Switching to Saplyn from Brightwheel or Procare
A switch is mostly an export, an upload and a week of running both. Here is the whole thing, including the parts that take longer than an afternoon.
1. Export from your current system
Both vendors document a roster export. Brightwheel: Students list → Export Roster, choose the fields (parent name, email, mobile) and download. Procare: Standard Reports or Data Viewer → Export as CSV. Export your balances too — a report of what each family owes today.
Step-by-step export guide2. Start your free trial
Create the center, name your rooms and pick your state. Thirty days, every feature, no card.
3. Upload the roster
Settings → Import takes the file as it comes out of Brightwheel or Procare. Children, families and guardian contacts are matched and shown in a preview; nothing is saved until you confirm.
4. Set opening balances
A second upload, or a few minutes by hand: what each family owed on the day you switched, posted as one opening line per family so the ledger starts true.
5. Invite staff and parents
Staff get an invite by email. Parents get theirs in their own language, with a link to the app. Give this a week — it is the one step you can't do for them.
6. Run both for a week, then cancel the old one
Keep the old system open until the first daily reports and the first invoices have gone home from Saplyn. Then cancel it — and mind its notice period, which is your contract's, not ours.
What comes over, and what doesn't
Comes over: children, families, guardians and their contact details, rooms, enrollment status, and each family's opening balance.
Stays behind: daily-report history, photos and old messages. Export what you want to keep from your old system before you cancel it. Saplyn starts your history on day one and keeps it forever.
How long it really takes
- An afternoon: rooms, families, balances, staff.
- A week: every parent installs the app and sees their first report.
- A month: the first billing run, with subsidies and splits, has gone out and been paid.
Compare feature by feature
No card. $99 per center per month after 30 days. Cancel anytime, export everything.