🎓 Welcome to the New Academic Year Setup

As we prepare for the upcoming academic year, it’s essential to ensure that your Xperios system is properly configured. This guide walks you through the key steps—from setting up term dates to progressing pupils and updating charges—so your services run smoothly and efficiently.

🧭 What This Guide Covers

  • Setting up your academic year
  • Configuring progression settings for service types
  • Updating charges
  • Customizing email templates
  • Progressing pupil data and schedules
  • Running relevant reports

🗓️ Step 1: Add New Academic Year Dates

Start by adding your new term or annual dates in Xperios:

  1. Go to Settings > Academic Year
  2. Click the ➕ icon to add new dates
  3. Choose between termly or annual schedules
  4. Specify term names, start/end dates, and half terms if applicable
  5. Set the default number of sessions per term
  6. Configure invoicing dates:
    • For annual billing, set a single date in the “Open Annual Invoicing” field.
    • For termly billing, set individual dates for each term in the “Open Invoicing” fields.

🧾 Important: Invoices will only be generated on the dates specified. If progression and offers occur before these dates, parents can accept offers but won’t receive invoices or be able to make payments until the invoicing date. Once the date arrives, invoices will be issued and parents will be notified via email.

  1. Click Save to confirm your setup.

⚠️ Tip: Keep the options for Open Schedule, Open Pupil, and Hire Progression disabled until all setup steps are complete.

🔄 Step 2: Configure Progression Settings in Service Types

Under each Service Type > Detail tab, you’ll find six progression options:

  • Progress Schedules: Enables lesson progression
  • Progress Pupils: Pupils are provisionally progressed, pending parental action
  • Progress Pupils Automatically: Pupils are progressed without parental input
  • Progress Pupils Discounts Reapply: Requires reapplication for remissions
  • Reminder Period: Days before sending reminders
  • Time Limit: Days pupils have to complete continuation

 

đź’° Step 3: Update Charges for the New Year

Once your term dates are set:

  1. Go to Settings > Charges
  2. Select the charge to update
  3. Click the Edit icon
  4. Choose the new year and update the value
  5. Click Save

You can also create new charges using the ➕ icon.

📧 Step 4: Customize Email Templates

Navigate to Service Types > Email Templates to tailor communications:

  • Continuing Tuition Progression
  • Continuing Tuition Change (for Year Six pupils)
  • Confirmation of Re-application

Include specific instructions, deadlines, and wording to guide parents through the process.

🚀 Step 5: Progress Schedules and Pupils

When ready:

  1. Go to Academic Year
  2. Select your upcoming year and click Edit
  3. Enable:
    • Open Schedule: Progresses confirmed schedules
    • Open Pupil and Hire Progression: Progresses pupils without a finish date

If “Progress Pupils Automatically” is off, parents will receive an email and must take action via the Portal.

🏫 Step 6: Handle Pupil Continuation

Xperios assumes pupils will continue at the same venue unless they’re in the maximum school year. Parents will receive emails prompting them to:

  • Confirm continuation
  • Change tuition or venue
  • Cancel tuition

Recurring card payment users will be asked to confirm or update card details.

Pupils with remissions must reapply if “Discounts Reapply” is enabled.

🎓 Step 7: Managing Pupils in Maximum School Year

These pupils are expected to transition or leave. Their email will prompt them to:

  • Select Change
  • Enter their new venue

You can set the maximum school year per school type in your settings.

🤖 Step 8: Automatic Progression

If enabled:

  • Pupils are auto-enrolled in next year’s lessons
  • If no lesson exists, they won’t progress
  • Update school info in contact records to place pupils on the waiting list

đź“Š Step 9: Monitor Progression with Dashboard Queries

Use these queries to track pupil status:

  • Tuition Progression Confirmed
  • Tuition Progression Unconfirmed
  • Tuition Progression Waiting List

âś… Final Thoughts

Thank you for joining this training session! Remember, the key steps are:

  1. Set up your academic year
  2. Configure service types
  3. Update charges
  4. Progress schedules and pupils

With these steps, your academic year transition will be smooth and well-organized.