What happens, week by week
Roughly four weeks for a school, six to eight for a university or a group with several campuses. The shape does not change, only how many times each step repeats.
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Week 1 · Discovery
We sit with your admissions, academics and finance leads and write down how the institution actually runs: programmes, sections, fee heads, instalment plans, grading rules, approval chains.
From you: two or three hours from each department head, plus your current fee structure and academic calendar.
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Week 2–3 · Migration and configuration
Students, staff, past results, fee ledgers and outstanding balances are imported and reconciled. Programmes, roles and permissions are configured to match week one. You get a staging environment with your own records in it, not a demo tenant.
From you: exports from your current system, in whatever shape they exist, and one person for the odd ones.
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Week 3 · Training, by role
Counsellors, class teachers, the exam cell, accounts and the front desk are each trained on their own screens, not on the whole system. Sessions are recorded, so nobody on leave is left behind.
From you: ninety minutes per role, when those people are actually free.
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Week 4 · Go-live
A final data refresh brings across anything that changed during training, then you switch. Your implementation manager is on call through the first week, and again through your first admission cycle and first examination.
From you: a date. Ideally the start of a term or a counselling round.
Your history comes with you, or nothing goes live
Excel, Tally, a decade-old ERP with no export button, or a folder of scanned admission forms. We take what exists, from database dumps or screens if we must. Nobody at your institution retypes a student.
- How do we know nothing was lost?
- Counts are compared line by line against your source: students per programme, fee collected per head, outstanding balances, results per semester. You sign off on that reconciliation before go-live. A number that does not match is found in week two, not in March.
- What about duplicates?
- Two records for the same student, three spellings of a surname, a sibling entered twice. Near-matches are held for a human to decide rather than merged silently and discovered later by a parent.
What the ₹10,000 actually buys
Charged once, on your first invoice, and never again. It is not a percentage of anything and it does not scale with your size.
Included in it
- Discovery sessions with each department
- Migration of students, staff, results and fee ledgers
- Reconciliation you sign off before go-live
- Configuration of programmes, roles and approvals
- Role-by-role training, recorded
- A named implementation manager
Not charged separately
- Extra staff logins, however many
- Additional programmes or sections
- Parent and student app access
- Refresher training at each intake
- Support during admission and exam season
- Version upgrades
Quoted, if you want it
- On-site training across several campuses
- A custom integration with a system not on our list
- A private or dedicated deployment
- Reconstructing records from paper archives
What principals ask before they commit
One named implementation manager from discovery through your first admission cycle and first examination. Not a ticket queue, and not a different person each week.
Can we go live mid-session?
Yes, and many institutions do. Mid-term is fine because attendance and marks carry a date; you start recording from the cut-over. The cleanest points are the start of a term or a counselling round, but waiting for one is rarely worth losing a season over.
We are a group with several campuses. Is it still four weeks?
Six to eight is more realistic. The usual approach is one campus first, all the way to go-live, then the rest in parallel using the configuration the first one settled. The second campus is much faster than the first.
What if it does not work out?
You get a full export of every record and document in open formats, whenever you ask, including after the contract ends. Keeping your old system in parallel through the first term costs you nothing and means the decision stays reversible on your side.
Where people go from here
Security & data
- Where your records live once migrated
Pricing
- The recurring cost after onboarding
Free tools
- Check your data is ready to migrate, before week one
See iVake running on your own data
Share your fee structure and programmes before the call, or sample data with student names removed. We set them up, so you see your own institution on screen rather than a demo account.
- 45 minutes, your data. Not a generic tour of features.
- Migration mapped on the call. We show exactly where your current records land.
- A written rollout plan within two working days, with phases, owners and dates.
- No pressure to switch everything at once. Most schools and colleges start with one department or one intake.