Administrator's operational manual

School Admin

Once your institution is set up, this is the routine for keeping it running. Each task links to the detailed page. Only the tasks for modules your institution has will apply.

Every day

Task	Where	Notes
Check who is in	Dashboard → In today, then Attendance → Attendance History	The card turns amber below 85%. Follow up on classes with no register. See Attendance.
Mark or correct registers for absent teachers	Attendance → Mark Attendance	Choosing Absent requires a reason.
Decide leave requests and arrange cover	Teachers & Staff → Leave Approvals	The request shows which lectures are affected. See Staff leave.
Send teachers' draft announcements	Communication → Announcements	Teachers can only draft; you send or schedule. See Announcements.
Record fee payments at the counter	Fees → Invoices & Payments	There is no online payment; payments are recorded here. See Fees.
Review new applications	Students & Admissions → Admissions	Dashboard shows Admissions awaiting a decision. See Admissions.

Every week

Task	Where	Notes
Review attendance trends	Reports → Attendance Reports	Export if needed. See Reports.
Check timetable changes	Academics → Class Timetable	Cover arranged through leave approval appears as lecture changes.
Approve or reject concessions	Fees → Concessions	See Fees.
Check new staff and parents have signed in	Access & Security → User Accounts & Access	Invitations expire after 72 hours and cannot be resent from the app.
Publish study material drafts	Academics → Study Material	See Study material.

Every exam cycle

1. Create the exam and its papers — Academics → Examinations.
2. Move the exam to marks entry so teachers can enter marks.
3. Check all papers have marks, then lock marks.
4. Publish results. Parents then see them on Progress.

Teachers cannot move an exam between stages themselves. See Examinations.

Corrections after publishing

There is no button to reopen a published exam. Check marks carefully before you publish.

When people join

Who	What to do	Guide
Teacher	Add Teacher → access → staff record → teaching assignments → send invitation	Teacher onboarding
Office staff	Staff record, then Give access with a suitable role	Users and access
Student	Admission or Add student → enrol in a division → link guardians	Student admission
Parent	Guardian record → link children → Give access	Parent onboarding

When people leave

A teacher or staff member

1. Record the leaving on their staff record (All Staff).
2. Access & Security → User Accounts & Access → edit each of their accesses → Status: Revoked. Recording the leaving does not close their sign-in.
3. Reassign their classes: create new teaching assignments for the replacement and update the timetable.

Partially implemented

Teaching assignments cannot be removed in the app, so a departed teacher's old assignments remain listed. Revoking their access is what stops them using those classes.

A student

1. Withdraw the placement from the student's record. See Placement and promotion.
2. Review linked guardians' access in User Accounts & Access if the family has no other children at the institution.

Start of a new academic session

Follow Academic year setup and Year-end promotion. In short:

1. Add any new divisions to the structure.
2. Create the new session without making it current.
3. Promote students into next session's divisions while the old session is still current.
4. Make the new session current.
5. Add subjects for it — they don't carry over.
6. Re-create teaching assignments — they don't carry over.
7. Rebuild timetables.

Plan a short changeover window

Subjects and teaching assignments can only be added to the current session, and teachers see classes only through assignments in the current session. Between steps 4 and 7 teachers will see empty screens — do these steps together, outside teaching hours.

Holidays

Not available yet

There is no screen to enter holidays. On a holiday that isn't recorded, the nightly attendance job may treat students as absent and notify parents. Ask SOL before the first holiday of the year.

Security housekeeping (monthly)

Task	Where
Review who has Institution-wide access	User Accounts & Access
Suspend or revoke access that is no longer needed	User Accounts & Access → edit → Status
Review role permissions after SOL adds or removes a module	Roles & Permissions
Look for unexpected changes	Access & Security → Audit Trail — see Audit trail
Make sure at least two people hold School Admin	User Accounts & Access — you cannot change your own access

Who to contact

Problem	Contact
A module is missing, or a new one is needed	SOL
Your institution code, level ladder or account status	SOL
A person can't sign in, or sees the wrong things	Your School Admin first; see Troubleshooting