Guide

Setting up the new academic year

Before the new academic year, make sure Xperios is set up for it: term dates, progression settings, charges, email templates, then progressing pupils and schedules.

Step 1: Add the new academic year’s dates

  1. Go to Settings > Academic Year and add new dates.
  2. Choose termly or annual.
  3. Enter term names, start and end dates, and half terms if you use them.
  4. Set the default number of sessions per term.
  5. Set the invoicing dates: for annual billing, one date in Open Annual Invoicing; for termly billing, a date for each term in Open Invoicing.
  6. Save.

Invoices are produced only on the dates you set. If pupils are progressed and offered places before then, parents can accept, but won’t be invoiced or able to pay until the invoicing date, when they are emailed. Keep Open Schedule, Open Pupil and Hire Progression switched off until every step is done.

Step 2: Progression settings for each service type

Under each Service Type > Detail tab there are six progression options:

Progress Schedules
Progresses lessons.
Progress Pupils
Progresses pupils provisionally, waiting for the parent to act.
Progress Pupils Automatically
Progresses pupils without the parent needing to act.
Progress Pupils Discounts Reapply
Pupils with remissions must reapply.
Reminder Period
Days before reminders are sent.
Time Limit
Days pupils have to confirm they are continuing.

Step 3: Update charges

  1. Go to Settings > Charges and select the charge.
  2. Edit it, choose the new year and enter the new value.
  3. Save. New charges can be added too.

Step 4: Email templates

In Service Types > Email Templates, edit Continuing Tuition Progression, Continuing Tuition Change (for pupils in Year 6) and Confirmation of Re-application, with your instructions, deadlines and wording.

Step 5: Progress schedules and pupils

When everything is ready, go to Academic Year, edit the coming year, and switch on:

  • Open Schedule, to progress confirmed schedules;
  • Open Pupil and Hire Progression, to progress pupils without a finish date.

If Progress Pupils Automatically is off, parents are emailed and confirm through the portal.

Step 6: Pupils continuing

Xperios assumes pupils continue at the same venue unless they are in the maximum school year. Parents are emailed to confirm, change tuition or venue, or cancel. Parents paying by recurring card payment are asked to confirm or update their card. Pupils with remissions must reapply if Discounts Reapply is on.

Step 7: Pupils in their maximum school year

These pupils are expected to move on or leave; their email asks them to choose Change and enter their new venue. Set the maximum school year for each school type in your settings.

Step 8: Automatic progression

If it is on, pupils are enrolled in next year’s lessons automatically. A pupil with no lesson to move into is not progressed: update their school in the contact record to put them on the waiting list.

Step 9: Track progress

Use the dashboard queries Tuition Progression Confirmed, Tuition Progression Unconfirmed and Tuition Progression Waiting List.

More on every step is in the Xperios guide, or ask us.