Bringing an academy in from spreadsheets

Branches and Courses → Students → Groups → Fees

Your academy kept its students, classes and payments in spreadsheets. This flow moves them into Tuevia in the order Tuevia needs them: a group needs a room and a course, and an enrolment needs the student and the group - and brings the student’s fee with it. An owner can do every stop; each linked article says who else can.

1. Branches: the places and their rooms

In Settings → Branches, add each branch, then choose it in the list and add its rooms. Groups are taught in rooms, and a group belongs to the branch of its room, so a branch with no rooms has nowhere to hold one.

The Branches page with a branch chosen in the list, its rooms shown, and the branch and the Add room button highlighted — **A branch and its rooms**

See Adding a branch and Rooms.

2. Courses: what you teach

In Teaching → Courses, press Create course for each course you teach, with its Number of sessions and Price. A course’s number of sessions is how many sessions every group of it gets when you open the group at stop 4, and its price is where the group’s price starts.

See Creating and changing a course.

3. Students: add them from the spreadsheet

On Teaching → Students, press Add from sheet and choose the file. Tuevia reads one column from it, the students’ email addresses: check it chose the right one, fix or skip the addresses that cannot go in, and add the rest. Each address is asked to join.

The Review and fix step: a grid of email addresses with the ready and needs-fixing counts, an address marked as not valid, and Skip rows that need fixing and the Add button highlighted — **Review & fix**

Home location for these students gives every student in the file the same location. If your students belong to different branches, add one file for each branch. Rows that are left out are not kept anywhere: correct them in the spreadsheet and add them again.

Students added this way are Invited — waiting to join until they accept, and Inactive until they are enrolled. See Adding students from a sheet.

4. Groups: open the groups, with their students

On Teaching → Groups, press Create, then Create Group. Choose the course from stop 2, a room from stop 1, and the days and times. On the last step, find the students you added under Add Students and choose them: they are enrolled when the group is created, and Tuevia makes all of its sessions.

The Create menu open on Groups List, with Create and Create Group highlighted — **Create, then Create Group**

If your instructors are not in Tuevia yet, you can create the group without one and assign them later: see Hiring an instructor. See Creating a group.

One sheet per class: add it to its group

If your academy keeps a sheet for each class rather than one of all its students, this is the quicker path, and it takes the place of stop 3. Press Add from sheet, next to Create, and choose the class’s sheet. In the same window you set up the new group - or choose one already running - check the rows, and confirm: Tuevia adds the students it does not have yet, finds the ones it already has by email address, and enrols them all.

The toolbar of Groups List, with the Add from sheet button next to Create highlighted — **Add from sheet**

Add one sheet per class this way. See Adding a group from a sheet.

5. Enrolments: the students you missed

A student you did not choose at stop 4 can still join. On the group’s page, press + Add Student - or press Enroll on the student’s row on Teaching → Students.

Add Student to Group open over a group's page, with a student chosen in the Student field and the Add Student button highlighted — **Add Student to Group**

Students who join after the move are not in your spreadsheets: add them with Enrol student - see Enrolling a new student. See Adding students to a group and Enrolling a student in a group.

6. Fees: what each student pays

Every enrolment brings its fee by itself: the group’s price, or its course’s, paid in one go. Check each one on Finance → Fees. For a student who agreed something else - monthly instalments, a discount - change their fee there, or set one up by hand with New Student Pay.

The New Student Pay dialog with a student and a group chosen, the price of the course, the months, something paid today and the summary — **New Student Pay**

An instalment whose due date has passed unpaid marks the agreement Overdue. For an agreement that started before the move, record what the student has already paid with + on its card, so that only what is really owed shows as overdue.

See Setting up a student’s fees, Changing or cancelling a fee and Recording a payment.

Afterwards

Outstanding on Finance → Reports adds up what your students still owe - see What is owed.
Bring your staff in by invitation - see Hiring an instructor.