Implementation
Move to Soma360 with a clear setup process.
Start with your institution's programmes, records and daily workflows. Agree on the setup scope, prepare your data and train your team before launch.
Plan Your Implementation-
1
Requirements review
We go through your programmes, campuses, intakes, fee structures, departments and the reports you rely on, and agree what will be set up and which records will be moved.
- Programmes, campuses and intakes
- Fee structures and billing stages
- Departments and who needs which access
- Reports and documents you use today
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2
Data preparation
Your team gathers the records to move in Excel or CSV, using Soma360's import templates so each column matches.
- Courses and units
- Staff list
- Current students with their course, intake and class
- Opening fee balances and, if wanted, past payments
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3
System configuration
Your institution is set up in Soma360: the structure first, then people and money.
- Institution profile, logo and letterhead details
- Campuses, departments, courses, intakes and classes
- Grading schemes or units of competency
- Fee structures and numbering formats
- Staff invitations with their roles
- M-PESA, SMS and WhatsApp connections, if used
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4
Sample import and checks
Import a small sample first. The import wizard previews every row and flags problems before anything is saved. Once the sample is right, import the rest and check the totals.
- Row-by-row preview with errors listed
- Opening balances compared with your own records
- Corrections made in your file and re-imported
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5
Staff training
Each department learns the screens it will use, with the roles it will have: admissions, registry, finance, lecturers and management.
- Role-based walkthroughs
- The in-app help centre for later reference
- On-site staff training is included on the Enterprise plan
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6
Launch and support
Students are invited to the portal, payments are switched on and day-to-day work moves to Soma360.
- Student portal activation links
- Support tickets from inside Soma360
- WhatsApp for quick questions
FAQ
Questions about setup and migration
Which file formats are accepted?
Excel (.xlsx) and CSV. You can import courses, staff, students, opening fee balances and past payments, and download a template for each.
Who checks imported balances?
Your finance team. The import wizard shows every balance before it is saved, and after import the fee balances list shows each student's balance so you can compare it with your previous records. We recommend importing a sample first.
What affects implementation time?
Mainly the number of programmes and campuses, how complete and consistent your existing records are, how much payment history you want to bring across, how quickly third-party accounts such as M-PESA (Safaricom Daraja) are approved, and when your staff are available for training.
What work does the institution handle?
Gathering and cleaning your records, deciding fee structures, grading and numbering formats, providing your own M-PESA, SMS and WhatsApp accounts if you use them, nominating administrators, attending training and checking imported data.
Do you help with data migration?
Every plan includes the self-service import wizard. Assisted data migration is included on the Enterprise plan. Talk to us about what you need.
See how Soma360 fits your institution
Tell us how your institution works and we will focus the demo on your records, departments and workflows. Prefer to explore alone? Start a 30-day free trial.