Organization settings, plan and modules

In the organization settings you manage your organization's details: name, logo and colours, languages, contact and tax details, the academic year, email and a few choices for the app. You also see which modules your organization has, but you do not switch them on or off here: modules follow from your plan, or Aqlemy switches them on.

Where to find it

Sidebar → Settings → Settings. You land directly on the edit page of your own organization (/admin/organizations/<id>/edit). The page has five tabs: General, Contact Information, Academic Year Settings, Features and Integrations. At the bottom is one Save Changes button for all tabs together. Only Aqlemy's platform administrator sees the subscription management tab.

Who can do this

• An administrator with the Manage settings permission (manage_settings). Without it you don't see the menu item.
• Change plan and Cancel on the subscription card also require Manage billing (manage_billing).
• Teachers have no access to this page.
• Not editable for an administrator: the slug (web address), the modules (Features tab) and the SSO settings. Aqlemy sets up modules and SSO.

What is on each tab

• General — Basic Information: organization name, the name in Turkish, Dutch and English, and description (the slug is shown greyed out). The Subscription card (see below). Branding: logo (PNG, JPG, GIF or WebP, max 5 MB, buttons Choose Logo and Remove Logo), Primary Color and Secondary Color (HEX, for example #FF5733). Language Options: TR, NL and/or EN, at least one. If your plan includes Widget Embed, the Widget Generator card is here too.
• Contact Information — address (street, postal code, city, province, country), website and Tax details: Chamber of Commerce (KvK) number and VAT number.
• Academic Year Settings — academic year start and end date, Academic Year Active, and Region (North, Middle or South) for the official school holiday overview. Below that, two switches: Weekly overview and Teacher reachability. Also the Audio submission for homework card, which saves immediately (see below).
• Features — all modules with their status, grouped as Core Features, Education and School Management, Financial and Management, Mobile App Features and Support features. For an administrator it says View Only: you cannot change anything here.
• Integrations — SSO settings (read-only) and the Email Settings: how email is sent on behalf of your organization. See the article "Setting up your organization’s email".

Which plan contains which module

The names below are the names on the Features tab.

• In every plan: Dashboard, Users, Data Management, Support and Platform Releases.
• Membership System: Announcements, Events, Finance, Payment Requests, Widget Screens, Tasks and Member Registration (the Member management menu).
• Education Light: Teachers, Announcements, Events, Holidays, Registrations, Payment Requests, Communication, Educational Materials, Widget Screens, Student dossier and Tasks. Not included: Finance and Member Registration.
• Education Complete: everything in Education Light, plus Finance, Lesson Observations, Inventory, AI Assistant and Widget Embed.
• Membership + Education Complete: everything in Education Complete, plus Member Registration.
• Outside the plans, only via Aqlemy: Qibla Compass, Prayer Times, ANBI Calculator, Live Stream, Elifba Book, Laposta email marketing sync, Live Fundraising, Advertising, Social media cross-posting, AI Assistant for teachers and Self-service member registration. Request them with a support request.

A new account starts with a free 30-day trial. A custom domain for your public website is only available with Education Complete or Membership + Education Complete.

Step by step: changing or cancelling your plan

1. Go to Sidebar → Settings → Settings, tab General.
2. The Subscription card shows your plan, the status, during a trial the days remaining and the date of the first charge, otherwise the Next charge and the last payment.
3. Click Change plan and pick a plan (marked Current, Upgrade or Downgrade). An upgrade takes effect immediately and the modules unlock right away; the new price applies from the next billing cycle. A downgrade takes effect at the next billing cycle; until then the card says "Changes to … on …".
4. To stop, click Cancel, optionally enter a reason and confirm with Confirm cancellation. During the trial the cancellation takes effect immediately and you are never charged; you keep access until the end of the trial. After that, you keep access until the end of the paid month.

Step by step: logo and colours

1. Tab General, block Branding: click Choose Logo and pick an image.
2. Pick a Primary Color and a Secondary Color with the colour picker or type a HEX code.
3. Click Save Changes. The logo and colours appear in the portal, on your public website, in the mobile app and in your organization's emails.

Step by step: weekly overview and calling teachers

1. Tab Academic Year Settings.
2. Enable weekly overview: every Sunday, parents, members and students get a bundled overview of that week's announcements, events and holidays, only what is meant for them and in their own language. If there is nothing, nothing is sent.
3. Parents and students may call teachers: if you switch this off, the call button disappears from the app and the number is no longer sent to the app. Messaging keeps working, and the number stays visible in the portal. No app update is needed.
4. Click Save Changes.

Step by step: turn on audio submission for homework

With audio submission, teachers can ask for a voice recording as the submission for detailed homework, which they listen to in the portal and give feedback on. The feature is off by default.

1. Tab Academic Year Settings, card Audio submission for homework.
2. Switch on Turn on audio submission. This is only possible once your organization has accepted the latest version of the data processing agreement; otherwise a warning shows the version that has to be accepted first.
3. Choose the Retention period: 1 to 7 days (default 7). After that period every recording is deleted automatically, even if nobody listened to it. A shorter period also applies right away to existing recordings; a longer one does not extend them.
4. This card saves every change immediately; you don't need to click Save Changes.

After that, teachers see the Audio submission box for detailed homework. Only teachers of the class can play recordings; an administrator only sees the status. The card also shows how much storage the recordings use (In use: … of …). Recordings are not included in the off-site backup; only the hosting provider's daily system copy contains them for at most 7 days.

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

• I don't see the Settings menu. You lack the Manage settings permission. Ask an administrator who has it.
• A colleague or I am missing a menu item. Check on the Features tab whether the module is on. If it is off, it is not in your plan: change plans or ask Aqlemy. If it is on, the colleague probably lacks the permission (see Users).
• I don't see the Change plan and Cancel buttons. You lack Manage billing, the subscription is already cancelled, or it is not in trial or active.
• I don't see the Subscription card at all. If your organization falls under an umbrella organization, the subscription runs through the umbrella. Without a subscription of its own, the card shows nothing.
• I don't see the Widget Generator. It only appears when Widget Embed is on (Education Complete or Membership + Education Complete).
• I can't turn on audio submission. Your organization has not yet accepted the latest data processing agreement; the warning on the card names the version. An administrator with Manage settings accepts it in the Our terms have been updated window that appears in the portal after signing in, with I agree on behalf of the organisation. You can then turn the function on straight away, even before that version's effective date.

Frequently asked questions

Can I switch a module on or off myself? No. The Features tab is read-only for an administrator. Modules follow from your plan; Aqlemy switches on the separate modules.

Can I change my organization's web address (the slug)? No, the slug is fixed. For your own web address, connect a custom domain via Public website, tab Custom domain.

Can I enable Arabic as a language? No, under Language Options you choose from Turkish, Dutch and English.

Where do I set the time zone? You can't; there is no time zone setting.

How do I change the SSO settings? Aqlemy's platform administrator does that. Send a support request.

Do I lose anything when I switch tabs? No, but nothing is saved until you click Save Changes. Exception: the Audio submission for homework card saves immediately.

Can students submit homework as a voice recording? Yes, if you turn on Audio submission for homework (tab Academic Year Settings). Teachers then turn it on per assignment. Recordings are deleted automatically after the retention period (1 to 7 days) and are not included in the off-site backup.