Every class, fee and exam belongs to a school year and a term. This guide shows how to add a new academic session with its semesters, make the right one current, and fill the calendar with holidays, breaks and deadlines.
Click Administration › Master Data › Academic Sessions. Two tabs: Academic Sessions and Semesters. The session table shows Name (with code), Organization, Start Date, End Date, Status (Current, Upcoming or Past), Enrollments, Semesters and Actions.
Press Add Session. Fill Name (Academic Year 2027-28), Organization (Demo Academy), Start Date 01/08/2027 and End Date 30/06/2028. Current Session? offers No (the default) and Yes; leave it on No so the new year does not replace the working year yet. Press Create.
The toast says Session created. The row has a generated code (SES-2026-002), the dates, Upcoming, 0 enrollments and 0 semesters.
On a row, the tick makes it the current session. The confirmation says it becomes the current session across the system and the previous one stops being current; the toast is Session set as current. The pencil opens Edit Academic Session, with an Active switch. The bin asks before deleting.
Open Semesters. The table shows Name (with code), Session, Semester #, Start Date, End Date, Status, Batches and Actions. The filter All Sessions narrows it to one year. Fall 2026 shows 9 batches.
Press Add Semester. Enter Name (Spring 2027), choose the Academic Session (2026-2027 Academic Year), Semester Number (2) and the Start Date 04/01/2027 and End Date 30/06/2027, then press Create. The toast is Semester created and the code is generated. Add Fall 2027 the same way for Academic Year 2027-28.
The tick on a semester row asks "Set as current semester?" and says the previous one stops being current. The toast is Semester set as current. The pencil edits (with an Active switch) and the bin deletes after a confirmation.
Click Administration › Master Data › Academic Calendar. Chips above the grid show the session and the term. The legend lists Holiday, Exam, Event, Break, Deadline and Session; the colour tells the type. Exams from the Examinations module appear on their days by themselves.
Press Add Event. Type the Title (required; Iqbal Day), choose the Type (Holiday, Exam, Event, Break, Deadline or Session), the Start Date (09/11/2026), an optional End Date (leave it empty for a single day) and a Description. Press Create Event; the toast is Event created.
Click a day on the grid and the dialog opens with that date already filled in. Type the title and press Create Event. Below the calendar, the Parent-teacher meetings card is where meeting slots are published for parents; it has its own tutorial.
Can I have two current sessions? No. Only one session and one semester are Current. Making another one current moves the badge and the old one reads Past.
Why can I not delete a session? A session that is in use (semesters, enrollments, fee records or calendar events) is refused, and the message says what uses it. Open Edit, switch Active off and save, so the year stays in history.
How do I add a holiday that lasts several days? Press Add Event, choose the type Break or Holiday and set both the Start Date and the End Date. The event shows on every day of its range.
Do exams appear on the calendar by themselves? Yes. Exams from the Examinations module show on their days in red, next to the holidays, breaks and deadlines you add.
| Mistake | What you see | Fix |
|---|---|---|
| Deleting a session that is in use | A message listing semesters, enrollments, fees or events | Switch Active off instead |
| Date typed but Create stays grey | The date is not committed | Press Tab or pick it from the calendar |
| Setting the wrong session current | The previous one becomes Past | Set the right one current again |
| Item | Meaning |
|---|---|
| Session | One school year |
| Semester | A term inside a session, numbered in order |
| Current | The year or term in use now; only one of each |
| Event Type | Decides the colour on the calendar |
GridX SCM runs this whole workflow. See what GridX SCM does and what it costs, or browse all step-by-step guides.