The rule before opening a new session (a new batch cycle): verify and close three things of the old session completely, then open the new one. Opening new batches while the old session’s dues stay open mixes two sessions’ accounting — which session was profitable, which was not — nobody can answer anymore.

What to verify: current batch fee setup and historical separation

The session-rollover checklist:

# Step Verification
1 Old batch results archived result reports saved/exported
2 Dues list finalised who owes what — collection continues
3 Old batches declared “closed” they do not enter new roll-calls
4 Promoted-student list printed who is an old student, who is new
5 New batches created new fee structure (with a note if raised)
6 Old dues carried into the new session shown as a separate line

Step 6 is the most debated: will old dues be added to the new session’s bill — write the policy first (usually added, as a separate line).

A usable sample: the session readiness checklist

Before launching new batches:

  1. Batch names carry the session year (“SSC-2028 Maths”) — closing the door on confusion with old ones.
  2. Fee structure re-verified — whether it rose this year, in writing.
  3. Old-student list separate — their special terms (promotion/discount).
  4. New admissions opened — with batch capacity in mind.
  5. Week-one reconciliation: no old-batch student accidentally entered the new roll-call.

Session rollover: workflow steps and limitations

  1. Session-year batch names are the cheapest effective protection.
  2. Closing an old batch means closing reporting access — not deleting data; old result verifications return later.
  3. A written policy for promoted students’ discount/priority avoids month-long debates.
  4. Limitation: departed students’ dues keep collection running — keep that list separate from the new session.

Rollover: questions to ask before your demo

  • Do session-wise reports come separately?
  • Can old batches be closed and new ones opened with data intact?
  • Is the dues-carryover line visible in reports?

See the coaching page for session-prep structure; fee management for fee structures and reporting features for reports.

Rollover FAQ

Should we delete old batch data?

Never — archive (close) it. Old result verifications and statistics return later.

Do old students get priority in the new session?

Institution policy — but written and announced; ad-hoc priority invites questions.

When is the best time to open new batches?

Right after the old session’s final test — admission season slips away fast.