Promotion moves a whole class up to the next class in one go at the end of the year, and marks your final-year leavers as graduated. Anyone you untick simply stays where they are.
- Where Admissions & Students → Promotion
- Who can use it Anyone whose role includes Promotion. Only the Admin and Head Teacher can mark students as graduated.
- Set up first Streams & Classes (the class they’re moving to must exist)
Promote a class
- Under From Class, choose the class you’re promoting, for example JHS 1. Its active students load below with everyone ticked.
- Under Promote To, choose where they’re going, for example JHS 2.
- Untick anyone who is repeating the year (see below).
- Click Promote Selected. A message tells you how many moved, and the list refreshes. The students you left unticked are all that remain.
Each student’s class changes straight away everywhere in the app: class lists, attendance registers, score entry and fees for the new term all use the new class. Their earlier results, report cards, attendance and payments stay on their record.
Keep a student back
Untick the student before you click Promote Selected. Nothing happens to them; they stay in their current class. Use Select None and tick students one by one if only a few are moving.
Tip: To move one student on their own at any time of year, edit them in Students and change their class there.
Graduate your final-year class
- Choose your final-year class (for example JHS 3 or SHS 3) under From Class. You don’t need a destination class.
- Untick anyone who isn’t leaving.
- Click Mark Selected as Graduated and confirm.
Graduated students leave the active lists but are not deleted. You can still find them in Students by filtering on status, and add them to the alumni register in Alumni.
The graduate button only appears for the Admin and the Head Teacher.
Do it in the right order
Start with the top class and work down. If you promoted JHS 1 into JHS 2 first, the old JHS 2 students would be mixed in with them when you came to promote JHS 2.
| Step | From | Action |
|---|---|---|
| 1 | JHS 3 | Mark Selected as Graduated |
| 2 | JHS 2 | Promote to JHS 3 |
| 3 | JHS 1 | Promote to JHS 2 |
| 4 | Basic 6 | Promote to JHS 1 |
Before you start: finish the year’s score entry and print the report cards first. Report cards are built from each student’s current class, so run them before the class changes.
Good to know
- Only students whose status is active appear. Withdrawn, suspended or already-graduated students are left alone.
- If some students can’t be moved (for example their record was changed elsewhere at the same moment), the message says how many failed; try those again.
- Promotion doesn’t create the new academic year or term. Set those up in Academic Years and Terms.
- Fees for the new class come from Class Fees; bill the new term as usual once students have moved.