Moving an academy attendance spreadsheet to an app (for small classes)
How to migrate a small academy, class, or studio from a spreadsheet roll to an attendance app: the three things to bring over, recurring events per class, invites and passes, and a first-week checklist — plus when not to move.
· five:hours
Small academies, classes, and studios usually start their attendance in a spreadsheet (or on paper). Past 30 students and a couple of pass types, "how many sessions does she have left?" starts eating into prep time. Here's the order of operations for moving a spreadsheet roll to an app — and when not to.
When you don't need to move
- 10 students or fewer with a single pass type
- You don't send absence notices
- You need parent drop-off alerts, tuition billing, or shuttle management → that calls for a full academy management system, not an attendance app
If that's not you, the move below takes about half a day.
1. Decide on the three things to bring over
- Student names and contacts (for invites)
- Pass types and current remaining sessions
- Each class's regular timetable
You don't need to migrate past attendance history. As long as remaining sessions are correct at cutover, the app starts accumulating from there.
2. Create the group and classes
In E:DA, make the academy (or studio) one group and register each class's regular sessions as recurring events. With a timetable in hand this is five minutes.
3. Invite students and issue passes
Send the invite link by text or messenger; students join with a Google or Apple account (web works too — no install required). Issue each joined student a pass equal to their remaining sessions in the spreadsheet, and the migration is done.
4. In the first week, check just two things
- At class start, students check themselves in or scan the QR code (proxy check-in for anyone who can't)
- A check-in deducts one session, and changing it to absent/excused restores it
If both hold, you can close the spreadsheet. Low-balance alerts, pre-class reminders, and absence notices go out automatically.
Migration checklist
- Recurring events per class
- Invite links sent (approval mode keeps outsiders out)
- Passes issued = spreadsheet remaining sessions
- QR code printed at the entrance (optional)
- First-week check-in and deduction verified, then retire the spreadsheet
That covers student attendance and pass management. If billing or parent notifications become necessary later, that's the time to evaluate a full academy system.