How to Import Your Centre's Fees

Instead of entering programs manually, you can import them from a spreadsheet exported from your childcare management platform.

Supported File Formats

• CSV (.csv)
• Excel (.xlsx, .xls)
• Maximum file size: 5 MB

The uploader auto-detects exports from Xplor, QikKids, OWNA, SmartCentral, Kidsoft, and Storypark. Any spreadsheet with columns for room name, session type and fee amount will also work.

How to Export from Your Platform

If your platform isn't listed, export any report that contains room names and daily fees as a CSV or Excel file. The columns don't need exact names — the parser looks for common variations like "Room", "Fee", "Session", "Hours", "Price", "Rate", etc.

What Your File Should Contain

At a minimum, the file needs:

• A fee/price column — daily fee for each session (required)
• A room or program name column — used to group sessions into programs (optional, defaults to "Room")
• A session type column — label like "Full day", "Short day" (optional, defaults to "Session")
• A hours column — session hours charged per day (optional, estimated from session labels if missing)

What Happens When You Upload

1. Each row is grouped by room name into a program
2. Age groups are inferred from room names:
   • "Nursery", "Infant", "Baby", "Toddler" → 0–2 years
   • "Preschool", "Kindy", "Kindergarten" → 3–5 years (not yet in school)
   • "Before school", "After school", "OSHC", "Vacation" → 5–12 years (school age)
3. Session hours are estimated from labels when no hours column is found:
   • "Full day" / "Long day" → 10 hours
   • "Half day" → 5 hours
   • "Short day" → 6 hours
   • "Before school" → 2.5 hours
   • "After school" → 3 hours
4. Programs are loaded into the editor for you to review and adjust

After Importing

• Always review the imported programs before saving — check that age groups, session hours and prices are correct
• If session hours couldn't be detected, they default to 10 hours — update these to match your actual charged hours
• You can rename, add or remove programs and sessions after importing
• Kindergarten funding is not imported — configure this manually on each eligible program
• Importing replaces all current programs in the editor, so import before making manual edits
• Nothing is saved until you click Save (or Publish during initial setup)

Troubleshooting

"Could not find a fee/price column" Your file doesn't have a column the parser recognises as a fee. Make sure there's a column headed "Fee", "Daily Fee", "Price", "Rate" or similar.

"No valid fee rows found" The fee column was found but every row had a zero, negative or missing value. Check the file has actual fee amounts.

Rows were skipped Rows with blank or zero fees are skipped automatically. This is normal if your export includes header rows, subtotals or inactive fee types.

Session hours seem wrong Hours are estimated from session labels. If your labels don't match common patterns, the parser defaults to 10 hours. Edit the hours in the program editor after import.

Related guides

• Widget guide for centres
• Centre setup and publishing