Student records
Programmes, subjects, the curriculum and the student record, every change kept.
Records and admission
Data in and out
A school moving from another system brings its data in without us, and can take it out the same way. Seven kinds of data come in through one wizard with a dry run and an undo, every list goes out as a file, and one button prepares everything Wise Ed holds for the school.
- A dry run that proves the file, not a guess about it
- An imported grade is undone by a correction, never deleted
- The full export needs nobody at Wise Technologies
The import wizard
Seven kinds of data — students, subjects, curriculum rows, enrolments, grades from another system, payments and CRM contacts — and the same steps for each.
The file
CSV or Excel, the first row naming the columns. Spaces before and after every value are removed. Each kind has an empty Excel template with the columns in the reader’s language and a sheet that explains each.
The columns
Each column is guessed from its name in any of the office’s thirteen languages, or remembered from the school’s last import of that kind. A wrong guess is corrected once.
The rows
Row by row, what would happen — new, changed, already so, left alone, not written — and anything wrong, in plain words. For a record already there the office chooses: change it with what the file says, or leave it alone. An empty cell never empties a record.
Dry run
The whole import done with every rule and every refusal, then taken back. Nothing is kept, and what would be refused is said.
Import, report, undo
Every row written through the module’s own saves and logged, with a report to download. Undo takes back what the import added, unless something uses it by now, and puts back what it changed, unless somebody changed it since.
Moving from another system
- Historic grades go onto closed exam records of their subject and date, marked as imported. A grade is never deleted: undoing the import enters a correcting entry, which the student’s history shows.
- Duplicates are recognised by their natural keys: the enrolment number, national ID or e-mail of a student, the code of a subject, the student, subject and date of a grade. The same key twice in one file is refused on the second row.
- Payments from an accounting program or a bank file are matched to invoices the way a bank statement is: by the reference, then an invoice number in the purpose, then the amount and the payer’s name. A payment already recorded is left alone.
- National ID numbers stay in the record. The import’s log keeps what an update changed, except the national ID and tax numbers.
- What the timetable already has needs no file: programmes, subjects, the curriculum and this year’s students come over from it in one action — see student records.
Out of every list
- Every list of the office exports to Excel or CSV — all pages under the list’s current search and filters, not only the page on the screen. For another program, “one value per row, repeated” repeats group headings on every row and splits a cell of several values into rows.
- A right of its own. Once a school has roles, only a role with the tick “Export lists to Excel / CSV” may export; the API refuses the rest, and every export is logged.
- Files for accounting (ERP), under Finance: the invoices, invoice lines, payments and open balances of a period, with the school’s accounts and cost centres, in the separator, decimal mark and date format its accounting program reads.
The full export
Everything the school keeps in Wise Ed, in one ZIP file, in open and documented formats — whenever the school wants it, without asking anybody.
More on data and privacy.
- One CSV file per table of Wise Ed; the timetable’s catalogues the records point at; the timetable itself as dated lessons and bookings; and the timetable’s student modules — electives, placements, exam dates, exam registration and attendance.
- The files as real files: attachments of requests, theses and decisions, named from the row that holds them.
- Described inside the file: README.txt, format.html with every table and column explained, schema.json for programs, and SHA256SUMS.txt, which proves that no file was changed.
- Credentials stay behind. Passwords, access keys and other secrets are not data about anybody; their columns stay empty, and withheld.csv lists every one.
- One button, a few minutes. The server prepares the file while the office does something else, and keeps it for 7 days. Every request and download is in the school’s own log.
- A right of its own in the roles. At a school without roles, only the people who administer Wise Ed hold it.
- Open after a licence ends. For 90 days after a licence ends, every Wise Ed screen leads to the export, so the school can still take its data out.
Not yet
Theses, issued diplomas and invoices issued by another system are not among the import kinds yet. Tell us what the old system holds before you plan the move, and we will say what it takes.
Questions about data in and out
Can we try an import without changing anything?
Yes. The dry run does the whole import with every rule and then takes it back. And an import that was applied can still be undone.
What if the same student is in the file twice?
The first row is imported and the second is refused, with its reason in the report.
Do we have to ask Wise Technologies for our data?
No. The full export is one button among the school’s own settings, which no module switch can hide. Whoever holds the right presses it and downloads the file.
Can our accounting program read the files?
The ERP files take the separator, decimal mark and date format the program reads, and carry the school’s accounts and cost centres. Beside them, the finance module’s own export for accounting stays as it is.
Works with
Each module works on its own. These are the ones it does more with.
Exams and grades
Exam records, online grade entry, rules that say why, sign-off and the transcript.
Finance
Price list, instalments, invoices with a payment QR code, payments, aid and payouts.
Data and privacy
Roles, logs, consents, what never leaves Wise Ed, and the full export.
See Wise Ed on your own school
Book an online presentation. We will walk through how your student office works today and show you the same job in Wise Ed — with your programmes, not a demonstration dataset.