Year-End Promotion & Class Advancement
Promote students to the next class at year-end using bulk promotion, handle failures, and manage re-admissions.
Year-End Promotion & Class Advancement
TL;DR: At the end of each academic year, promote students to the next class in bulk. Handle failures, detentions, dropouts, and graduating students — all from one workflow.
When to Run Promotions
Run promotions after:
- ✅ Final exams are completed and graded
- ✅ Report cards are generated
- ✅ The new academic year is created in EduSuite OS
- ✅ Fee structures for the new year are ready
Step-by-Step Promotion
Step 1: Create New Academic Year
First, ensure the new academic year exists:
- Go to Settings → Academics → Academic Year → + New.
- See: Academic Year Setup
Step 2: Open Promotion Tool
- Go to Students → Promotions.
- Select the current academic year (source).
- Select the new academic year (destination).
Step 3: Configure Promotion Rules
| Setting | Options |
|---|---|
| Default action | Promote all, or require manual selection |
| Promotion criteria | Auto (based on pass/fail), or manual review |
| Class mapping | Class 1 → Class 2, Class 2 → Class 3, etc. |
| Section assignment | Keep same section, or redistribute |
Step 4: Review & Select
A list of all students appears with suggested actions:
| Status | Meaning | Action |
|---|---|---|
| ✅ Promote | Passed, moving to next class | Auto-selected |
| 🔄 Detained | Failed, repeating current class | Set manually |
| 🎓 Graduated | Final year, leaving school | Mark as alumni |
| ❌ Withdrawn | Left the school | Mark as inactive |
| ⏸️ On Hold | Decision pending | Skip for now |
Step 5: Execute Promotion
- Review all selections carefully.
- Click Promote Students.
- EduSuite OS:
- Moves students to new classes in the new academic year
- Assigns new fee structures (if configured)
- Resets attendance counters
- Archives old year data
- Updates student profiles
Handling Special Cases
Detained Students
Students who fail stay in the same class:
- Select the student → Change action to "Detained".
- They'll remain in their current class in the new year.
Section Reshuffling
If you want to redistribute students across sections:
- During promotion, choose "Redistribute Sections".
- Set criteria (alphabetical, performance-based, random).
- Review the proposed distribution before confirming.
Graduating Students (Final Year)
Students in the highest class (e.g., Class 12):
- Mark them as "Graduated".
- They move to Alumni records.
- Their data remains accessible for reference and certificates.
After Promotion
- Verify student counts per class/section in the new year
- Assign class teachers for the new year
- Activate the new academic year
- Test attendance by marking one class
Troubleshooting
Q: I promoted a student to the wrong class. A: Go to Students → [Student] → Transfer and move them to the correct class. Or re-run promotion for that individual.
Q: Can I undo a promotion? A: Yes, within 7 days. Go to Students → Promotions → History → Undo. After 7 days, use manual transfer.
Q: What happens to fee balances from the old year? A: Outstanding balances carry forward to the new year automatically. Paid fees remain in historical records.
Need help planning your year-end transition? Book a session with our team.