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How can I transition my school to a new academic year using Toddle Wizard?

Last edited 4 days ago by Prerna Singh.

Toddle Wizard is a self-serve tool that allows school administrators to transition class, staff, and student data from the current academic year to the next. This article takes you through the step-by-step process of completing this transition using Toddle Wizard.

In this article:

Navigate to the academic year transition checklist

Configure academic year transition for individual schools in your organization

Review year groups

Set up course levels(optional)

Map subjects to departments/subject groups

Set up grading periods

Create courses and classes

Map staff to courses and classes (optional)

Promote, demote, and withdraw students (optional)

Add students to classes (optional)

Mark the setup as complete

Navigate to the academic year transition checklist

The academic year transition is initiated by the Toddle team on behalf of your organization. Approximately 90 days before the end of your current academic year, your Toddle buddy will start the transition process. When it has been initiated, a yellow banner will appear at the top of your account-level admin portal. Click Continue to proceed.

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Clicking Continue takes you to the account-level academic year transition page. You can also reach this page at any time from Academic year transition under Account setup in the left sidebar.

The page header shows the upcoming academic year's start and end dates. To adjust these dates, click Edit at the top right of the page.

Note: Start and end dates control attendance marking. Attendance can be marked until the last day of the current academic year, and resumes from the first day of the new one.

This page has three sections:

Setup departments/subject groups (optional)

Departments/subject groups are account-level tags used to organise subjects across your school. Since your school is migrating from Toddle 1.0 to 2.0, account level departments did not exist in your previous setup and will not be pre-filled here. If your school wants to use departments, click Setup departments/subject groups to create them and assign them to the relevant schools before or alongside the school-level transition steps.

Complete academic year transition setup for all your schools

This table lists all schools in your organization with their transition progress and current status. To begin configuring a specific school’s academic year transition, click its name in the table. You can also navigate directly to a school’s setup page from: Admin portal → [School] → Academic year transition (under School basics)

Start the new academic year

Once all schools have completed their transition setup, click Start new academic year now to transition your entire organization to the upcoming academic year. This button is disabled until every school in the table shows a completed status.

Note: Students and family members gain access to the new academic year only after the account administrator manually clicks Start new academic year now. The new academic year does not start automatically when the start date arrives.

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Configure academic year transition for individual schools in your organization

To configure the academic year transition for a specific school, navigate to: Admin portal → [School] → Academic year transition. This takes you to the Academic year transition setup page, which lists all the steps needed to complete the transition for the upcoming academic year.

The steps run in sequence from top to bottom. Each step has a status indicator that updates as you complete it. These steps may vary depending on your school’s setup. For example, schools with subject-based setup have a Map subjects to departments/subject groups step. Let's go through each step in detail below.

Note: Any courses or classes created, users mapped, or changes made during academic year transition setup are held as drafts and do not affect the system until Complete setup is pressed on the final step.

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Step 1. Review year groups

This step shows how Toddle has mapped your existing year groups to grades for the upcoming academic year. Every year group automatically moves up one grade level. A new year group is added at the bottom for the incoming cohort of students, and the graduating year group is archived.

The table shows three columns: the year group name, the grade level mapped in the current academic year, and the grade level it will be mapped to in the next academic year.

Click on the Review year groups to verify that:

All year group names are accurate for the upcoming year

Each year group is mapped to the correct grade level in the upcoming academic year

The graduating year group is correctly shown as archived in the next AY column

The new incoming year group has the right name (you can rename it by clicking on the name field)

All changes are saved automatically. Once you are satisfied that everything is correct, click Mark as complete to proceed.

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For the IBDP schools, the current DP1 batch advances to the DP2 grade. A new DP1 year group is created for the incoming cohort of grade 11 students, and the graduating DP2 batch is archived. Note that students do not move to a new batch; the existing DP1 batch keeps the same name (for example, Batch of 2027) but its grade level mapping changes from DP1 to DP2.

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Step 2. Setup course levels (optional)

This step appears for course-based schools and allows you to configure course levels for your school, such as HL, SL, or AP, so that students can be graded differently based on the difficulty of the course they are enrolled in. If your school does not use levels, you can skip this step.

When you click into this step, you will see a toggle on the right side of the screen. The toggle is off by default. Turn it on to enable levels for your school.

Once you turn the toggle on, you can add levels using the + New level button. Add as many levels as your school uses and give each one a name. The levels you create here will be available to map to courses in the next step.

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Step 3. Map subjects to departments/subject groups

If your school follows a subject-based setup, this step allows you to map each subject to its appropriate department or subject group, which helps organise and filter content across the school.

For IB schools, the department or subject group mappings are pre-filled. You can review and update them as needed.

For non-IB schools, subjects are pre-filled but department mappings are not, you will need to select the appropriate department for each subject manually. Departments must be created at the account level first before they can be assigned here.

You can also add new subjects being introduced in the upcoming year or update the department mapping for existing ones.

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For IBDP schools

DP courses run for two years, which means your current DP1 courses are still actively in progress during the transition. The subjects attached to these ongoing courses are locked, you cannot delete them or change their subject group, level, or response language.

DP subject levels (HL and SL) are defined by the IB and cannot be customized in the AYT wizard. However, you can click + Add level from the three-dot menu on a locked subject row to add a new level and response language. You cannot add a level and response language combination that is already configured for that subject.

Note: Only subjects you add new on this page, typically for the incoming DP1 batch, can be fully edited. You can change their subject group, level, and response language, or delete them.

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For non-IB schools

If your school follows a non-IB subject based setup, this step also includes configuring subject levels. The page has two tabs:

On the Configure subject levels tab, turn on the toggle to enable subject levels, then click + New level to add levels. For each level, fill in the name, display name for reports, and abbreviation.

On the Configure subjects tab, your pre-filled subjects are listed, and you can select the levels that apply to each subject in addition to mapping them to departments.

Once you have reviewed and updated the mappings, click Mark as complete to proceed.

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Step 4. Set up grading periods

Toddle pre-populates grading periods for the upcoming year based on your current setup. For example, if you have 3 terms this year, 3 draft terms are created with adjusted dates. Each grading period shows its name, abbreviation, type, contributing periods (in case of cumulative grading period), start date, and end date. You can add a new one using the + Add new button at the bottom of the table.

Once you have reviewed and updated the grading periods, click Mark as complete to proceed.

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Step 5. Create courses and classes

This is the core step of the academic year transition. Once you complete it, you can proceed to the optional staff mapping step or go straight to Complete setup to publish the transition.

Note: All data on this screen is in draft state. No changes are applied to your school until Complete setup is pressed on the final step.

1. Review and manage pre-created courses

Toddle pre-creates courses for the upcoming academic year based on your current year’s class roster. Classes with the same subject and grade are mapped to a single course for easier setup.

Each course appears as a row in the table. For each pre-created course, you can edit any field directly in the row. Click on a field to update it. You can also delete a course using the 3-dot menu if it is no longer needed for the upcoming year.

2. Create new courses

To add a new course, click + Add course at the top right of the screen. Fill in the following fields for each new course:

Course code (required, must be unique across your school)

Name

Subjects (Optional)

Grade levels

Primary grade

Grading periods

For schools following course-based setup, course levels and department fields also appear as separate columns in the row and can be selected as inline dropdowns.

Tip: The table supports keyboard navigation; press Enter to select a cell, use the arrow keys to move between cells, and drag column headers to resize columns. Press / to jump directly to the search bar.

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Add classes to courses

Classes from the existing academic year are automatically rolled over and pre-mapped to their respective courses. If you want to add more classes, you can add them here:

Click the 3-dot menu on a course row and select Add class

A class row appears nested below the course, enter the class name inline

To remove a class, click the delete icon on its row

Once a course has more than one class, a Split into 2 courses option appears in the 3-dot menu. Use this to split a merged course into 2 separate courses if your school wants to keep them distinct.

Once you have reviewed and configured all courses and classes, click Mark as complete to proceed.

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For DP schools

Your ongoing DP2 (Grade 12) classes are automatically grouped into courses by subject. Since these reflect live class data, course code, subject, grade level, and level as well as the option to delete are locked. New courses for the incoming DP1 cohort are pre-created based on your current DP1 setup.

This page has two tabs:

The Configure DP1 courses tab shows new courses pre-created for the incoming Grade 11 cohort, based on your current DP1 setup. For each new DP1 course, configure the following fields:

Subjects: the subject mapped to the course

Levels: select HL or SL

Response language: the language in which students will submit work

Grading periods: pre-filled from your current DP1 setup; update if needed

These new courses are fully editable. You can manage the course list using the following actions:

Add a new course: click + Add course at the top right to create a course that was not pre-created

Split a course: once a course has more than one class, a Split into 2 courses option appears in the … menu; use this to separate classes into distinct courses

Move a class to another course: if a class belongs to the wrong course, you can move it to another course after splitting or by reassigning it

Delete a course: click the 3-dot menu on a course row and select Delete course and classes

Classes are also pre-created and nested under each DP1 course based on your current setup. If you need to add a new class to a course, use the Add class option from the three-dot menu on the course row.

Note: Review the subjects on new DP1 courses carefully before completing setup. The pre-created courses inherit subjects from your current DP1 setup. If a subject’s syllabus has changed for the new cohort, for example, moving from "History Last Assessment 2026" to "History First Assessment 2028", you can update it here. Once you begin working on a class, the subject cannot be changed.

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The Configure DP2 courses tab shows the ongoing courses and the associated classes being taught to your current DP1 cohort, who will become DP2 in the upcoming year. These courses are locked because they reflect live class data. You can use Move class to another course on individual classes to reassign them between courses, or use the three dot menu to split courses or add classes.

Once you have reviewed and configured all courses and classes, click Mark as complete to proceed.

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Step 6. Map staff to courses and classes (optional)

In this step, you can map existing staff members to courses and classes for the upcoming academic year.

For DP schools, staff who were assigned to DP2 courses in the current year are pre-mapped to those courses for the upcoming year. New DP1 courses created for the incoming cohort will have no staff pre-mapped; you will need to assign them manually here.

The table lists all courses and their nested classes, along with subjects, levels, and grade levels for context. Each row has an Add staff to course or Add staff to class option in the Staff added column.

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Click Add staff to course on a course row to open a modal. Select one or more staff members using the checkboxes, then set their course role.

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Click Add staff to class on a class row. In the modal, select the staff members and set both their course role and class role. When you add a staff member to a class, they are automatically added to the course as well.

Note: You cannot add new staff members or archive existing ones from this screen. Both actions are available from the school setup pages after the wizard is complete.

Once done, click Mark as complete to proceed.

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Step 7. Promote, demote, and withdraw students (optional)

This step allows you to review and adjust individual student year group placements before the transition is finalised.

By default, all active students in each year group advance by one grade level and graduating students are unenrolled. If any adjustments are needed, click the 3-dot menu on a year group row to access the following actions:

View students: Opens a modal listing all students in that batch. For each student, you can see their enrolment status in the next academic year (for example, Enrolling, Withdrawing or Graduating), their year group in the next academic year, and their year group enrollment status (for example, Demoted, Promoted or N/A if unchanged).

Promote/Demote a student: move them to a higher/lower year group if they are advancing ahead of their cohort or repeating a year. Select the students using the checkboxes, then choose the target year group from the dropdown. Click Confirm to apply the change.

Withdraw a student: you can select students who will be withdrawing from the school in the next academic year. Select the students and click Withdraw to confirm.

Note: Withdrawn students remain active in the current academic. When the new academic year starts, they are archived, removed from active rosters but their data is preserved. Archived students can be unarchived at any time if needed.

Add students from another school: you can also add students from lower batches of other schools in your account to a year group. This opens a modal listing students from those schools, filterable by school. Select the students you want to add and click Add students.

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Step 8. Add students to classes (optional)

You can assign students to their classes for the upcoming academic year here, or complete this mapping from the school setup pages after the transition is complete. Students are not pre-mapped to classes by default.

To map students, select a class and click Add students to class for a course. The modal shows all students in your school, along with the classes they are currently enrolled in for the ongoing academic year.

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You can filter by current-year class to find students more quickly. To transfer an entire group, filter by the relevant current-year class and use the checkbox at the top of the modal to select all students, then click Add students to class to confirm. For each student, you can also select their subject level if levels are configured for your school.

Select students individually or use the checkbox at the top to select all, then click Add students to class to confirm.

Once you have finished mapping students to classes, click Mark as complete to proceed.

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Step 9. Mark the setup as complete

Once you have worked through the steps, the Complete setup and publish changes row becomes available at the bottom of the checklist. Click Complete setup to finalize the academic year transition for your school.

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When you click Complete setup, a confirmation modal appears summarising what will happen once the setup is published. Review it and click Complete setup again to confirm. All draft data is published, and the AYT wizard closes. Further changes to courses, staff, and students will need to be made directly from the school setup pages.

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