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Closing a term and starting a new school year in HexerSMS
How HexerSMS handles the school calendar, with three terms on your own dates, term locks, and a year-end wizard that moves every pupil up a class.
Hexer
Co-Founder & CEO
· 2 min read
The end of the school year is a lot of paperwork: closing the books, moving every pupil up a class, setting up next year's fees and keeping last year's records safe. HexerSMS, the school management system we're building for Ghanaian schools, turns most of that into a few steps.
HexerSMS is still in development. Here's how its school calendar works.
The school year
A school year in HexerSMS is written the way schools write it, like 2026/2027, with a First, Second and Third Term. When a school creates a year, the term dates start from the usual Ghanaian school calendar:
| Term | Starts | Ends |
|---|---|---|
| First Term | 1 September | 15 December |
| Second Term | 5 January | 20 April |
| Third Term | 5 May | 10 August |
Every date can be changed to match your school's own calendar, and you can add terms of your own.
The term dates matter day to day. Registers can only be taken on days inside the current term, so the dates set the shape of the year.
Locking a term
When a term is finished, the office can lock it. A locked term's grades, payments and attendance can no longer be changed. This keeps the records as they were when reports went out. If something needs fixing, a term can be unlocked again.
The year-end wizard
At the end of the year, a five-step wizard moves the school into the next one. It checks everything first and shows a preview before anything changes. The office chooses whether to:
- Lock every term of the year that's ending
- Copy the fee structures to the new year, so fees don't have to be set up again
- Create the new year
- Move every student up a class
When pupils move up, each one goes into the next class. Pupils finishing JHS 3 graduate, since there's no class after it. A pupil who's repeating a class can be kept where they are.
Last year stays on record
Moving up doesn't wipe anything. Each pupil keeps the record of the years before, with their marks, attendance and fees, so the history is there when anyone needs it.
Where it stands
HexerSMS isn't open to schools yet. If you run a nursery, primary or JHS school and want early access, email us at info@hexerize.com, or look around the preview.
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