Import your roster

Moving in from another platform? Clear Day walks you through it one file at a time and shows you a full preview before anything goes live. Nothing is saved until you commit.

This is Step 3 of 4 in onboarding. You can also start it later from Settings → Data.

Choose where your data lives

The first screen asks Where is your school's data today? You'll see a card for each platform we support, plus two ways to skip:

• A vendor card for each platform we support (right now that's Brightwheel). Each card shows roughly how long the export takes and how many files it needs.
• Nothing / starting fresh: begin with an empty roster, nothing to upload.
• I'll do this later: skip for now and pick it back up from Settings → Data.

Pick a card, then tap Continue. Choosing a vendor starts an import session and sends you to the upload walkthrough.

Export from your old platform

Each platform gets its own export instructions. Brightwheel, for example, tells you to sign in to schools.mybrightwheel.com on a desktop, open Roster → Export Roster, choose Custom (All Fields) with Status = All, and download the CSV. (Their menus are theirs to rearrange: the walkthrough in the app always shows the current path.)

Do this part on a laptop or desktop. The exports are easier there, and it's where you already have your old system open.

Upload your files

The walkthrough shows one labeled slot per file the platform needs. Required slots come first; optional ones are marked (optional). Each slot is its own drop zone: drop a CSV in or click to browse (.csv, up to 10MB).

After each upload you'll see a small Preview (first 3 rows) and the row count, so you can confirm the file read correctly. Once every required slot has a file, tap Preview import.

On the phone: this screen is read-only. Tap Continue on the web to finish the upload in your browser, where the same import session is already waiting. If you've already done that, tap I've uploaded — review now to jump straight to the preview.

Review and reconcile

Nothing has been saved yet. The review screen opens with a row of counts (Will create, Will merge, Ambiguous, Duplicates, plus Students, Contacts, Leads, and Withdrawals) and a Heads up table flagging any data warnings.

On the phone, the review is read-only: you see those counts, then commit. The hands-on reconciliation below happens on the web.

On the web, when we spot families or children that might already exist, you get reconciliation cards to settle:

• Review matches: for each family you see From your import beside Existing in Clear Day, with email or phone match tags. Pick Merge into #X or Create as new family.
• Same child as someone already at the school?: for matched children, pick Same child — merge or Different child — create as new. A name-only match defaults to creating a new child, so we never merge two kids without confirming the date of birth.

Rows tagged Needs your call are the ones to look at. Everything else already shows the safe default.

Commit

When the plan looks right, tap Commit import. We save your decisions, create and merge the records, and confirm with Import complete before moving you on to inviting your team.

After the import

Spot-check a handful of records. The usual fixes:

• A guardian who landed twice (the same person on two children, imported separately)
• A missing classroom assignment
• A date of birth that came in wrong, usually a date-format quirk from the source file

Photos, daily report history, and billing history don't come across in this import. Once your roster is in, invite your staff so they can take attendance and start daily reports.