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SISConfigurationOverview

SIS Configuration

The SIS Configuration page provides comprehensive control over your Student Information System settings. Configure academic policies, attendance tracking, leave approval workflows, and class period schedules.

Note: Timetable configuration has been moved to the Timetable Management page for better organization.

Accessing SIS Configuration

  1. Navigate to Settings from the main sidebar
  2. Click on Configuration
  3. Select SIS from the configuration options

Alternatively, access directly at: /settings/config/sis

Permission Required: You need the institute.settings permission to access and modify these settings.

Configuration Tabs Overview

The SIS Configuration is organized into four main tabs:

TabDescription
GeneralCore academic settings and attendance policies
LeaveLeave request approval workflow configuration
PeriodsClass period schedule management (institute-wide or class-wise)

For timetable configuration, visit Timetable Management.

Common Workflows

Complete Initial Setup

  1. General Tab:

    • Create SIS configuration
    • Set period strategy, attendance method, threshold
    • Save configuration

  2. Leave Tab:

    • Configure approval workflow (Class Teacher → Principal)
    • Save workflow

  3. Periods Tab:

    • Set up institute-wide schedule OR configure class-wise schedules
    • Create sessions (assembly, periods, breaks, lunch)
    • Save period configuration

  4. Timetable Tab:

    • Select academic year and class record
    • Create timetable from period config
    • Assign subjects and teachers for the week
    • Save timetable

Mid-Year Changes

Changing Attendance Method:

  1. Go to General tab
  2. Change “Student Attendance Method”
  3. Save changes
  4. Note: Existing attendance records remain unchanged

Adding Approval Step:

  1. Go to Leave tab
  2. Click “Add Approval Step”
  3. Reorder if needed
  4. Save workflow

Adjusting Period Times:

  1. Go to Periods tab
  2. Edit session times in Timeline Editor
  3. Save configuration
  4. Update timetables if subjects need rescheduling

Start of New Academic Year

  1. General Tab: Review settings, update if needed
  2. Periods Tab:
    • Review period configuration
    • Adjust if calendar/structure changed
  3. Timetable Tab:
    • Create timetables for new academic year
    • Assign subjects and teachers for all classes
    • Review and finalize

Permissions and Access Control

Required Permissions

  • View Configuration: institute.settings (read access)
  • Modify Configuration: institute.settings (write access)
  • SIS Module Access: sis.* (for full SIS functionality)

Role-Based Access

  • Administrators: Full access to all tabs
  • Academic Coordinators: Typically granted full SIS config access
  • Teachers: Usually view-only or no access
  • Staff: Limited based on role

Note: Permission requirements may vary based on your institute’s setup. Contact your system administrator for specific access needs.

Frequently Asked Questions

Can I change the period strategy after initial setup?

Yes, but be aware that:

  • Existing period configurations remain
  • You may need to reconfigure schedules
  • Timetables may need updating
  • Best done at the start of a new term/year

What happens if I change attendance threshold mid-year?

  • New threshold applies immediately for reports and checks
  • Historical attendance percentages remain unchanged
  • Students previously flagged may no longer be flagged (or vice versa)
  • Communicate changes to students and parents

Can I have different leave approval workflows for different classes?

Currently, the leave approval workflow is institute-wide and applies to all students. Class-specific workflows may be available in future updates.

How do I handle substitute teachers in timetables?

The timetable shows the regular assigned teacher. For substitutions:

  • Use the attendance/class management features to mark substitutes
  • Update timetable only if the substitution is permanent
  • Temporary substitutions don’t require timetable changes

Can periods have different durations?

Yes:

  • Set a default period duration in General tab
  • Individual periods can have different durations
  • Edit session start/end times in the Periods tab
  • Each session can be as short or long as needed

What if school timing changes mid-year?

  1. Update institute working hours in Institute Configuration
  2. Go to Periods tab and adjust session times
  3. Review all timetables for affected classes
  4. Communicate changes to all stakeholders

Can I copy timetables between classes?

Currently, timetables are configured individually per class record. Manual copying is required. Future updates may include template/copy features.

Tips for Success

  1. Plan Before Configuring:

    • Document your ideal schedule on paper first
    • Get input from teachers and academic coordinators
    • Consider all stakeholders’ needs

  2. Start Simple:

    • Begin with institute-wide period config if suitable
    • Add complexity (class-wise) only if needed
    • Keep session types consistent across classes

  3. Regular Reviews:

    • Review attendance data monthly
    • Adjust timetables at term boundaries if needed
    • Collect feedback from teachers and students

  4. Communication:

    • Inform all staff about configuration changes
    • Share timetables with teachers and students
    • Update parents on any policy changes

  5. Data Integrity:

    • Save frequently when configuring
    • Double-check assignments before saving
    • Keep backups of important configurations

  6. Leverage Automation:

    • Use “Create from Period Config” for timetables
    • Let the system enforce validation rules
    • Trust the conflict detection

Getting Help

If you encounter issues or need assistance:

  1. In-App Help: Click the help icon (?) in the header
  2. Documentation: Return to this guide for reference
  3. Support Team: Contact your system administrator
  4. Training: Request training sessions for complex setups

Summary

The SIS Configuration page is your central hub for:

  • ✅ Setting academic policies and attendance rules
  • ✅ Configuring leave approval workflows
  • ✅ Creating flexible period schedules
  • ✅ Building comprehensive class timetables

Take time to configure these settings carefully at the start of the year, and review regularly to ensure they continue to meet your institute’s needs.

  1. Class Teacher

    • The designated class teacher marks attendance
    • Best for: Primary schools, homeroom-based systems
    • Benefit: Single point of responsibility

  2. First Period Teacher

    • The teacher of the first period each day marks attendance
    • Best for: Period-wise attendance, rotating schedules
    • Benefit: Distributed responsibility, flexible

Configuration:

  1. Choose who should mark attendance
  2. Click Save Changes
  3. This affects who sees attendance marking options in the SIS module

Attendance Threshold

Minimum attendance percentage required for student eligibility.

Details:

  • Range: 0-100%
  • Default: 75%
  • Common values: 75% (standard), 80% (strict), 70% (lenient)
  • Impact: Affects promotion and exam eligibility

How to Configure:

  1. Enter a percentage value (e.g., 75)
  2. Save your configuration
  3. System will flag students below this threshold

Use Cases:

  • 75%: Standard requirement for most institutions
  • 80%: Stricter attendance policy
  • 85%: Very strict, ensures regular attendance
  • 70%: Lenient policy for special circumstances

Best Practice: Align this with your institute’s official attendance policy and inform parents clearly.

Default Period Duration

Standard length of a class period in minutes.

Details:

  • Range: 5-300 minutes
  • Default: 40 minutes
  • Common values: 35, 40, 45, 50, 60 minutes

Configuration:

  1. Enter duration in minutes
  2. This serves as the default when creating new periods
  3. Individual periods can override this value

Examples:

  • 40 minutes: Standard secondary school period
  • 45 minutes: Common for high schools
  • 30 minutes: Shorter periods for younger students
  • 60 minutes: Extended periods or lab sessions

Current Settings Display

After configuration, view your active settings at a glance:

  • Period Strategy: Visual display with icon
  • Attendance Method: Current tracking method
  • Attendance In Charge: Who marks attendance
  • Attendance Threshold: Minimum percentage displayed
  • Default Period Duration: Standard period length

Configuration Information

Detailed explanations of each setting are provided in an information card for reference.

Leave Tab

Configure the approval workflow for student leave requests. Define the chain of approvers and the order in which leave requests are processed.

Prerequisites

Important: You must create a SIS configuration from the General tab first. If no configuration exists, you’ll see a message prompting you to set it up.

Understanding Leave Approval Workflow

The leave approval workflow defines a sequence of approvers who must review and approve student leave requests:

  • Sequential Processing: Each step must approve before moving to the next
  • Step-by-step: Requests move through the workflow in order
  • Flexible: Add, remove, or reorder steps as needed

Available Approval Steps

1. Class Teacher

  • The teacher assigned to the student’s class
  • First-line review of leave requests
  • Knows students personally, can verify reasons

2. Principal

  • Final approval authority
  • Reviews important or lengthy leave requests
  • Ensures policy compliance

Configuring the Workflow

Viewing Current Workflow

The current approval steps are displayed with:

  • Step number: Position in the workflow (1, 2, 3…)
  • Step name: Role of the approver
  • Step description: Whether it’s first, middle, or final approval

Adding Approval Steps

  1. Locate the Add Approval Step section
  2. Click the button for the role you want to add:
    • Class Teacher
    • Principal
  3. The step appears at the end of the workflow

Note: Each role can only appear once in the workflow. Attempting to add a duplicate will show an error.

Reordering Steps

To change the order of approval:

  1. Click the Up arrow (⬆️) to move a step earlier in the workflow
  2. Click the Down arrow (⬇️) to move a step later in the workflow
  3. The first step cannot move up
  4. The last step cannot move down

Example Reordering:

  • Original: Class Teacher → Principal
  • After moving Principal up: Principal → Class Teacher

Removing Steps

  1. Click the trash icon (🗑️) next to the step
  2. The step is immediately removed from the workflow
  3. Cannot remove if it’s the only step

Saving the Workflow

  1. Make your desired changes (add, remove, reorder)
  2. Review the workflow sequence
  3. Click Save Workflow at the bottom
  4. Success notification confirms the update

Warning: You must have at least one approval step. Attempting to save an empty workflow will show an error.

Workflow Use Cases

Simple Workflow

Scenario: Small school, direct principal oversight

  • Configuration: Principal only
  • Process: All requests go directly to principal

Standard Workflow

Scenario: Most schools, class teacher knows students

  • Configuration: Class Teacher → Principal
  • Process: Teacher reviews first, then principal for final approval

Future Expansion

As more approval roles become available, you can create complex workflows:

  • Class Teacher → Coordinator → Vice Principal → Principal
  • Department Head → Class Teacher → Principal

Workflow Information

Key points about leave approval:

  • Class Teacher: First-line approver, knows students well
  • Principal: Final authority, ensures policy compliance
  • Sequential: Each step must approve before the next
  • Order Matters: Steps process in the configured sequence

Periods Tab

Configure class period schedules for your institute. Depending on your Period Configuration Strategy (set in General tab), you can create either a single institute-wide schedule or separate schedules for each class.

Prerequisites

  1. SIS Configuration: Must be created from General tab
  2. Period Strategy: Must be selected (Institute Wide or Class Wise)
  3. Institute Configuration: Working hours must be set

Period Configuration Overview

The Periods tab displays:

  • Period Schedule Type: Current strategy (read-only, change in General tab)
  • School Day Start Time: From institute configuration (read-only)
  • School Day End Time: From institute configuration (read-only)

Institute-Wide Strategy

When using Institute-Wide period configuration, all classes follow the same schedule.

Days Configuration

Specify which days of the week the schedule applies to.

How to Configure:

  1. In the Days Configuration section, select applicable days
  2. Default: Monday through Friday (weekdays)
  3. Add Saturday for 6-day weeks
  4. Select any combination that matches your calendar

Common Configurations:

  • 5-day week: Mon-Fri
  • 6-day week: Mon-Sat
  • Alternate Saturdays: Add Saturday but mark specific dates as holidays

Timeline Editor

Visual interface for creating and managing sessions throughout the school day.

Features:

  • Drag-and-drop: Resize sessions by dragging edges
  • Visual timeline: See your entire day at a glance
  • Color-coded: Different session types have distinct colors
  • Time markers: Hour and minute indicators

How to Use:

  1. Click Add Session to create a new period
  2. Drag session edges to adjust start/end times
  3. Click a session to edit details
  4. Drag sessions vertically to reorder (if enabled)

Session Types

Different types of sessions for your school day:

  1. Curricular

    • Regular teaching periods
    • Subject-specific classes
    • Color: Blue

  2. Co-Curricular

    • Lab sessions, practical classes
    • Library periods
    • Color: Blue

  3. Assembly

    • Morning assembly
    • Special gatherings
    • Color: Purple

  4. Break

    • Short breaks between periods
    • Recess time
    • Color: Green

  5. Lunch Break

    • Lunch period
    • Mid-day meal break
    • Color: Orange

  6. Extra Curricular

    • Sports periods
    • Music, art, drama classes
    • Color: Yellow

  7. Preparation

    • Study periods
    • Teacher preparation time
    • Color: Pink

Creating Sessions

  1. Click Add Session or use the Timeline Editor
  2. Fill in session details:
    • Name: Descriptive name (e.g., “Period 1”, “Morning Assembly”, “Lunch”)
    • Start Time: When the session begins
    • End Time: When the session ends
    • Type: Select from session types above
  3. Click Save

Example Day Structure:

08:00 - 08:30  Morning Assembly (Assembly)
08:30 - 09:10  Period 1 (Curricular)
09:10 - 09:50  Period 2 (Curricular)
09:50 - 10:30  Period 3 (Curricular)
10:30 - 10:50  Break (Break)
10:50 - 11:30  Period 4 (Curricular)
11:30 - 12:10  Period 5 (Curricular)
12:10 - 12:50  Lunch Break (Lunch Break)
12:50 - 01:30  Period 6 (Curricular)
01:30 - 02:10  Period 7 (Curricular)
02:10 - 02:50  Period 8 (Curricular)

Editing Sessions

  1. Click Edit button next to a session in the table view
  2. Or click a session in the Timeline Editor
  3. Modify any field (name, time, type)
  4. Click Save to apply changes

Sessions Overview Table

Toggle table view to see all sessions in a structured format:

  1. Click Show Table View button
  2. View columns:
    • Name
    • Start Time
    • End Time
    • Duration (calculated)
    • Type (with color badge)
    • Actions (Edit button)
  3. Use search to filter sessions

Search Function:

  • Search by session name
  • Search by session type
  • Results filter in real-time

Saving Institute-Wide Configuration

  1. Make all desired changes (days, sessions, times)
  2. Click Save Changes at the bottom
  3. Success notification confirms the update
  4. Click Reset to discard unsaved changes

Class-Wise Strategy

When using Class-Wise configuration, each class can have its own unique schedule.

How It Works

  • Independent Schedules: Each class has separate period configuration
  • Default Template: Uses institute working hours as baseline
  • Customizable: Different classes can have different structures

Configuring Class Schedules

  1. Select a Class: Choose from the class dropdown
  2. View/Create Configuration: System loads or creates configuration for that class
  3. Configure Sessions: Same process as institute-wide (timeline editor, sessions)
  4. Configure Days: Select applicable days for this class
  5. Save: Each class configuration saves independently

Use Cases:

  • Grade-specific schedules: Different period lengths for different grades
  • Section variations: Section A has different timing than Section B
  • Special programs: Honors classes, vocational tracks with unique structures

Managing Multiple Classes

  1. Configure one class at a time
  2. Save each configuration before switching
  3. Use the same session types across all classes for consistency
  4. Copy successful configurations manually to similar classes

Session Editor Dialog

Detailed editor for individual sessions:

Fields:

  • Session Name: Descriptive identifier
  • Start Time: Hour and minute picker
  • End Time: Hour and minute picker
  • Session Type: Dropdown with all types
  • Duration: Auto-calculated, displayed as information

Validation:

  • Start time must be before end time
  • Session must fit within school day hours
  • Sessions should not overlap (warning shown)

Actions:

  • Save: Apply changes and close
  • Delete: Remove session entirely
  • Cancel: Close without saving

Best Practices

  1. Consistent Breaks: Schedule regular breaks for student well-being
  2. Realistic Durations: Keep periods between 35-50 minutes for optimal attention
  3. Buffer Time: Add 5 minutes between periods for transition
  4. Lunch Timing: Schedule lunch after 4-5 periods, around midday
  5. Assembly First: Start the day with assembly for announcements
  6. Avoid Back-to-Back: Don’t schedule difficult subjects consecutively

Troubleshooting

Cannot Save Configuration

  • Ensure all sessions have valid times
  • Check that sessions don’t extend beyond school hours
  • Verify at least one day is selected

Sessions Overlap

  • Review session times in table view
  • Adjust start/end times to eliminate gaps or overlaps
  • Use Timeline Editor for visual debugging

Changes Not Appearing

  • Click Save Changes after modifications
  • Refresh if using multiple browser tabs
  • Check for error messages in notifications

Timetable Configuration

Timetable configuration has been moved to improve user experience and workflow.

Accessing Timetable Configuration

Navigate to: SIS → Timetable → Configuration tab

Or visit directly: /sis/timetable?tab=config

What You Can Do

In the Timetable Configuration tab, you can:

  • Assign subjects and teachers to class periods
  • Create comprehensive weekly timetables
  • Define what is taught when and by whom
  • Manage timetables for all class records
  • Copy configurations across days
  • View and edit existing timetables

For comprehensive documentation on timetable configuration, see:

Common Workflows

Complete Initial Setup

  1. General Tab:

    • Create SIS configuration
    • Set period strategy, attendance method, threshold
    • Save configuration

  2. Leave Tab:

    • Configure approval workflow (Class Teacher → Principal)
    • Save workflow

  3. Periods Tab:

    • Set up institute-wide schedule OR configure class-wise schedules
    • Create sessions (assembly, periods, breaks, lunch)
    • Save period configuration

  4. Timetable Tab:

    • Select academic year and class record
    • Create timetable from period config
    • Assign subjects and teachers for the week
    • Save timetable

Mid-Year Changes

Changing Attendance Method:

  1. Go to General tab
  2. Change “Student Attendance Method”
  3. Save changes
  4. Note: Existing attendance records remain unchanged

Adding Approval Step:

  1. Go to Leave tab
  2. Click “Add Approval Step”
  3. Reorder if needed
  4. Save workflow

Adjusting Period Times:

  1. Go to Periods tab
  2. Edit session times in Timeline Editor
  3. Save configuration
  4. Update timetables if subjects need rescheduling

Start of New Academic Year

  1. General Tab: Review settings, update if needed
  2. Periods Tab:
    • Review period configuration
    • Adjust if calendar/structure changed
  3. Timetable Tab:
    • Create timetables for new academic year
    • Assign subjects and teachers for all classes
    • Review and finalize

Permissions and Access Control

Required Permissions

  • View Configuration: institute.settings (read access)
  • Modify Configuration: institute.settings (write access)
  • SIS Module Access: sis.* (for full SIS functionality)

Role-Based Access

  • Administrators: Full access to all tabs
  • Academic Coordinators: Typically granted full SIS config access
  • Teachers: Usually view-only or no access
  • Staff: Limited based on role

Note: Permission requirements may vary based on your institute’s setup. Contact your system administrator for specific access needs.

Frequently Asked Questions

Can I change the period strategy after initial setup?

Yes, but be aware that:

  • Existing period configurations remain
  • You may need to reconfigure schedules
  • Timetables may need updating
  • Best done at the start of a new term/year

What happens if I change attendance threshold mid-year?

  • New threshold applies immediately for reports and checks
  • Historical attendance percentages remain unchanged
  • Students previously flagged may no longer be flagged (or vice versa)
  • Communicate changes to students and parents

Can I have different leave approval workflows for different classes?

Currently, the leave approval workflow is institute-wide and applies to all students. Class-specific workflows may be available in future updates.

How do I handle substitute teachers in timetables?

The timetable shows the regular assigned teacher. For substitutions:

  • Use the attendance/class management features to mark substitutes
  • Update timetable only if the substitution is permanent
  • Temporary substitutions don’t require timetable changes

Can periods have different durations?

Yes:

  • Set a default period duration in General tab
  • Individual periods can have different durations
  • Edit session start/end times in the Periods tab
  • Each session can be as short or long as needed

What if school timing changes mid-year?

  1. Update institute working hours in Institute Configuration
  2. Go to Periods tab and adjust session times
  3. Review all timetables for affected classes
  4. Communicate changes to all stakeholders

Can I copy timetables between classes?

Currently, timetables are configured individually per class record. Manual copying is required. Future updates may include template/copy features.

Tips for Success

  1. Plan Before Configuring:

    • Document your ideal schedule on paper first
    • Get input from teachers and academic coordinators
    • Consider all stakeholders’ needs

  2. Start Simple:

    • Begin with institute-wide period config if suitable
    • Add complexity (class-wise) only if needed
    • Keep session types consistent across classes

  3. Regular Reviews:

    • Review attendance data monthly
    • Adjust timetables at term boundaries if needed
    • Collect feedback from teachers and students

  4. Communication:

    • Inform all staff about configuration changes
    • Share timetables with teachers and students
    • Update parents on any policy changes

  5. Data Integrity:

    • Save frequently when configuring
    • Double-check assignments before saving
    • Keep backups of important configurations

  6. Leverage Automation:

    • Use “Create from Period Config” for timetables
    • Let the system enforce validation rules
    • Trust the conflict detection

Getting Help

If you encounter issues or need assistance:

  1. In-App Help: Click the help icon (?) in the header
  2. Documentation: Return to this guide for reference
  3. Support Team: Contact your system administrator
  4. Training: Request training sessions for complex setups

Summary

The SIS Configuration page is your central hub for:

  • ✅ Setting academic policies and attendance rules
  • ✅ Configuring leave approval workflows
  • ✅ Creating flexible period schedules
  • ✅ Building comprehensive class timetables

Take time to configure these settings carefully at the start of the year, and review regularly to ensure they continue to meet your institute’s needs.

RemarksGeneral