Clone an academic year
Copy a previous year's setup — terms, curriculum, fees, classes, and more — into a new academic year instead of rebuilding it by hand.
When you start a new school year, you don't have to rebuild everything. Cloning copies a previous year's setup into the new one — terms, levels and subjects, the curriculum, fees, classes, and more — so you only adjust what changed.
Who this is for
Administrators setting up a new academic year.
Year statuses
An academic year moves through three statuses:
| Status | What it means |
|---|---|
| Draft | You're still building the year. It can be edited freely, and students aren't enrolled yet. New years start here. |
| Active | The year in use. Enrollments and billing happen in the active year, and only one year is active at a time. |
| Closed | Archived and read-only — kept for history. |
You activate a draft year when it's ready, close an active year at the end of the cycle, and can reopen a closed year or send an active year back to draft if you need to keep editing.
Switching the active year
The year shown in the switcher at the top of the screen is the one you're working in. After cloning, switch to the new year to keep building it.
Clone a previous year
Cloning happens when you create the new year:
Start a new academic year
Go to Settings → Academic → Academic Year → Add, and fill in the new year's label and dates.
Turn on cloning and pick the source
Enable cloning, then choose the previous year to copy from.
Choose what to copy
Tick the categories you want. Everything is selected by default — untick anything you don't need (see below).
Map the term dates
If you copy terms, set each term's new dates in the new year. Dates don't shift automatically, so you tell the system where each term lands.
Submit
The new year is created and the copy runs in the background.
What you can copy
Everything is selected by default; untick what you don't want. The options group like this:
| Group | What it copies |
|---|---|
| Foundation | Terms, levels, and subjects. |
| Curriculum | Which subjects each level studies (and per term), course templates, and exam templates. |
| Finance | Services, fees per level, payment plans, and expense categories. |
| Operations | Attendance settings, timetable configs, and behaviour categories & levels. |
| Classes | The class sections themselves (e.g. Grade 9A, 9B). |
Some options depend on others
A few options need their building blocks. For example, subjects per level needs both levels and subjects; fees need levels and services; classes need levels. The form keeps these in sync, so you can't copy something without what it relies on.
Module-specific options
Expense categories and behaviour categories can only be copied if your school has the Expenses and Behaviour modules turned on.
Transport comes across automatically
If your school uses the Transport module, your routes and their stops are copied into the new year as part of the clone — there's no separate checkbox for them. Vehicles and drivers aren't tied to a year, so cloned routes simply reuse the same ones rather than duplicating them. The stops arrive empty, though — without zones or assigned riders — see below.
What's not copied
Cloning copies the setup, not the people or records:
- Student enrollments — students are enrolled fresh each year; cloning never carries them over.
- Records — behaviour incidents, grades, attendance, and payments stay with their own year. Only the settings come across, not last year's records.
- Transport zones — zones belong to a specific year, so they aren't copied. Your routes and stops do come across, but each cloned stop starts without a zone and falls back to the level's default transport fee until you assign a new-year zone to it. Set the zones up again and reassign them — see Transport map & zones.
- Student stop assignments — which students ride which stop isn't copied. A rider is tied to that year's enrollment and to the subscription that pays for the seat, and enrollments are created fresh — so once students are enrolled in the new year, you assign them to their stops again.
The copy runs in the background
Cloning can move a lot of data, so it runs as a background job:
- A progress indicator shows each stage as it copies.
- Only one clone can run for a year at a time, and you can cancel one in progress.
- When it finishes, a summary shows how much was copied — and flags anything skipped or worth a second look.
You can keep working while it runs, and switch to the new year once it's done.
Common use cases
- New school year — clone last year and adjust the few things that changed.
- Same curriculum, new dates — copy everything and just remap the term dates.
- Fresh pricing — copy the academic setup but untick fees and plans to rebuild them.