The recommended switching timeline

6–8 weeks before switch

Confirm new platform choice, sign contract, begin MIS integration setup

4–6 weeks before

Review and update privacy notice; agree DPA with new provider; export data from old system

2–4 weeks before

Staff training; test the new system with a pilot group; configure message templates

1–2 weeks before

Send parent notification about the switch; give notice to current provider

Go-live week

Switch on new system; send welcome communication to all parents; monitor delivery rates

First month after

Collect staff and parent feedback; address any gaps; formally close old account after data retention review

The complete switching checklist

Audit your current system

Check your current contract: when does it end and what is the notice period?
Export all parent contact data from the current system (name, email, phone, year group)
List which features you currently use and whether the new platform matches them
Document any integrations (EPOS, MIS, payment systems) that need to be replicated
Review historic communication logs you may need to retain for compliance

GDPR and data protection

Confirm the new provider will supply a signed Data Processing Agreement (DPA) before go-live
Update the school's privacy notice to reference the new platform
Confirm data storage location (UK required for straightforward UK GDPR compliance)
Add the new platform to the school's data asset register
Document the lawful basis for transferring parent contact data to the new system
Confirm data deletion timeline with the old provider when contract ends

MIS integration setup

Confirm which MIS system the school uses (SIMS, Arbor, Bromcom, iSAMS, etc.)
Verify the new platform integrates with your MIS — and how (direct, via Wonde, or manual)
Authorise the MIS data connection (with MySchoolUpdate: authorise via Wonde admin panel)
Test that contact data, year groups, and class groups sync correctly
Confirm that leavers and new joiners will update automatically going forward

Staff setup and training

Identify all staff who will need access (office manager, headteacher, class teachers, SLT)
Set up staff accounts with appropriate permission levels
Schedule a training session — 30 minutes is typically sufficient
Create a standard library of message templates for recurring communications
Configure emergency alert settings and test the emergency broadcast function
Document the new process in the school's communication policy

Parent notification

Draft a clear, friendly parent notification email explaining the switch
Send via the old system AND via SMS to maximise reach
Explain clearly what (if anything) parents need to do — e.g. enable push notifications
Include the go-live date so parents know when to expect the change
Prepare a FAQ for the school office to handle parent questions
Consider a paper letter for families with known low digital engagement

Go-live and monitoring

Send the first communication on the new system (a welcome message works well)
Check delivery reports — what proportion of parents received the message?
Identify any parents with missing contact data and follow up via the school office
Collect early staff feedback within the first two weeks
Set a reminder to formally close the old account after any required data retention period

MySchoolUpdate switching support: When schools switch to MySchoolUpdate, our team handles the MIS integration setup, staff training, and parent notification template — all included in the £299 setup fee. Most schools are live within 5–7 working days of signing up.

Switch to MySchoolUpdate

£385/year, £299 setup. MIS integration via Wonde. No app for parents. UK data storage, DPA included. Switch in under 2 weeks.

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