with the number of families, students and leads created, then takes you on to adding classrooms.

Check the result

Spot-check a few records. The usual fixes are a guardian who appears twice, a missing classroom assignment, and a date of birth in the wrong format.

Photos and billing history don't come across. Once your data is in, invite your team.