Setup

Departments, Buildings, and Rooms

Set up department grouping, campus buildings, schedulable rooms, and department-scoped users.

#departments#buildings#rooms#setup#schedule rooms#scope

What Each Record Means

#departments#buildings#rooms

Record	Use it for	Do not use it for
Department	Academic grouping, filtering, reporting, and scoped access for selected users.	Replacing courses, sections, cohorts, or enrollments.
Building	Physical or logical campus locations such as Main Block or Science Block.	Primary permission rules.
Room	The actual schedulable space used by section schedules and timetable conflict checks.	Broad academic grouping.

Keep the jobs separate

A department describes academic or administrative scope. A building describes where rooms live. A room is the space selected for a schedule.

Department Setup

#department#scope#filters

Departments are organization-defined groups such as Computer Science, English, Commerce, or Science. They make course, section, teacher, and student lists easier to filter and can limit what selected Sub Admins or Managers can manage.

Assign one department to a course when the course has a clear owner.
Assign one or more departments to teachers when they work across academic groups.
Assign a primary department and optional extra departments to students.
Use All Departments for unrestricted Managers or Sub Admins, and Selected Departments when their work should stay inside a specific scope.

Buildings and Rooms

#buildings#rooms#capacity#campus navigation#images

Buildings contain rooms. A room name only needs to be unique inside its building, so Main Block 101 and Science Block 101 can both exist. The same records also power Campus Navigation, so clear images, floors, landmarks, and directions make the campus directory more useful.

Create buildings before creating rooms.
Optionally link buildings to departments to make filtering and suggestions easier.
Upload a recognizable building image and room image when possible. These appear in the Campus Map directory.
Set room floor, type, and capacity when known. Floor is required because rooms are grouped by building and floor.
Use landmarks and directions notes for practical wayfinding, such as “near reception” or “use the east stairs.”
Deactivate rooms that should no longer appear in new schedule selectors.

Why details are worth the time

Building and room details are reused in schedules, timetable context, CSV imports, room search, and Campus Navigation. Good setup lets users find a room by code, photo, floor, department, landmark, or directions note instead of asking for a database ID or guessing from a room name.

Schedule Room Behavior

#schedules#default room#conflicts

A section default room is only a suggestion. The room selected on a schedule is the actual room shown on timetables and used for room conflict checks.

When a section has a default room, new schedule slots preselect it.
A schedule can use a different room from the section default.
Room conflicts compare the selected structured room, day, and overlapping time.
Older records without a structured room may still show their saved legacy room text until updated.

Department-Scoped Users

#sub admin#manager#scope

Sub Admins and Managers can be allowed to work across all departments or limited to selected departments. Org Admins remain organization-wide.

Role	Department scope behavior
Org Admin	Can manage organization records across departments.
Sub Admin	Can be scoped to all departments or selected departments for operational academic records.
Manager	Can be scoped to all departments or selected departments for academic management.
Teacher	Still follows assigned-section access for teaching work.
Student and Guardian	Still follow self and linked-student access.
Finance Manager	Finance access stays separate from department scope in this version.