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Guide

Moving from Clickedu, Alexia or a spreadsheet without losing anything on the way.

Reviewed on

The short answer

A change of school management software is decided in spring and done in summer, never mid-year: you export the lists (pupils, families, classes, mandates and fees), clean them before importing, and review them with the school office before confirming.

Whatever the new software does not do, such as official records or the academic history, stays in the old one, with access for as long as you must keep it. SEPA mandates do not need signing again: they are between the family and the school, not the software.

A timetable that works

  1. April to June: decide. Ask for a demo using one of your real lists (with no health data) and ask what can and cannot be imported.
  2. June: request the exports from your current software and sign the data processing agreement with the new provider before handing over any data.
  3. July: import, review duplicates and incomplete records, and confirm.
  4. August and September: set up the school year (classes, timetables, fees), train leadership, the office and teachers, and invite families.
  5. The first month: both systems available, the new one for daily work and the old one for reference.

What to export

  • Pupils: name, date of birth, ID document, next year’s year group and class.
  • Families and legal guardians: who each person is, their relationship to the pupil, whether they hold parental responsibility, phone numbers, email and address.
  • SEPA mandates: account holder, IBAN, unique mandate reference and date of signature.
  • Each family’s fees, discounts and bursaries.
  • Health and allergies, only what the school needs and kept separate: these are special category data (GDPR, Art. 9) and should not travel in a spreadsheet by email.

Clean before you import

After years in one system there is nearly always the same pupil twice, siblings with duplicated families and out-of-date addresses. It is easier to fix before than after.

Separated families need two households, each with its own contact details and, where relevant, its own share of the bills. Court restrictions should not go through a spreadsheet: the office records them directly in the new system, with the court order in front of them.

What stays in the old system

Official records, the academic history and any official documents the new software does not produce. Before cancelling, ask the provider how you will access them for as long as you must keep them: read-only access or a PDF export.

The contract and the data during the switch

The new provider processes data on the school’s behalf, so a data processing agreement is needed before any real data is loaded (GDPR, Art. 28). The same article says that when the service ends, the old provider must delete or return the data, at the school’s choice, and delete existing copies unless the law requires some to be kept.

Since 12 September 2025 the Data Act, Regulation (EU) 2023/2854, has governed switching between data processing services, a category that includes cloud-based software. Contracts must provide, among other things, a notice period of no more than two months, a 30-day transition period and at least 30 days to retrieve your data. Switching charges must disappear entirely from 12 January 2027. Check what your current contract says.

SEPA mandates are not signed again

A mandate authorises the school, as creditor, to collect from the family’s account. It does not authorise the software. If the school and its creditor identifier stay the same, the mandates remain in force: what you must keep is each mandate’s unique reference, its signature date and the original. A mandate only lapses after 36 months without any collection (Banco de España, SEPA España).

Frequently asked questions

Do we have to ask every family to sign their mandate again?

No. The mandate is between the family and the school. When you change software you carry over the reference, the signature date and the account, and the paper original stays filed at school.

Can we change software in the middle of the school year?

You can, but it is the worst time: marks half entered, bills in progress and families used to one app. The summer gives you room to check the data calmly.

What happens to previous years’ academic history and official records?

They stay in the old system, or in a PDF export, for as long as you must keep them. Before you sign the cancellation, agree in writing with the provider how you will access them.

Can the old provider charge us for handing over our data?

It depends on the contract. The Data Act limits charges for switching between data processing services and abolishes them from 12 January 2027.

Who does the work of the import?

It should be shared: the new provider prepares and links the data, and the school office, which knows it best, reviews duplicates and missing details before confirming.

How Auladia does it

We do the import ourselves, with your school office. We have no dedicated importer for Clickedu or Alexia: we use the lists those programs export as spreadsheets, one sheet per thing (pupils, families, mandates). The file name says what it is, and if a sheet is unclear we ask you rather than guess. From GWIDO we import the six lists it exports.

Before you confirm, the import shows what will come in, possible duplicates and incomplete records, and nothing is confirmed until the office has reviewed it. For the following 24 hours it can be undone. Paper mandates are imported and valid from the first month, once the school records where it keeps the original.

Auladia produces official records and the academic history from the year you join, but it does not import those from earlier years or exchange data with RALC, the Catalan pupil register, and the GWIDO importer has not yet been tested with a real school export.

Switching to Auladia

Sources

The rules and official documents this guide cites.

  1. Regulation (EU) 2016/679, General Data Protection Regulation, Articles 9 and 28 EUR-Lex
  2. Regulation (EU) 2023/2854, Data Act, Chapter VI: switching between data processing services EUR-Lex
  3. SEPA direct debits (Spanish) Banco de España, SEPA España website

This guide explains the rules; it is not legal or tax advice. Published on .

Want to see it on screen?

In the demo we show you how Auladia handles it with a made-up school’s data, and what it does not do yet.

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