Classes, sections, subjects and rooms
Set up your academic years, classes, sections and subjects once, with the class teacher of each section and the teacher of each subject. Students are placed in a section and get its subjects, and a whole section moves to the next year in a few steps.
PLANSEvery plan
The problem it solves
- Class lists, subject teachers and room numbers live in separate files that nobody updates after June.
- Each new year the office rebuilds every section by hand.
- Two events are booked into the same hall on the same afternoon.
- Nobody can say who teaches English to Grade 7 B without asking the coordinator.
How it works
- Create the academic year, the batch (the year the students started) and the classes, called courses here: Grade 1, Grade 2 and so on.
- For each class, create the term (the whole year or a term). Then add its sections, such as Grade 5 - A, each with its class teacher and room.
- Add the subjects of the term. Mark each one Auto (every student of the term gets it) or Manual (chosen students only, such as an optional language).
- Record who teaches what: one Subject Faculty line per teacher, subject and section, then Submit it.
- Place each student in a term and section and press Enroll Student. The student gets every Auto subject, with the teacher of that section.
- At the year end, Academic Enrollment moves a whole section to the next term and section, with the new subjects and teachers.
Everything it does
Years, batches and classes
- Academic year: name, start and end; the running year is set on the school
- Batch: the group that started together, with start and end
- Department: needed for every class; a school can use one, such as Primary, with its head
- Course: the class or standard, in a department; its code is given by the system
Terms and sections
- Term: one period of a class for one batch, with its syllabus; Draft, Active, then Close
- Only an Active term can take students; its details cannot change once it is active
- Class Room (section): name, term, class teacher (Incharge) and room; tabs list its students and its teachers
Subjects and teachers
- Subject types of your own, such as Core, Language, Lab; a syllabus per term if you use one
- Subject: title, code (typed in a school), term, type, Auto or Manual enrolment, Mandatory or Optional
- Subject Faculty: teacher, subject, section and capacity; Submit confirms it
- On a confirmed line: Enroll (pick the students of a Manual subject), Change Faculty, and Close at the term end
- Subject Student: every student with each subject and its teacher; a student cannot be enrolled twice in one subject
Moving students on
- Academic Enrollment in steps: all students or one, batch, class, the existing and the new term, the existing and the new section, Confirm
- Moved students get the Auto subjects of the new term with the teachers of the new section
- Old subjects stay as history; a student who repeats a year is changed on their own form
- With fee structures set up, the new year's fee plan follows the new class by itself
Buildings and rooms
- Sites, blocks, floors, room types and rooms, each room with capacity and code
- A room belongs to one school, is shared with chosen schools of the group, or is common to all
- Allow Booking on each room (on to start with)
Booking a room
- Facility Booking: event name, room, from and to, and a description; Confirm or Cancel
- A room cannot be booked twice for overlapping times on the same day, and never in the past
- Confirm or Cancel opens an email to the booker and to the users named on the room
Who uses it
School office (Administrator, Course Admin)Sets up years, classes, sections, subjects and who teaches what, and moves students on each year.
Class teacherIs the Incharge of a section and sees its students.
Subject teacherIs named on Subject Faculty and gets the subject's students and periods.
Course UserReads the classes, sections and subjects without changing them.
Facility Booking userBooks rooms and halls for events and extra classes.
Where you use it
- Web: Master Configuration > Academic (Academic Year, Batch), Master Configuration > Course (Department, Course, Term, Class Room, Subject, Subject Faculty, Subject Student)
- Web: Master Configuration > Building (sites, blocks, floors, rooms), Facility Booking, Campus > Enrollment > Academic Enrollment > Academic Enrollment
- The Campus app: teachers see their own classes and periods; set-up stays on the web
- Not in the app: room booking
What you control
Settings
- Running academic year: on the school's Education tab
- Enroll Type per subject: Auto or Manual
- Subject Priority: Mandatory or Optional
- Room scope: this school, shared with chosen schools, or common; Allow Booking on to start with
- Booking Notification: users told about each booking of a room
Notifications
- Room booking: an email to the booker and the room's named users when a booking is confirmed or cancelled
Questions
We call them standards and divisions. Does that matter?
No. A class is a course and a division is a class room (section) on screen; the names you type are what teachers and parents see.How do we move the whole school to the next year?
Create and activate the new terms, their sections, subjects and Subject Faculty. Then run Academic Enrollment once per section. Students who repeat are changed one by one.Can optional subjects go only to some students?
Yes. Mark the subject Manual, then on its Subject Faculty line press Enroll and keep only the students who take it.Can two schools of our group share a hall?
Yes. Mark the room as shared with the chosen schools, or common to all. Bookings check that the times do not overlap.Does the timetable check room clashes?
Not without SmartMy Facility: the timetable places each period in the section's own room. With SmartMy Facility, each dated class reserves that room, and a clash with another class or an exam is refused.Related features
ADMISSIONS AND STUDENT RECORDSStudent records, parents and documentsOne record per student with the father, mother and guardian, their contacts and their login. The papers the school holds, from the birth certificate to the previous school's TC, are kept with numbers, dates, scans and where the original lies.TIMETABLE, HOMEWORK, NOTICESTimetable, holidays and lesson plansSet the periods of the day, the holidays and the weekly timetable once. Teachers, parents and students see the same week. Each day's class sessions and registers are made from it, and a teacher can tie a lesson plan to a period.ATTENDANCE AND LEAVEClass attendance, and attendance for parentsTeachers mark each period's register on the web or on their phone, starting from all present. Parents see the percentage, every absence and the figures by subject, and are told the same day when their child is absent.ADMISSIONS AND STUDENT RECORDSSet-up from spreadsheetsBring your school in from Excel: staff, classes, sections, subjects, students with parents, the timetable, this year's attendance, fees, marks and library. The whole workbook is checked first, and nothing is saved until every row is clean.GROUPSeveral schools and a group dashboardRun each school of your trust as its own institution in one account. A parent whose children study in different schools signs in once. A group dashboard gives management one scorecard per school every day: students, staff, attendance, fees, exams, messages and discipline.ADMISSIONS AND STUDENT RECORDSStaff recordsKeep each teacher's and staff member's file in the school system: staff ID, joining date, qualifications, earlier jobs and family. With SmartMy HRMS the service dates come from HR and stay the same in both.
See your own school year run in it.
Tell us how many students you have, which classes you run and how you collect fees today. We will show you SmartMy School set up that way.