Getting started
Operator seasonal calendar
What the front office has to do in each part of the school year, in dependency order, with the screen for every step.
Getting started guide for day and boarding schools.
Last updated August 29, 2026
The school year has a dependency order, and most painful weeks come from doing a step before the one it needs. Attendance cannot be marked until each section has a homeroom teacher. Fee bills cannot be generated until pupils are placed in those sections. Report cards cannot be published until every subject has a mark. Timetable publishing refuses while conflicts remain, and substitute cover is only generated from a published grid. Work down the table in order rather than by the month on the wall.
| Period | Focus | What the office actually does |
|---|---|---|
| Before the session | Spine | Create and activate the year at /academic-year, load holidays at /holiday-master, sync /academic-calendar, and confirm outbound mail once at /settings/email-test. |
| Before the session | Roster and teaching | Populate /classes and /subjects, set a class teacher on every section, assign teachers in the Configure step of /timetable, then publish the grid. |
| Intake season | Admissions | Open the cycle at /admissions/setup, work applications, run tests at /admissions/tests and interviews at /admissions/interviews, issue offers, and enrol at /admissions/enrollments. |
| Session start | Fees and transport | Build fee types, structures, and the instalment schedule, run /fees/bulk-generate, check /fees/class-summary, then assign bus stops at /transport/assignments. |
| Session start | Family access | Issue portal logins at /parents. Each child is a separate guardian record and each record needs its own login with its own email address. |
| Term time | Academics | Chase unmarked registers, support homework publishing at /assignments, and keep lesson plans and syllabus coverage moving. |
| Exam windows | Exams | Build the session at /exam-setup, schedule at /exam-schedule, generate seating and hall tickets, then support marking and the publish sign-offs. |
| Term end | Results | Confirm every subject has a mark before leadership publishes at /grades/report-cards - publish is refused for the whole class while any pupil is missing one. |
| Year close | Rollover | Collect promotion recommendations, issue transfer and bonafide certificates at /students/certificates, then hand the rollover to leadership. |
Peaks worth preparing for
- Fee generation and collection opening in the same week. Generate first, reconcile the class summary, then announce.
- Offer acceptance deadlines. Offers do not expire on their own here, so the office has to work the list by hand and release seats manually.
- Report card publication. The blocking check is completeness across the whole class, so start chasing gaps a fortnight early, not on the day.
- Bus route changes after term starts. Ending an assignment automatically waives that pupil’s unpaid transport instalments, which is usually right but always surprising.
Common questions
Quick answers in plain language.
What has to exist before fee collection can open for a new session?+
In order: an active academic year, students placed in class sections, fee types, fee structures attached to those sections and that year, and then a bulk generation run. Generation matches structures to the class a pupil is actively enrolled in, so a roster that is still incomplete produces bills for some children and nothing for others. Review /fees/class-summary before telling anybody collection is open.
Which certificates can the office issue at year end?+
Two, and only two: a transfer certificate and a bonafide certificate. There is no custom certificate designer and no additional types. Issuing them needs Platform Admin, Principal, or Vice Principal, and the office works from /students/certificates.
Who runs the promotion and year rollover steps?+
Promotion decisions and the promotion run at /students/promotions are limited to Platform Admin, Principal, and Vice Principal, as is the rollover at /academic-year/rollover. Operators prepare the roster and chase missing marks; they cannot execute the change themselves.
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