Promote Members

Use Promote Members for educational organizations that need to move students from one class/session to another. Promotion is part of Batch Edit because it is a controlled batch update, not a separate daily page.

Screenshot To Add

Add screenshots of the Batch Edit operation dropdown with Promote academic group, source/target session fields, source/target class fields, preview report, and final result.

When Promotion Appears

Promotion appears only when:

• The organization type is educational, such as school, college, university, or educational institute.
• The staff role has Promote Members permission.
• The active Student/member type has enabled fields for:
  • Academic Session.
  • Class/Grade.

If Academic Session or Class/Grade is missing, Libcodesk blocks promotion and asks the admin to add the required fields to Member Types first.

Why Academic Session Is Required

Academic Session prevents accidental double promotion.

Example:

1. Promote Class 5, Session 2025-2026 to Class 6, Session 2026-2027.
2. Now Class 6 contains newly promoted students and students who were already in Class 6.
3. If promotion used only Class 6, it could accidentally promote the newly promoted students again.

Using source session + source class creates a safer snapshot of the exact students that should move.

Promotion Workflow

1. Open Member Manager > Members.
2. Filter or select the student records you want to work with.
3. Select rows in the table.
4. Click Batch Edit.
5. Choose Promote academic group.
6. Enter:
   • Source Academic Session.
   • Target Academic Session.
   • Source Class/Grade.
   • Target Class/Grade.
   • Optional target section.
7. Click Preview.
8. Review the preview snapshot.
9. Click Apply Promotion.

The promotion updates selected students with the target academic session and target class. If target section is filled, it also updates section.

Before applying, remove any student from the preview who should not move in this promotion batch.

Snapshot Rule

Promotion applies only to members captured in the preview snapshot. Newly promoted students do not become eligible for the next promotion run unless you create a new preview.

This protects schools from chain-promotion mistakes.

What Promotion Can Update

Current promotion focuses on:

• Academic Session.
• Class/Grade.
• Optional Section.

The underlying batch engine can also support plan, status, and library access changes where the workflow exposes them.

Preparing Student Records

Before promotion season:

1. Confirm Student Member Type includes Academic Session and Class/Grade.
2. Make sure every student has the correct current session.
3. Use import or batch edit to fill missing session/class values.
4. Filter and preview before applying any promotion.

If Academic Session is not available, do not use ordinary batch edit to imitate promotion. Add the Academic Session field first, update student records, then run the promotion workflow.

Do And Don'ts

Do

• Use Academic Session every year.
• Promote one source class/session at a time.
• Preview and verify the count before applying.
• Keep old session data accurate before promotion.

Don't

• Don't promote using class only.
• Don't reuse a preview after changing filters or selected students.
• Don't run Class 6 to Class 7 until you are sure newly promoted Class 6 students are not included.

FAQ

Why is Promotion inside Batch Edit?

Promotion is a batch update of student fields. Keeping it inside Batch Edit keeps advanced operations in one controlled place.

Can public libraries use Promotion?

Usually no. Promotion is shown for educational organizations where academic session and class movement are relevant.

Can I promote without Academic Session?

No. Academic Session is required to make promotion safe and avoid promoting the wrong students.

Can I undo a promotion?

Use audit history and batch edit to correct values if needed. For safety, preview carefully before applying promotion.