Starting in 2020, all existing Term 4 students are to be “rollover” to the following year. Each student will be auto enrolled in the 4 terms plus recital.

How to perform rollover in Class Maestro

• First copy Term 4 classes to each of the 4 term folders. Untick “retain students” because we don’t want to copy students across at this point.
• Next copy recital classes to the new year. Again untick “retain students”. Also untick “create sessions” as we don’t know the recital date. Note for the new school term we would want to create a new date range of type Other and put the new year in the name of the date range e.g. “2021 Recital”. The year in the name is important as our software looks for the year in the name.
• Go to Term 4 folder, select 1 or more classes, click “Bulk Action / Rollover Students”.

Notes:

• Rollover is safe to repeat without risk of duplicating debits.
• As it rollover, it will add the student and generate an invoice. If it find a students in the new class but no invoice it will throws an error. This is why it is important not retaining students when copied classes.
• Recitial class name is important. It needs to match the class name but with “Recital -” prefix.

Improvement:

• Combing Rollover and Copy operations together. No need to copy first. Rollover will set up new term classes as well as recital. Instead of using Folder View in Class Explorer, can develop a Location View which will have folders based on venue regions and venues. Alternatively a Date Range View which will have folders based on date ranges (school terms) then within the term folder it spearates into venue regions and venues.