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Semesters

Semesters in Conductly are a billing concept. They define named date ranges (like "Fall 2025") that your tuition and rate configuration can reference. Semesters do not control scheduling, sessions, or enrollment windows -- lessons and classes are scheduled on the calendar independently of any semester.

To manage semesters, go to Settings > Semesters.

What Are Semesters Used For?​

Semesters serve two billing purposes:

  • Semester tuition frequency -- Courses with the Subscription billing type can bill on a Semester tuition frequency (instead of Monthly or Yearly). Your semester definitions provide the periods those subscriptions bill against.
  • Rate and tuition version overrides -- When creating a tuition, you can scope it to a specific semester (the Semester Override in the New tuition form). This lets you charge different amounts in different semesters -- for example, a higher summer-intensive tuition.

Semesters do not determine which lessons appear on an invoice. When you create invoices, the "Billing Period Ends" date in the Create Invoice drawer controls the invoice's scope -- not your semester dates. See Creating Invoices.

Creating a Semester​

  1. Go to Settings > Semesters.
  2. Click the add button to open the Semester Details form.
  3. Fill in the details:
    • Semester 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.
    • Sort Order -- Controls where the semester appears in lists.
  4. 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, dates, or sort order.
  4. Save your changes.
warning

Changing the dates of a semester that is already in use may affect semester-frequency subscriptions and semester-scoped tuition overrides that reference it. Review your tuition setup 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

Avoid deleting a semester that is still referenced by semester-frequency subscriptions or semester-scoped tuition overrides. Remove those references first.

Semester Order​

Semesters are displayed by their Sort Order and start date. Adjust the sort order 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 tuition overrides can reference whichever semester is appropriate.

Best Practices​

  • Create semesters ahead of time. Set up your next semester before the current one ends so semester-frequency subscriptions and overrides continue without a gap.
  • Keep names consistent. A predictable naming convention makes it easier to find past semesters.
  • Remember semesters are billing-only. Scheduling, enrollment, and invoice scope are managed elsewhere -- semesters only affect Subscription billing periods and rate/tuition overrides.