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School year rollover

Storage → School Year (/admin/school-year) tracks:
  • Current fiscal year setting (School Settings)
  • Cabinets ready to archive vs. still open
  • Pending box assignments
Set the active fiscal year under Schools / School Settings — Intake and new records use that year automatically.
School Year Rollover page with checklist and ready status

School Year Rollover checklist — ready for the new school year

Edit School form with fiscal year and intake session settings

School Settings — fiscal year, intake sessions, and activities

Configure intake sessions with start and end times in School Settings. Those windows are enforced on the Intake form and used when flagging outside-session hours.

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Archive a cabinet

1

Review readiness

Check Cabinet Health and Unassigned Queue before archiving.
2

Archive from Cabinets

Choose box size (50 / 100 / 200 files), storage location, and school year.
3

Full closeout vs partial archive

  • Full end-of-year — turn on End-of-year closeout if drawers are not completely full; the cabinet becomes Archived.
  • Partial archive — archive only selected statuses (e.g. Graduated / Transferred) and optionally specific drawers. The cabinet stays Active for remaining students.
4

Preview packing (required)

Click Preview packing to see who goes in which box. Override any student’s box from the dropdown before you commit. Reset to auto packing if needed.
5

Commit and print labels

Confirm the archive. Each box gets a unique ID. From the box label dialog: Print Label or Download PDF. Attach to the physical box.
6

Store and retain

Keep physical files for the 7-year retention period before disposal.
If older archives still show students not linked to a box, use Move student(s) to boxes on the archived cabinet card.

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Public box pages

Box QR codes link to /archive/box/{boxId} — no login required. Staff and auditors can scan a box in storage to see location metadata and the full student list.
Archive box public page with storage location and student files

Public archive box page — location metadata and student file list

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Returning archived students at Intake

When an archived student returns for a visit, Intake shows the existing archive box (label, location, QR) instead of assigning a new active drawer. Staff add paperwork to the same physical file. See Intake workflow → Returning archived students.

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PDF layout

Printable archive box label with QR code

Printable box label with QR and student list