How to Manage Student Profiles During and After the Semester

June 2026 · 4 min read

The school year is never static. Students transfer in mid-October. A 4th grader moves to a different PE class. The year ends and everyone moves up a grade. A student graduates and shouldn't show up in next year's roster.

Running Kiddos handles all of this without spreadsheets, without re-entering data, and without losing any historical records. Here's exactly how.

During the Semester

Mid-Year

New student joins your school

  1. Go to Students → click Add Student
  2. Enter first name, last name, grade
  3. Assign them to one or more classes
  4. Print their QR code from Settings → QR Codes

They can be added to a class and ready for the next session right away.

Mid-Year

Add many students at once

  1. Export your roster from your SIS (PowerSchool, Infinite Campus, etc.) as a CSV
  2. Go to Students → click Import CSV
  3. Upload the file — students are created with names, grades, and class assignments

The CSV needs first_name and last_name columns. Grade and class are optional.

Mid-Year

Move a student to a different class

  1. Find the student on the Students page (use search or grade filter)
  2. Click the edit icon next to their classes
  3. Add the new class, remove the old one
  4. Click Save

Their historical activity records stay intact after the class assignment changes.

Mid-Year

Student in multiple classes

A student can be in more than one class at the same time. Emma is in "Morning PE" and the after-school "Running Club"? Add her to both, then use report filters to review class-level or student-level records.

Mid-Year

Student transfers out

  1. Find the student on the Students page
  2. Select their checkbox
  3. Click Bulk Actions → Deactivate

They disappear from active rosters, but their historical records remain available for review.

End of Semester / Year

Year End

Promote all grades

  1. Go to Students
  2. Select all students (checkbox in the header)
  3. Click Bulk Actions → Promote Grades

Every student's grade moves up one level: K→1, 1→2, ... 11→12. One click for the whole school.

Year End

Deactivate graduating students

  1. Filter by the graduating grade (e.g., Grade 5 or Grade 8)
  2. Select all filtered students
  3. Click Bulk Actions → Deactivate

They won't appear in active rosters next year, but their records are preserved for reporting.

Year End

Reassign classes for next year

  1. Select students who need to move (use grade filter to find them quickly)
  2. Click Bulk Actions → Add to Class
  3. Select the new class

You can also rename existing classes in Settings if the class names change (e.g., "3rd Period" becomes "2nd Period").

Start of New Year

New Year

Your roster setup carries over

You don't need to set up anything from scratch. Your classes, students, and QR codes all carry over. If you promoted grades and deactivated graduates at year end, you're ready to go on day one.

Just add any new students (individually or via CSV import) and you're scanning.

New Year

New students from a fresh roster

  1. Export your new year roster from your SIS
  2. Import via CSV
  3. Print QR codes for new students only

Existing students keep their same QR codes — no reprinting needed.

Your Data Is Always There

Deactivation preserves records. When you deactivate a student or move them to a different class, their historical activity data stays available for review. Hard delete is a separate administrative action for cases where data should be permanently removed.

If an administrator asks how much activity a class recorded last year, the data is there as long as those records have not been hard deleted. If a parent asks for a child's progress summary from two semesters ago, the student detail and reports can provide the context.

The Full Year at a Glance

When What to Do How
August Import roster, print QR codes CSV import + QR print
During year Add/move students as needed Add Student + Edit Classes
December Download semester reports Reports page + CSV export
May/June Deactivate graduates Filter by grade + Bulk Deactivate
May/June Promote remaining grades Select all + Bulk Promote
August (next year) Add new students, reassign classes CSV import + Bulk Add to Class

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