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Semesters

Semesters (or terms) help you organize your school's calendar into defined time periods. They provide structure for billing cycles, help with reporting, and make it easier to manage your schedule from one period to the next.

To manage semesters, go to Settings > Semesters from the sidebar.

What Are Semesters Used For?​

Semesters in Conductly serve several purposes:

  • Billing cycles -- Semesters define the time boundaries for generating invoices. When you set up auto-invoicing, the semester dates determine which lessons are included.
  • Scheduling context -- Semesters give you a clear timeframe for when lessons and classes run.
  • Reporting -- View performance and activity within specific semesters.
  • Organization -- Keep things tidy by grouping your school's activity into logical time periods.

Creating a Semester​

  1. Go to Settings > Semesters.
  2. Click Add Semester.
  3. Fill in the details:
    • Name -- A descriptive name like "Fall 2025" or "Summer Session."
    • Start Date -- The first day of the semester.
    • End Date -- The last day of the semester.
  4. Click Save.
tip

Name your semesters consistently so they are easy to identify. Using a format like "Season Year" (e.g., "Fall 2025," "Spring 2026") keeps things clear as your list grows.

Editing a Semester​

  1. Go to Settings > Semesters.
  2. Click on the semester you want to edit.
  3. Update the name, start date, or end date.
  4. Save your changes.
warning

Changing the dates of a semester that is already in use may affect billing cycles that reference it. Review any related invoices or billing plans before modifying an active semester.

Deleting a Semester​

  1. Go to Settings > Semesters.
  2. Find the semester you want to remove.
  3. Click the delete action and confirm.
note

You can only delete semesters that are not currently referenced by active billing cycles or other records. If a semester cannot be deleted, check if it is still in use and remove those references first.

How Semesters Affect Billing​

When you set up recurring billing, semesters define the window of lessons that get invoiced. For example:

  • Fall 2025 runs from September 1 to December 15.
  • A student with weekly 30-minute lessons during this period would be invoiced for all lessons that fall within those dates.

This makes it easy to invoice families for an entire semester at once, or to break billing into smaller chunks within the semester.

Semester Order​

Semesters are displayed in order by their sort position and start date. You can reorder them to match your preferred display sequence.

Overlapping Semesters​

Conductly allows semesters to overlap if your school runs concurrent programs. For example, you might have:

  • Fall 2025 (Sep 1 -- Dec 15) for your regular lesson program.
  • Holiday Intensive (Dec 1 -- Dec 20) for a special workshop series.

Both can exist simultaneously, and billing can reference whichever semester is appropriate.

Best Practices​

  • Create semesters ahead of time. Set up your next semester before the current one ends so you can start scheduling and planning without delay.
  • Keep names consistent. A predictable naming convention makes it easier to find past semesters and compare performance across time periods.
  • Review semester dates annually. Adjust start and end dates each year to match your actual school calendar, accounting for holidays and breaks.