Records migration
Move CFI Student Records from Spreadsheets: A Checklist
Plan a careful manual move from spreadsheets and scattered notes into Voyage, preserving authoritative records and checking each student's workspace access.
Quick orientation
What this guide helps you do
Start with one student and a small, checked set of administrative records. This guide describes a manual migration process; it does not promise automatic spreadsheet imports or replace required original records.
Key takeaways
- Keep original records and a recoverable copy before moving anything.
- Transfer the minimum necessary information and verify it student by student.
- Review access, counts, and the next lesson before expanding.
Linked sources reviewed . Check the current source before applying a requirement.
Inventory the sources before copying
List the roster, schedules, lesson notes, syllabus versions, document folders, and unpaid balances you currently maintain. Identify which source is authoritative for each type of information and who has permission to access it.
Keep originals and a recoverable backup. Do not erase a spreadsheet or logbook because the new workspace contains a summary; some underlying records may need to remain in their original authoritative form.
Source inventory
- Roster and contact list
- Current schedule and pending requests
- Active syllabus and preparation
- Training-record source and date range
- Document access and outstanding invoice references
Pilot the manual move with one student
Create the intended roster record and review basic identity details. Enter the current training stage, next objective, and upcoming booking before attempting to copy an entire history.
Use supported forms and the private upload workflow. This release does not add an automatic CSV importer. Copying historical notes requires checking context and avoiding accidental duplication or mixing one student's records with another's.
Reusable template
Migration check sheet
- Student
- [Roster reference used inside your private workspace]
- Source range
- [Source file] · [Date range] · [Authoritative record retained]
- Moved
- [Record types and counts entered manually]
- Verified
- [Identity, dates, next objective, permissions checked]
- Exceptions
- [Missing, ambiguous, or deferred items]
Reconcile and expand gradually
Compare a sample of dates and lesson details with the retained originals. Check that only intended instructors can see the information and that the student account, if eligible for invitation, belongs to the right adult.
Move the remaining active students only after the first example is checked. Preserve a dated list of unresolved exceptions rather than silently treating incomplete history as complete progress.
- No lost authoritative source
- No duplicate active syllabus assignment
- No cross-student or cross-workspace records
- A visible next action for each active student
Worked example: reconcile one student before moving the next
Before moving Alex's administrative record from a spreadsheet, Morgan preserves the original and compares identity, active plan, last completed lesson, outstanding amount, and next objective with the new workspace.
If two rows seem to identify the same person, stop and verify before combining anything. This is a manual reconciliation checklist, not a promise of automatic bulk import. Moving a record should not automatically send an invitation.
Reusable template
Adapt this fictional example
- Source retained
- Read-only original with its export date
- Compared
- Identity, relevant history, assignment, invoice state, and next action
- Exception
- Uncertain duplicates or missing evidence remain unresolved until reviewed
Fictional administrative example, not a flight procedure, eligibility assessment, or endorsement.
Primary sources
Check the current official material
Rules, standards, and guidance can change. Open the current source before using this resource for a real training or recordkeeping decision.
Use the workflow in Voyage
See student management
Review the supported workflow, example interface, and workspace limits before starting your trial.
Explore the product workflowPublished and maintained by Voyage. Read how Voyage researches, updates, and corrects its resources.