The Check step
At the top, a ring shows how much you've answered and a line says how many things still need you, with chips for each kind. Below it, the questions are in order of how much they matter. Every answer is saved the moment you give it, and the page updates straight away. You can go to Preview before answering everything, but not go live.
How rows became students
A strip under the ring shows how the rows in your files became students. For example:
The numbers always add up: rows read, minus the rows that were a child already found in another file (or the same row printed twice), minus the rows left out, is the number of students. If the result surprises you, it is usually a file you meant to leave out, or one you forgot.
Confirm these columns
Each column is matched to a detail on the register: from the report it came from, from its heading (hundreds of spellings, in English and Hindi), from what its values look like, and, for the unusual ones, with AI. Next to each column you see its heading, a sample, what it was matched to, why, and how sure the match is.
Columns that say who a student is (name, admission number, date of birth, PEN, APAAR ID) or which class they're in are always shown for you to confirm, however sure the match. A student under the wrong number, or in the wrong class, is not a mistake we make on a guess. Anything matched with less than 80% certainty is shown too.
Samples of personal details are shown as shapes: A for a letter, 9 for a digit, so Aaaaa Aaaaaa is a name and 99/99/9999 a date. If the matches are right, press These are right. To change one, pick another detail from its list; your choice is saved at once. Keep as a custom field keeps a column with no place on the register (House, Bus route) as a custom field of the same name; Leave out ignores it.
How dates are written
Indian files write dates day first (24/09/2016), and a column with any day over 12 settles it. A column where every date could be read either way, such as one where every admission date is 01/04/2019, is shown with examples: press Day first or Month first. Dates that Excel stores as dates, and dates with month names (12-Apr-2014), are never ambiguous and never asked about.
What do these mean?
Answers that schools write differently, each with how many students use it and our best reading filled in:
| Kind | Examples | What you do |
|---|---|---|
| Class names | PP1, PP2, Balvatika 3, a bare “KG” | Confirm or change the class, section and stream, or Don't place them. |
| Social category | BC-A, MBC, SBC (state sub-categories) | Choose General, SC, ST, OBC or EWS, or leave blank. |
| Gender, yes/no, minority group | Anything we couldn't match | Choose from the list, or leave blank. |
Most spellings never reach you: VII-A, 7th A, Std 7 Div B, XI Sci A, KG-II, Sr. KG, कक्षा 7 अ, GEN, O.B.C., B+ve, M/F and लड़की are all read without asking.
Students who clash
- Two different students with one admission number, PEN or APAAR ID. Pick who keeps it. The other gets the next number in your admission series (or, for PEN and APAAR, is left blank).
- Two rows that look like one child (same name and date of birth, or same name, father and class, under different numbers). Choose They're two children: keep both, or keep one.
- An admission number already used on your register by someone else. Choose Same child: fill in their details, or Different child: give a new number.
A child who appears in two files under the same admission number, PEN or APAAR ID, or with the same name and date of birth, is simply joined and never asked about.
Names
If names are in capitals, Change to Title Case turns RAHUL KUMAR SHARMA into Rahul Kumar Sharma everywhere, from the register to ID cards and certificates; Keep them as written undoes it. A row with no student name is left out; type the name next to it and press Add to bring it back.
What we found and did
Everything else, grouped, with the rows under each group. Nothing here stops you going live.
| Label | Means | For example |
|---|---|---|
| Left blank | A value couldn't be read and is left empty. Fill it in on the register later. | 31/02/2014; a 5-digit phone number; a 10-digit PEN |
| Done | Changed for you, listed so nothing happens silently. | Two numbers in one cell (the second kept as the alternate mobile); names joined from first and last name |
| Left out | Not brought across. | A row with no name |
Every column of every file, folded at the bottom, lists each file's columns, which row its headings were on, and what was skipped (titles, totals, repeated headings, class dividers), so you can change any match.
Preview
- Does the total look right? Type the number of students your school has. If it differs, the page says by how many and what usually causes it.
- Class strength: every section with its students as a bar, and whether it is already set up or will be made.
- Check three students you know well. Search by name, admission number, father's name or PEN, and open a student to see every detail as it will be saved, and which files it came from. Press Everything is right or Something is wrong. A detail in the wrong place is almost always a column matched to the wrong field: change it under Every column of every file.
- Every student, a page at a time, filtered by section.
Going live
The Go live step says exactly what will happen: how many students are added, how many already on your register get their empty details filled in, how many sections (and how many new), which custom fields are made, and how many rows are left out. Choose the academic year to place students in; it is your current year unless you pick another.
If your register already has students, Download it saves a copy of it as it is now. Then press Go live with N students, and Yes, go live.
Students go in a hundred at a time, with a progress bar. Keep the page open. If it closes, opening Move Your Data again carries on from where it stopped; nothing is added twice.
After going live
Your students are on the student register, placed in classes and sections with their roll numbers, and everything that works from them (the daily register, school fees, UDISE+ gaps, ID cards) is ready to use. If a student couldn't be added (usually a number already used by another student), they are listed with the reason; add them by hand or in a new move.
To bring in more students later, press Bring in more students. A new move matches anyone already on your register.
Undoing a move
For 30 days, Undo this move… first shows what it will do: how many students it removes, how many it restores, what was recorded since going live and would go with them (attendance, marks, fee charges), and who will be kept because something that can't be undone has happened (a fee paid, a certificate issued). Press Undo the move and confirm.
Your files and answers stay, so you can correct what was wrong and go live again. More on what undo keeps and why is in Moving your school.