Managing classes & rollover

Use Admin → Classes to manage who is in each current class, which teachers have access and how the next set of rosters should look. Routine changes take effect immediately. A rollover stays separate from live teaching until management publishes it.

Structure defines classes; Classes manages them

Create year groups and classes, or correct their names, under Admin → Structure. Then open Admin → Classes to work with student rosters and teacher assignments. Do not rename an old class to represent a different group of students: move the people instead, so the historical class remains understandable.

Read the class directory

Classes are grouped by year group. Each card shows its active-student count and assigned teachers, while the page summary shows how many active students have no class. Search by class, year group or teacher, then open a card for the current roster, teachers and history.

Move or unassign students

1. Open a class and tick the students whose current placement should change.
2. Choose another class, or choose Remove from class to leave them active but unassigned.
3. Select Apply and check the confirmation message.

Select all includes the whole current list, not only the rows presently visible in the scroll area. In Add students, search first and use Select all filteredwhen only the matching students should be added. Assigning a class also synchronises the student's year group with that class. An unassigned student can retain a manually chosen year group.

Unassigning is not withdrawing

Remove from class keeps the student active and available for another class. Use Withdraw selected only when the selected students have left the madrassa. The guided withdrawal records one reason, leaving date and optional note for the group, removes them from live rosters and parent portals, and keeps their attendance, progress, fee and class history.

You can also deactivate parent accounts left with no other active children. A parent linked to another enrolled child keeps access. Review the selected names carefully before confirming because withdrawal affects every selected student together.

Assign teachers

Tick every active teacher who should work with the class and select Save teachers. A class can have several teachers and a teacher can have several classes. This is a live access change: assigned teachers gain the relevant registers, students and teaching tools, while removed teachers lose that current class access. The same assignments can also be maintained from an individual teacher record.

Review class history

The History tab shows dated membership periods and rosters captured by published rollovers. Earlier assignments created before dated history was introduced may be labelled inferred. Registers keep the class recorded on their original sessions, while dated progress reporting uses the membership effective when the progress was logged.

Plan the next set of rosters

The New academic year area is a planning label and effective date; it does not create a separate academic-year record. Makatib.App formally records academic terms. If your madrassa needs one reporting period for the whole year, you can create a term spanning that year under Structure.

Only one rollover draft can be open at a time. It starts with the current classes and teacher assignments, while every active student needs a proposed placement. Use Promote class to send a whole source roster to one destination, then search and redistribute individual students. Mark a student Intentionally unassigned only when leaving them without a class is deliberate. Newly enrolled active students also appear for placement while the draft is open.

Reconcile and publish

Draft teacher changes do not affect current teacher access. Before publication, review any warning that a student changed class, a proposed student or teacher became inactive, or a class is now empty or teacherless. Unresolved active students, inactive proposed teachers and unavailable destination classes block publication. Intentional unassignment, empty classes and teacherless classes warn but do not block it.

Publication applies every student and teacher assignment together, so a failure cannot leave half the madrassa on the new structure. A future effective date cannot be published early. A past date requires confirmation and is rejected if it would conflict with later membership history. Once published, a rollover is historical and cannot be edited; an open draft can instead be discarded.

Before you finish

• Resolve every active student or mark intentional unassignment.
• Review newly enrolled students and any live-assignment warnings.
• Confirm each destination class has the teachers it needs.
• Read the effective date and publication warnings before confirming.
• After a live change, check the green success message before leaving the page.

For creating classes and terms, continue with Classes, terms & madrassa settings. For individual records and family access, see Managing students & guardians.