Move billing from another system

If you're coming from another studio system, like Jackrabbit or Studio Pro, FrontRow helps you bring your data across and switch billing over without double charging anyone. There are two parts: importing your data, and a switch checklist that walks you through the move.

Only owners and admins can import data and run the switch.

Part 1: import your data#

You can import as many times as you like. Nobody is invited or charged by an import.

1. Open Studio settings, choose the Import & export tab, and select Import data.
2. Under Old system, pick the system you're leaving, or leave it on Detect automatically. You'll see steps for exporting your data from that system.
3. Under Upload your exports, add all your export files at once: families, students, classes, enrollments and balances. Files can be spreadsheet files (CSV) or Excel files, up to 20 MB each.
4. Select Upload and map columns.
5. Map columns: check that each FrontRow field is matched to the right column in your file. Columns you don't need can be set to Don't import, or turned into a new custom field.
6. Select Check the import. This is a dry run: nothing is saved yet.
7. Review: read the counts of what will be added and updated, and fix anything listed under Problems found.
8. Select Import and confirm.

Balances come in as opening balances on each family's account history.

Import again, or undo#

Import a newer export later and FrontRow matches what's already there and only applies the changes. An empty cell never wipes out existing information. If an import went wrong, open it and select Roll back to undo everything it added or changed. Later imports from the same system need rolling back first.

Part 2: the switch checklist#

Open Studio settings, choose Import & export, then select Switch checklist. Work through the steps in order:

1. Try an import and review it, as above.
2. Set up the basics: rooms, terms, tuition plans, connected payments and your team.
3. Pick the old system and a switch date, then select Start the switch.
4. Freeze the old system: after its last billing run, stop new enrollments and card changes there.
5. Match balances: import a fresh final export, then enter the total outstanding balance from the old system's balance report and select Check balances. The totals must match exactly before you can continue. If they don't, check the import report for families whose balances were skipped or changed.
6. Turn off autopay in the old system, then select Confirm autopay is off. After this, the switch date can't change.
7. Invite families to the portal and send a card request so they add a payment method. Then select Mark families invited.
8. Approve the first billing run: check the run date, number of families and total, then select Approve first run. Nothing is charged until you do.
9. Retire the old system: keep it read-only for one billing cycle, then cancel it. Select Mark the switch complete.

Why autopay is paused#

While the switch is under way, autopay and payment retries don't run in FrontRow. You'll see a notice saying Automatic payments are paused. They start only once you've confirmed autopay is off in the old system and approved the first run. Payments you take by hand still work.