Academic year rollover

What the rollover wizard copies into the next year, what it deliberately leaves behind, and the work you still have to do by hand.

Platform & access guide for day and boarding schools.

Last updated August 29, 2026

The wizard at /academic-year/rollover is narrower than the name suggests. It does three things: create or select the target year, copy three kinds of configuration into it, and optionally mark it as the current year. It archives nothing, closes nothing and promotes nobody. Everything else in an end-of-year changeover is separate work, and most of it happens after the wizard has run.

What it copies and what it does not

Item	Carried over?	Detail
Fee structures	Yes, optional	Active structures for the source year, matched by fee type and class; amount, due date, instalments, grace period and late fine settings come with them
Syllabus	Yes, optional	Active rows, matched by class and subject; an existing target row is updated rather than duplicated
Teacher assignments	Yes, optional	Copied together with teacher subject capabilities, and created inactive so they have to be reviewed
Students	No	There is no promotion step in the wizard; use /students/promotions separately
Terms	No	The new year is created with none, so you add them by hand
Holidays and weekend rules	No	Year-days are generated for the new date range but carry no holiday flags until you configure and sync
Timetable, exam sessions, fee instances	No	All rebuilt for the new year in their own modules
Classes and subjects	Not applicable	Neither is scoped to a year, so the same records serve every year

Before you run it

Finish marks and publish results for the closing year.
Run /students/promotions and settle the retain and repeat decisions.
Issue leaving certificates at /students/certificates.
Collect, waive or write off outstanding fee instances so the closing year is not left half open.

Running it

Pick the source year, then either create a new year or copy into one that already exists. A new year takes its start date from 1 April, works out the end date as 31 March of the following year, inherits the source year's holiday allowances, and records which year it was cloned from. A duplicate year name is refused. Leave the three copy options ticked unless you are deliberately rebuilding something, and tick "set target as current" only when the new year should immediately become the operating year - that clears the current flag from every other year in one transaction.

After it finishes

Add the terms to the new year. Nothing copies them, and reports and fee schedules depend on them.
Set weekend rules, seasonal breaks and holidays at /academic-calendar, then run sync.
Review the copied teacher assignments and activate the ones you want; they arrive inactive on purpose.
Set the class teacher and co-class teacher on each class at /classes.
Generate and publish the timetable before the first working day.
Bulk-generate fee instances at /fees/bulk-generate against the copied structures.

Common questions

Quick answers in plain language.

Does rollover move students into their next class?+

No. The wizard copies fee structures, syllabus rows and teacher assignments, and nothing else. Student promotion is a separate step at /students/promotions and should be finished before you run rollover, so the class memberships the new year inherits are the ones you meant.

Why are the copied teacher assignments inactive?+

Deliberately, so the previous year's allocation does not silently become next year's timetable input. The copy brings across the assignments and the matching subject capabilities in an inactive state; review them against the new sections and activate the ones that still apply before generating a timetable.

Can I run rollover into an academic year that already exists?+

Yes. Choose "use existing year" and pick the target instead of entering a start date. The copy steps then upsert into that year: fee structures matched on fee type and class are updated rather than duplicated, and syllabus rows are matched on class and subject. Creating a new year with a name that is already taken is refused outright.

The new year has no holidays. Did the rollover fail?+

No. Creating a new year generates a day row for every date in the range, but holiday configuration is not copied from the source. Set the weekend pattern, seasonal breaks and individual holidays for the new year at /academic-calendar and run sync; until then every day counts as a working day.

How does academic year rollover work?+

End-of-year: run promotions at /academic-year/rollover or student promotion tools, issue certificates, close the year, then create and activate the new academic year with terms and calendar sync.