Preparing students for the current / next school year

This guide will help you to prepare your students for the current or next school year.

Assigning current or next year groups #

We will automatically extend your current registration groups into the next school year, so at the start of the new school year, you will just need to check your groups and make any necessary adjustments for individual students.

The guides below cover how you can move your students before the new school year as well as during the current school year:

“Set Next Class” – Bulk action: use this to move all of your students in one class to their next year group.

Note: This option is only suitable if you update your system before the start of the school year. Once the school year 2025/2026 has started, please use the “Set Current Year Group” option below.

1. Go to the Manage Groups page on My BSquared.
2. Find the group for the class you want to set the next year group for.
3. Click edit on that group.
   A window will pop up where you can edit group details.
4. Click Set Next Class (bottom right).
5. Choose a Registration Group for next year from the drop down menu.
6. Click Save.

“Set Current Year Group” (School Year 2025/2026) / “Set Next Year Group” (School Year 2026/2027) – Bulk action by selecting multiple students: use this guide to move several students into their groups for the current or next year.

1. Go to the Manage Students page on My BSquared.
2. Click the tick box on the very left to select the students you want to set a group for.
3. Click on the “Please select” drop down.
4. Select “Set Current Year Group” if you are doing this at the start of the new or during the current school year.
   Select “Set Next Year Group” if you are assigning your groups before the new school year.
5. The “Apply – xx row(s)” button will become active for you to click on and a pop-up will show all students selected.
6. Now choose the group you want to assign from the drop-down.
7. Click Save.

Set the registration group manually – use this to move individual students to their current / next group.

1. Go to the Manage Students page on My BSquared.
2. Find the student in the list and click on “edit”.
   A popup will open with the student’s details.
3. Click the drop-down next to “Current Year Group” and make your selection for the current group (School Year 2025/2026).
   Click the drop-down next to “Next Year Group” if you want to set the group for the next school year (2026/2027).
4. Click Save at the bottom of the page.

Import a CSV file – use this to import students from your school’s student management system.

1. Create a CSV file from your student management system with the new starters and/or existing students with their updated registration groups.
2. Prepare your export file, so it only includes the students that you wish to work with in our systems.
3. Go to the Manage Students page on My BSquared.
4. Click Import CSV in the top right.
5. Select the import system and upload your CSV file.
6. Assign the fields in your file to the fields in our software.
7. Choose whether you want to mark any students not in the import file as leavers and set your effective date (Marking students as leavers will use the effective date as the leaving date).
8. Check you are happy with the Preview and commit the import, so new students will be added and registration groups of current students will be updated.
   (Note that you should only import the students that you plan to work with in our systems.)
   (Note that we recommend including the student UPN numbers in the import, as our system will use these to match the students. If there is no UPN number, first name, last name and date of birth will be used to match student records. This second method is less reliable as duplicate records will be created if the information in those three fields does not match exactly.)

If you prefer to watch a video rather than read written instructions, there’s also a video guide that explores these options to help you decide which approach is best for your school.

Since this video was recorded, we also implemented to move all students within a class to their next year’s group – see written instructions above.

Checking Frameworks #

It is also worth checking that your default frameworks are set up correctly.

If you watch the video below, it will show you how to set up and manage your frameworks.

Did you know that we have a free online training course for B Squared software Administrators?
This 1 hour 30 minute course goes through all of the settings and management screens for each of our products. It has been designed to give you a good understanding of how to configure everything, the impact of each setting and how it affects your data and your users.
Click here to start the training.