Rolling a term forward

Copy from an existing term is an option inside the New term dialog on Admin → Terms & Schedule (open it from the + New term row at the bottom of the term switcher). Checking it fills the new term in from one you already have: you choose the source term, name the new one, set its dates, and pick how much to bring over. Your original term is never touched. The copy only reads from it.

It's built for the start of a new season: a spring term that looks a lot like last fall, or next year's co-op that reuses this year's schedule. If you're building something new from scratch, leave the checkbox unchecked and start empty.

You don't need to copy a whole new term just to fix a typo or push a date back a week. On Admin → Terms & Schedule, switch the term selector to the term you want to change and click Edit term on its card. You can update the term name, its start and end dates, and its Enrollment fee — the amount families owe to join or re-enroll for that specific term and how it's collected — then save.

Editing a term doesn't touch its time slots, classes, or enrollments. Use New term with Copy from an existing term checked (below) when you want to start a new term from an existing one's schedule instead of adjusting the current one.

The term switcher lists each term with a quick usage count next to its dates — how many time slots and classes it holds — so you can tell a term with real content apart from an empty placeholder without opening it first.

Deleting a term

Delete term sits at the bottom of the same Edit term dialog, below Save. It only works on a term with nothing attached — no time slots, classes, or other data — and you can't delete your only term. If a term still has content, the button explains what to remove first instead of letting you proceed. This is meant for cleaning up an empty term created by mistake, not for archiving a term that already ran.

Copied

Time slots always copy. They're the weekly period skeleton your classes are scheduled into, so a new term needs them.

Classes copy when you leave "Copy the class catalog" checked. Each class comes over with its title, description, grade level, capacity, room, time slot, and any icon and color you gave it, and lands as a draft so nothing is visible to families until you review and publish it.

Teacher assignments copy when you leave "Keep teacher assignments" checked, so the same teachers are already attached to their classes in the new term.

Class pay rates come along with the classes if you use per-student teacher pay rates. A class rate belongs to the class, so it copies even when you don't keep the teacher assignments. A teacher's own rate isn't tied to a term, so it keeps applying in the new term without being copied.

Rooms carry over automatically. Rooms are shared across all your terms, so a copied class keeps pointing at the same room without creating a duplicate.

Registration windows copy when you check "Copy registration windows," which is unchecked by default. Each window's open and close dates shift to match the new term's start date, so a window that opened 30 days before last term starts 30 days before this one too, at the same time of day. An invite-only window gets a new invite link, so last season's circulated link doesn't carry over.

The term's enrollment fee copies too — same amount, same collection mode, and the same per-student setting as the term you copied from, unless you check "Reset all class fees to $0", which resets the enrollment fee to none along with every class fee. See How fees carry over below.

Not copied

A new term starts with a clean roster, so none of the following come over: student enrollments, waitlists, and charges and payments. Families enroll fresh for the new season.

No-meet days don't copy either. Holidays and break weeks land on different dates every season, so a copied term starts with none and you add the new term's breaks on Admin → Terms & Schedule. Worth doing before you open the term: until you do, every scheduled day looks like a normal class day to families and on the calendar they subscribe to.

Families' term-start confirmations don't come over by default either — every returning family is asked to reconfirm its info and re-sign current waivers in the new term, unless you turn on Carry forward family confirmations when you copy. See Why families have to reconfirm below.

Every copied class comes over as a draft, visible only to admins and teachers. This is your chance to catch what changed since last season before families see anything.

Walk through the new term's catalog and check:

When a class is ready, publish it from Admin → Class Catalog. For the full walkthrough of editing classes, fees, and statuses, see the Setting Up Your Class Catalog guide.

By default, class fees copy exactly as they were in the source term. If your prices are changing for the new season, check Reset all class fees to $0 when you copy. Every copied class comes over free, and you set the new prices as you review each one.

The same checkbox also resets the term's own enrollment fee (what a family pays to join or re-enroll for this specific term) to none. Leave it unchecked to carry the enrollment fee's amount and collection mode over unchanged, or edit it separately afterward from Edit term on Admin → Terms & Schedule regardless of what you chose here.

Either way, the draft-and-review step is your safety net for class fees: no family is ever charged from a copied class fee until you've published the class and opened registration. The enrollment fee works a little differently — it's charged as part of each family's term-start review, once you open the term to families (see below).

Copying a term also copies a consequence you should know about going in: every returning family is asked to reconfirm its contact info and re-sign your current waivers before it can enroll, sign up for a volunteer shift, or pay for an event in the new term. The New term dialog says so up front, whether or not you're copying. This isn't optional per family, and there's no per-waiver “skip this one” toggle — it applies to the whole new term.

If you're copying a term to fix a mistake or make a minor correction — not really starting a new season — check Carry forward family confirmations under Copy from an existing term. Any family already confirmed (or exempt, e.g. brand new to that term) on the source term gets a confirmation stamped for the new term too, so they aren't asked again. Leave it unchecked for a genuine new season, so families actually see the review and any waivers you've changed.

Out of the box, a returning family that finishes the review is set for the term the moment they submit it. Nobody has to approve anything. That is deliberate, since they are already members, but it does mean a term can fill up without you noticing it happen. (If you would rather look at each one first, see Approving confirmations yourself below.)

You can ask to hear about it. Go to Admin › Applications › Application form, find the Returning families card, and tick Notify admins when families confirm for a term.

What you get is a summary rather than a running commentary. One notification names the families and counts the rest, and it keeps growing as more of them finish instead of stacking up a new entry each time. Email is capped the same way, so twenty families confirming over a morning is a short read rather than twenty messages.

Some co-ops want a person to look at a returning family’s answers before that family is active for the term. You can ask for that. Go to Admin › Applications › Application form, find the Returning families card, and tick Require admin approval of term confirmations.

With it on, a family still fills in the same review, signs the same waivers and pays the same fee. What changes is the end: instead of landing back in the class catalog, they see that they are waiting for approval, and they cannot enroll, take a volunteer shift or sign up for an event until you release them. Their submission lands under Admin › Applications › Term confirmations.

That page lists everyone waiting, with the term, the date they submitted and their email. Review opens the family’s record so you can read what they actually entered. Approve lets one family through, and Approve all clears the list when you have gone through it.

Admin › Applications › Term confirmations also has a Not reviewed yet list. It shows every family the review is still holding back for a term, so you can reach out before they run into it. Those families can't enroll in that term's classes or take its volunteer shifts. For the term your co-op is in right now, they can't sign up for events either. Pick the term at the top of the list. Only terms you have opened are offered, since nobody is asked to review a term that isn't open.

Each family is listed with its primary email and phone and a link to its directory entry. The label next to it says where things stand:

• Not reviewed means the family hasn't submitted the review for this term.
• Reviewed, fee unpaid means they submitted it but haven't paid the term's required join fee, which is the last step.
• Waiver unsigned means they were otherwise set for the term, but you have a required waiver they have never signed.

The list follows the same rules families see. A family is left off when you dismissed the review for your own family as the owner, or when it's a staff household with no children and nothing to sign or pay. Withdrawn families are left off too. Families waiting for your approval are counted under the list instead of in it, since they already appear in the approval queue above.

Once the new term looks right, a few things finish the setup:

For opening enrollment, including member-only early windows and invite links, see the Opening Class Registration guide.