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Guides

Wrapping up the school year (and setting up the next)

Updated October 5, 2026

The end of the year is two jobs at once: closing out the year you just ran, and building the next one. Done in the right order, with TeachHero's copy tools, it's an afternoon — not a week of data entry.

Part 1: Close out this year

Collect what's still owed

Open Reports → Accounts Receivable to see every family that owes money, aged by how overdue. Then work the Past due pill on Billing → Invoices — payment reminders do the polite chasing for you. Settle the stragglers before families scatter for the summer.

Finish grades and records

Teachers wrap up their grading queues (see Grading Assignments). If you need records outside TeachHero, export now while it's fresh: Export students from the Students list, rosters from each class, and attendance from each class's Attendance tab.

Part 2: Build next year

Copy the term

Open this year's term and use Manage → Copy term — the new term arrives with all classes, programs, and settings, unpublished and closed so you can edit in peace. Update dates, seats, fees, and teacher assignments where they've changed.

Deep dive: Managing Terms

Bring returning students along

Instead of re-enrolling one at a time, copy rosters:

  1. Open a program (or class) from the old term, go to its Students tab, and select the returning students.
  2. Choose the Copy students bulk action, pick the destination term and program.
  3. Check Promote grade level so each student's new enrollment is at next year's level.
  4. Decide on Charge fees — checked, every copied student is charged the new term's fees and discounts, exactly as if they'd enrolled.

Copies run in the background; large groups take a few minutes.

Deep dive: Managing Programs

Prefer families to opt in themselves? Skip the copy and run re-enrollment as an early-access launch instead — an early enrollment period whose audience you build right on the period ("parents & guardians of students registered for last term"). The full playbook is in Opening enrollment for a new term.

Copy the supporting pieces

  • Volunteer program — copy activities and timesheets to the new term; see Tracking volunteer hours.
  • Enrollment forms — new term, fresh signatures: attach this year's waivers to the new term so everyone re-signs. See Enrollment Forms.

Part 3: Flip the year

When the old year actually ends:

  1. Promote levels — on Enrollment → Students, click Manage → Promote now to move every student up one level, or select just the students moving up and choose Promote grade levels. Either way, each student's current level steps to the next one in your ordered list (this is separate from the enrollment-level bump you did while copying). Picked the wrong group? Select them again and choose Roll back grade levels to undo it. And if promotion happens on the same date every year, set it once under Manage → Yearly promotion and skip this step next summer. Age groups need nothing — students move between them automatically as they get older.
  2. Archive the old term — Manage → Archive hides it from day-to-day lists; every record stays and Unarchive brings it back.

Deep dive: Levels, Age Groups & Promotion

  1. Reports — collect before you close.
  2. Managing Terms — Copy term and Archive.
  3. Managing Programs — Copy students, Promote grade level, Charge fees.
  4. Levels, Age Groups & Promotion
  5. Opening enrollment for a new term — when you're ready to launch.