How to switch flight school softwarewithout losing your data
Switching flight school software comes down to five steps: back up your current data, choose a platform that won't lock you in, map your records, run both systems in parallel, then cut over. Done right, most schools move in a few weeks with zero lost history. Here's the playbook — and how Aviatize makes each step easier.
Last updated June 2026
In short
How do I switch flight school software without losing data?
Switch in five steps: back up and export your current data, choose a platform that won't lock you in, map your records into the new system, run both systems in parallel for a few weeks, then train your team and cut over. Following this order means no lost history, and most schools complete the move in a few weeks.
The five-step playbook
- 1. Back up and export your current data
- 2. Choose a platform with open data access
- 3. Map your records into the new system
- 4. Run both systems in parallel
- 5. Train your team and cut over
Back up and export your data
Whatever platform you move to, the single most important step is securing your own operational history while your current account is still live. Export a full copy — fleet, people, training records, balances, and bookings — and keep it somewhere you control. A copy of your records is yours to keep no matter where you land.
The five-step migration playbook
A platform-neutral process that works no matter which system you're leaving — with a note on how Aviatize helps at each step.
Audit and export your current data
List everything you keep in your current system — fleet, members, students, instructors, training records, balances, bookings, and documents — then export it. Most platforms offer a CSV, Excel, or database backup. Do this while your account is still active; an export you control is your safety net no matter where you land.
On Aviatize: Aviatize reads your exports directly to plan the migration.
Choose a platform that won't lock you in
Look for open data access: an API plus self-serve CSV and PDF export, so you can always get your records back out. A platform that makes leaving easy is one that has to keep earning your business every month.
On Aviatize: Aviatize includes an open REST API and CSV/PDF export — your data stays yours.
Map your records into the new system
Match each field from the old system to the new one — tail numbers to aircraft, members to users, lesson history to training records, balances to accounts. A good vendor does this mapping with you so nothing important is dropped.
On Aviatize: Managed data onboarding maps every field with you; self-onboarding is free.
Run both systems in parallel
Don't flip a switch overnight. Stand up the new platform, load your data, and run it alongside the old one for a few weeks so staff get comfortable and you can confirm everything reconciles before you rely on it.
On Aviatize: An Aviatize trial is live in minutes, so you can run it side-by-side today.
Train your team and cut over
Train instructors, dispatchers, and front-desk on the new workflows, pick a cut-over date in a quieter week, and switch. Everyone should already have an account and some practice before go-live.
On Aviatize: With unlimited users, every instructor and student can have access before day one.
What to bring across
The records worth migrating from any flight school system. Export each one before you switch.
- Fleet and aircraft records — tail numbers, Hobbs/tach hours, maintenance status
- Members, students, and renters with full contact details
- Instructors and their qualifications, ratings, and currencies
- Training records, syllabi, endorsements, and lesson history
- Account balances, prepaid packages, and contract allocations
- Historical bookings and flight logs
- Documents — medicals, licenses, insurance, and signed forms
Common switching fears, answered
The four worries that keep schools on software they've outgrown — and why none of them needs to.
“We’ll lose our history”
Not if you export first and map carefully. Aviatize brings across fleet, people, training progress, balances, and historical bookings wherever the source data allows — reviewed field-by-field with you during onboarding.
“There’ll be downtime mid-season”
There doesn't have to be. Running both systems in parallel means the old one keeps working until the new one is verified. You choose the cut-over date — ideally a quieter week between intakes.
“Re-training the team is painful”
Modern tools feel closer to the apps your team already uses. Aviatize includes guided onboarding and native mobile apps, and because users are unlimited, everyone can practice in a trial well before go-live.
“We’ll just be locked in again”
Not with open data access. Aviatize includes an open REST API and CSV/PDF export, so your records are always yours to take with you — no data held hostage.
You don't have to switch alone
Pick the level of help that fits your team — from a free do-it-yourself setup to a fully managed, white-glove migration. Support scales the same way.
Onboarding, your way
- Self-onboarding (free) — Set it up yourself with guided in-app steps and documentation.
- Managed data onboarding — We import your fleet, students, instructors, and records from your exports.
- Assisted onboarding — Guided setup and configuration with hands-on help and team training.
- White-glove (premium assisted) — We handle the migration and configuration end-to-end and train your team.
Support that scales
- Standard support (included) — Real help when you need it, on every plan.
- Silver and Gold support — Priority response and a higher service level as you grow.
See onboarding options and support plans.
A switch built to be painless
Most schools switch because they've outgrown a patchwork of separate scheduling, billing, and spreadsheet tools and want one connected system. Aviatize is built to make that move low-risk.
Coming from MyFBO?
MyFBO is shutting down in August 2026. There's a dedicated guide and a free onboarding offer for the MyFBO community.
A 30-day guided trial
Aviatize is configured to your school's fleet, training programs, and workflows. We run a 30-minute call first to make sure we're the right fit, then turn on your trial and walk your team through it.
Frequently asked questions
How do I switch flight school software without losing data?
Switch in five steps: (1) audit and export your current data while your account is still active; (2) choose a platform with open data access so you're not locked in again; (3) map each record into the new system; (4) run both systems in parallel for a few weeks to verify everything reconciles; (5) train your team and cut over on a date you choose. Following this order means no lost history and no scramble. Aviatize supports each step with guided data onboarding and a trial you can run alongside your current system.
How long does it take to migrate to new flight school software?
Most flight schools complete the core migration — fleet, users, scheduling, billing, and accounting setup — within a few weeks. Running the new platform in parallel with the old one lets you move at your own pace and cut over during a quieter week rather than all at once. An Aviatize trial account is live in minutes, so you can begin the same day.
Can I export my data from my current flight school software?
Most flight school platforms let you export your records as a CSV, Excel, or database backup — do this while your account is still active so you keep a copy you control. When evaluating a new system, check that it also offers open data access. Aviatize includes an open REST API and CSV/PDF export, so your records are always yours to take with you and you're never locked in.
Will switching flight school software cause downtime?
It doesn't have to. By standing up the new platform and running it in parallel with your current system, the old one keeps working until the new one is verified. You pick the cut-over date — ideally a quieter week between intakes — so day-to-day operations continue uninterrupted.
Does Aviatize help with data migration?
Yes. Managed data onboarding is available, where the Aviatize team maps each field from your exports into the platform for you; self-onboarding is free if you prefer to do it yourself. Either way you get guided setup of fleet, users, scheduling, billing, and accounting integration, plus a contact to help plan the move.
Can I run Aviatize alongside my current system before switching?
Yes. An Aviatize trial is live in minutes, so you can load your data and run it side-by-side with your existing software until your team is comfortable and you've confirmed everything matches. Because users are unlimited, every instructor and student can have an account before you cut over.
Does Aviatize offer assisted or white-glove onboarding when I switch?
Yes. Onboarding comes in tiers so you can pick the level of help you want: free self-onboarding with guided in-app steps, managed data onboarding where the Aviatize team imports your fleet, students, instructors, and records from your exports, and assisted or premium white-glove onboarding where we handle the migration and configuration end-to-end and train your team. Ongoing support scales too, from included standard support to Silver and Gold tiers.