Class and group management

On Teacher and Class Management you set up your teaching: classes per season (school year), teachers and their login details, student placement, the timetable, the occupancy meter and registration per class through the public registration form. At the top you pick the season; all tabs follow that choice.

Where to find it

Sidebar → Education → Teacher and Class Management. Tabs: Dashboard (occupancy meter, key figures and class list), Cluster view (classes per organization part; drag a class to another cluster), Teachers, Schedules (List View or Calendar View) and Organogram View.

Who can do this

• Administrators with the permission Manage teachers (manage_teachers).
• The Teachers module must be part of your organization's package (the education packages). You do not switch a module on yourself: change the package via Settings → Settings, tab General, or ask Aqlemy.
• Teachers cannot open this page. A teacher only sees the classes they are linked to here, in their Student dossier, Attendance, Homework, Progress and Exams.

Set up (first time or new school year)

1. Set the school year: Settings → Settings, tab Academic Year Settings: fill in the Academic Year Start Date and Academic Year End Date. The current season follows from these. The season list always includes the next school year too, so you can plan ahead.
2. Add teachers: Teachers tab → New Teacher. See the block below.
3. Create classes: pick the season at the top → New Class. A class belongs to exactly one season.
4. Assign students: on the class → Manage students.
5. Plan the timetable: Schedules tab → New Schedule.
6. Optional: occupancy meter, registration per class and, in Finance, class fees.

Copying last season's classes is not possible: create them again for each season. The same class name may return in every season; within one season it must be unique ("A class with this name already exists for this season").

Step by step: create a class

1. Pick the right Academic Year (season) at the top and click New Class.
2. Enter the Class Name and check the season.
3. Under Teachers, choose one or more teachers. You can also add or unlink teachers later with Assign Teacher on the class.
4. Optional: Cluster (organization part), Classroom, Maximum number of students, Registration form audience and Registration via the form.
5. Save. The class appears on the Dashboard and in the Cluster view.

Step by step: add a teacher and let them sign in

1. Tab Teachers → New Teacher.
2. Fill in Name, Username (no spaces), Password, Phone number and Email, and optionally pick an Initial class. The password needs at least 8 characters, with an uppercase letter, a lowercase letter, a digit and a special character, and no three sequential digits (such as 123 or 654).
3. Click Add Teacher. The teacher can sign in straight away with this password. If you then use Send Credentials, it replaces the password with a temporary one that the teacher must change at first sign-in.
4. Email the login details: tick teachers → Send Credentials → choose the Credential Email Language → Reset and Send. Note: this resets the password. A teacher without an email address cannot receive details by email and cannot request a new password themselves.

Step by step: put students in a class

1. Click Manage students on the class. The Assign students window opens.
2. Filter with All, In this class, Other class or No class, or search by name, parent or class.
3. Tick or untick students; Select visible and Deselect visible work on the whole filtered list.
4. By default the class is added and the student's existing classes stay. Turn on Move instead of add if the student should only be in this class.
5. Click Save class list.

Students also end up in a class when you process a registration in Data & Content → Registrations.

Step by step: the timetable

1. Tab Schedules → New Schedule.
2. Choose one or more classes from the selected season, the Days and the Time range (start and end time).
3. The Schedule preview shows how many schedules will be created (one per day) and that each schedule applies to all chosen classes together. Click Add Schedule. One schedule is created per day containing all chosen classes; editing or deleting that schedule applies to all those classes. If you want a separate schedule per class, create them separately.

Occupancy meter and maximum per class

1. Dashboard tab → card Occupancy meter.
2. Fill in Target students per teacher. A class's capacity is that number times the number of teachers in the class.
3. Show internally: shows the meter and a warning when you assign students (only a signal; you can continue). Show publicly: shows parents and students an indication of how busy a class is during registration, without exact numbers.
4. Per class you override the ratio with Maximum number of students in the class form. Empty = automatic via the ratio.

Open or close registration per class

1. Edit the class (pencil) and under Registration via the form choose Open, Close when full or Closed.
2. Close when full needs a maximum (Maximum number of students or the teacher ratio). Without one, registration stays open. "Full" counts assigned students plus pending registrations that chose the class as a preferred class.
3. Under When the class is closed, choose Hide (the class disappears from the form) or Show as full (visible but not selectable).
4. With Registration form audience (Children, Adults, Everyone) you decide in which type of registration the class can be picked as a preferred class.
5. Reopen a closed class with Reopen on the class card.

The gate only applies to the public registration form. The class itself stays active, and you can keep assigning students. The public form only shows classes of the current season.

I can't see it / it doesn't work

• The menu item is missing. You lack the Manage teachers permission, or the Teachers module is not in the package.
• I see no classes. Check the season at the top; pick All Years if needed.
• "A class with this name already exists for this season". Choose another name or another season.
• A class is missing from the public registration form. Check Registration via the form (Closed, or Close when full and full), When the class is closed (Hide), the audience, and whether the class is in the current season.
• Sending credentials fails. The account has no email address.
• A teacher can't see a class. Link them to the class with Assign Teacher.

Frequently asked questions

Can I copy last year's class to the new school year? No. Create the class again in the new season; the name may be the same. Students keep their old class; add the new class or use Move instead of add.

Where do I set the price per class? Not on this page. Go to Finance → Finance, group Subscriptions, button Manage → Class fees. A fee belongs to a class, and a class to one season, so for a new season you set the fees again.

Do I link learning materials to a class or lesson week here? No, that is not possible anywhere. Learning materials live in Educational Materials, without a link to a class or week. Only Progress categories and items can be made visible per class.

What happens when I delete a class? A window opens where you choose between Archive, Soft delete or Permanent deletion, with a reason. Archiving is fully reversible.

What is a cluster? An organization part (for example a department or location) under which you group classes. You manage organization parts under Organization Management → Organization Parts.

Can a teacher be linked to several classes? Yes. And a class can have several teachers; the ratio-based capacity grows with them.