How do I move myschool to a new academic year?

Students are promoted to higher classes after a set period. To start a new academic year in myschool, an administrator or privileged employee should follow the steps below. This configuration is a one-time task for each academic year.

Step 1: Create a new academic year and make it active

Menu → Administration → Settings → Academic Year → Set up new academic year

For details, see Configure the academic year.

Step 2: Create new batches for the academic year

Menu → Administration → Settings → Manage Courses/Batches → Manage Courses → select the course, then create all batches for the upcoming academic year.

Examples of batch names:

• Class 1-A 2026-27, Class 1-B 2026-27
• Semester 1 (2026-2027)

You can import the previous year’s master fees while creating a batch. If you are using a new fee structure for the new academic year, skip this and create the new fee structure after all batches are created.

Step 3: Transfer or graduate the students

The batch transfer process depends on the type of institution, and there can be more than one batch transfer in the same academic year. The example below shows typical transfers between two academic years.

For details, see Batch transfer.

Step 4: Create the fee structure for the new academic year

1. Complete or review the finance general settings: Menu → Finance → Finance Settings → General Settings.
2. Create the fee structure: Menu → Administration → Finance → Fees → Create Fees.
   • Create all master fees.
   • Create particulars inside the master fees.
   • Create batch, student category or student-wise discounts, if applicable.
   • Create fines.
3. Schedule the fee collection dates: Menu → Finance → Fees → Schedule Fee Collection Dates → Create Fee Collection.
4. Start collecting fees: Menu → Finance → Fees → Collect Fees → Fee Submission by each student.

Step 5: Create or link subjects to the new batches

Subjects are already added to the courses, so you only need to link them to the new academic year’s batches.

Menu → Academics → Subjects Center → Create course subjects / Link batches

Step 6: Assign teachers to subjects

Menu → Timetable → Work Allotment → Employee Allocations. See Work allotment.

Step 7: Create the new timetable in this order

1. Create or update the class timing sets.
2. Set the weekdays and class timing sets.
3. Create the timetable.
4. Assign subjects to the class periods.

Step 8: Import or update the gradebook setup

You can import the planner from the previous academic year, then change and update the exams if they differ from last year.

Step 9: Import or update the transport setup

Set up transport for the new academic year. If the settings are the same, you can import the stops and routes from the previous academic year.

Step 10: Configure and update other modules as needed