Maintain and archive classes
Keep class names, active records and learner placements consistent.
Checked on 29 October 2026
Overview
Review a class in its academic-year context before renaming, archiving or restoring it. Check attached learners and allocations before changing its status.
Get to know the screen
Practice example: all names, records and amounts are fictional. Options vary with your school’s curriculum, currency and access.
Phone example
Interface labels are shown in English. Follow the translated steps below to find each control. Follow the sequence, review the recorded information and choose the next step.
Who can use this feature
Use your own authorised school account. Settings usually require owner, co-owner, administrator or school-leadership access; finance and staff-credit actions have their own permissions. Confirm the specific action with the school lead.
Before you start
Confirm the workspace, academic year, school curriculum and your responsibility for this change. Have the approved school records available and review existing settings before entering replacements.
Compare the class list with the school register. Plan any learner moves and teaching-allocation changes with the authorised school administrator.
Required and optional fields
| Field | Requirement | Format or example | Prerequisite |
|---|---|---|---|
| Academic year and term | Check before continuing | Select the intended existing year and term. A year filter changes the records being viewed; it does not create a school year. | The selected academic year, term and approved school calendar. |
| Class and class name | Required in this form | Choose the correct year’s class. Its edit form requires Name. Creating a class requires a curriculum level; changing a name does not move learners to a new level. | Approved school records and current workspace membership. |
| Archive or removal confirmation | Required when applicable | Conditional on the displayed action. Read its scope: class removal can deactivate associated cohorts and learner placements. Check affected records and the supported restore route first. | Approved school records and current workspace membership. |
Picklist prerequisites
| Choice | Options come from | Earlier selection | If missing |
|---|---|---|---|
| Years and terms | The school’s existing academic-year catalogue and term-date records. | Select the year before checking terms and classes. | Clear filters and confirm that the year exists; ask the administrator to check setup. |
| Classes, levels and subjects | School curriculum, academic year, active classes and teacher allocations. | Create the class and allocate its subject before downstream planning. | Check archived classes, year and curriculum; restore or correct setup through the appropriate task. |
Desktop walkthrough
Check the school, person or class before starting.
Screen walkthrough · 0:45Download GIF ↓- Open Classes and choose the academic year. Search active and archived lists before creating another class.
- Open the intended class and its edit action. Enter the required Name and use Update; a rename does not change curriculum level.
- If the class should close, review its learners and allocations first. Read the displayed archive/removal confirmation and its full effect.
- Perform only the authorised status action. Class removal can also deactivate associated cohorts and learner placements.
- For a supported restoration, open Archived classes, select Restore and read the confirmation. Recheck class status, learner placement and allocations afterwards.
Mobile walkthrough
Check the school, person or class before starting.
Screen walkthrough · 0:45Download GIF ↓On a phone, open the school menu and the feature named in the steps. Open one record or panel at a time. Scroll inside drawers and close the keyboard to reach the lower fields and final action.
Choose prerequisite fields first and check any defaults after changing school, year, class or curriculum. For wide grids and large imports, use landscape or a larger screen; the written instructions remain available.
After an authorised save, wait for confirmation and reopen the record. If a request may have completed, inspect the saved state before trying again.
Save and verify
The correct year shows the intended class status and name. Check learners and teaching assignments individually after any status change.
Troubleshooting
An option or feature is missing
Check school, year, role, curriculum and enabled modules. Clear search filters and wait for loading. Resolve the preceding setup item first; ask the administrator to check access if the choice remains unavailable.
An archived class is missing from a new-year list
Return to the class’s original academic year and inspect Archived classes. Restoration is not the same as creating next year’s class or promoting learners.
A change did not save
Read the named validation error and correct that field. Check whether any part of the request succeeded before retrying. Keep the original source record available until the saved version has been checked.
