Guide · Onboarding
Moving admissions out of spreadsheets without losing a season
A four-week plan to migrate inquiries, applications and counselor notes into new software mid-cycle.
RaivatEdu team2 min read
The best time to switch is between cycles. The second-best time is now — as long as you do it in stages and keep the team selling while you migrate.
Week 1: Map what you have
List every sheet, inbox and phone that holds inquiry data. Agree on one set of pipeline stages and the fields you genuinely use. Most teams find they need fewer fields than they thought.
Week 2: Clean and import
- Standardise phone numbers (+91 format) so duplicates match
- Map each sheet's status column to your new stages
- Import one campus or program first as a pilot
Week 3: Switch on the basics
Turn on lead capture from your website and WhatsApp, assignment rules and follow-up tasks. Leave advanced automation for later.
Week 4: Retire the old sheet
Make the spreadsheet read-only. If it's still editable, people will keep using it.