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  • Initialize the next year's database with data from the current year. (hosted mode)

To prepare for the following year, you need to create an empty database from the hosting console . You can choose to keep this base empty and fill it with new data as you go along, or initialize it with the previous year's data.

Step No. 1: Preparing for next year

This command Prepare the following year enables the generation of a file containing all the data that can be recovered from another base. (multi-annual monitoring, photos, MCQ, templates, import/export formats, etc.). It is launched when we want to start creating the timetables for the following year, usually in January-February.
  1. From the Client connected to the current year's base, launch the command File > Prepare the following year and choose:
    • a compressed archive (*.zip): the folder can be decompressed and explored manually, or
    • an encrypted archive (*.zips): nothing in the folder can be read without the file being recovered in PRONOTE Campus.
  2. Save the file NameOfTheBase_PrepareTheFollowingYear.zip.

Step No. 2: Create next year's base

  1. Depending on your situation, you have two options:
  2. From the Client connected to the incoming year's schedule, go to the menu File > New base > Initialize a base using a previous year's base.
  3. PRONOTE Campus notifies you of the switch to Exclusive usage mode: all the other users will be switched to Consultation mode during the operation.
  4. Designate the incoming year preparation file generated from the old base during the first step.
  5. In the pop-up window, enter the first Monday of the timetable, that is to say the date from which you wish to program events in PRONOTE Campus. This could be the first day of the incoming year, the pre-incoming year, etc.



    If you tick Retain the students > With their adherence to the public, this means that students are always in the same class in the N+1 database as in the N database.

  1. Tick what you wish to recover from the old base. Some data can be recovered retrospectively from the preparation file for the following year.
  2. PRONOTE Campus notifies you when you exit Exclusive usage mode: you must choose whether to save the imported changes.
If you choose not to keep students as members of the public (if classes are named by year, for example), they are recorded as being assigned in previous years. To quickly assign students to their new class, display the column Previous classes in the display Schedules > Students > List, sort the list in this column and select students by previous class to assign them to a new class.

Step No. 3: Recover the finalized data for the current year

Once the current year is over, you can recover the data entered in the base for the following year. Before this step, it is important to first import the students and/or teachers who were created in the current database from the generation of the preparation file in the first step, which was used to create the base for the following year. The base created in the second step contains the data for the year in progress at the date of the operation. At the start of the following year, part of the operation must be repeated to incorporate all the data created between the initialization of the base and the actual start of the year.
  1. From the Client connected to the previous year's base, create a preparation file for the following year as in the first step.
  2. From the Client connected to the base of the year to be started, recover the missing data with the command Imports/Exports > PRONOTE Campus > Recover the data from a PRONOTE Campus base > from a preparation file for the following year, archive or compressed base.
  3. Designate the incoming year preparation file generated from the old base as mentioned above.
  4. In the pop-up window, tick what you wish to recover from the old base.

Step No. 4: Transfer the base for the following year to the schedule for the current year

The base for the following year will become your new reference base for the current year.
  1. From the Hosting console , go to the panel My schedules .
  2. Click on the tab PRONOTE Campus server.
  3. In the drop-down menu at the top of the screen, select planning01 (schedule for the current year), then click on the button Shut down the server since the year is over. 
  4. In the drop-down menu, select planning02 (schedule for the following year), then again click on the button Shut down the server.
  5. Then click on the button Transfer the base in order to switch the base you have prepared to the current year's schedule.



  6. In the pop-up window, select planning01, then click the button Transfer the base.



  7. A message will confirm that the base has been transferred. Click on the button Close. The server planning01 (current year schedule) will host this new base. The planning02 will then no longer have a base.
  8. From the drop-down menu at the top of the screen, select planning01 (schedule for the current year).
  9. Click on the tab Other bases.
  10. The Base n+1 that you have just transferred is visible in the part Base transfers from another server.
  11. Select it, then on the right, click the button Open this base.
  12. Confirm the replacement of the base. Rename it if necessary, by indicating the year.
  13. Click on the button Activate.
  14. Click on the button Transfer the base.
  15. In the pop-up window, select planning02, then click on the button Transfer the base. This will allow you to access your previous year's database at the beginning of the year. This can be useful for recovering absence certificates, report cards, etc.
  16. Click on the button Activate.
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