Workflows
Setting Up a New School
End-to-end guide for configuring a new school workspace from registration to first day of class.
Workflow overview
Setting up a new school requires decisions in the right order. This guide walks through each stage, explains what decisions to make, and warns about common pitfalls.
Full setup flow
User registration flow
Recommended user flow
| User type | Managed from |
|---|---|
| Sub Admin | Sub Admins page, by Admin. |
| Finance Manager | Finance Managers page, by Admin or Sub Admin where allowed. |
| Manager | Teachers area using the Manager role option. |
| Teacher | Teachers area. |
| Student | Students area. |
| Guardian | Guardians area and student guardian link. |
Stage 1: Organization profile
After registration is approved, the org admin should immediately configure the school profile. This information appears throughout the workspace.
- Set the official school name
- Upload a square logo image
- Add location and phone number
- Set and verify the contact email
- Choose an accent color that matches the school brand
Contact email verification
Verify the contact email early. An unverified email can delay account recovery and important platform communications.
Stage 2: Academic foundation
The academic foundation consists of departments, a GPA policy, shared institute cycles, courses, and optional program curricula. Programs are optional; the other records still support standalone delivery.
- 1Create academic departments first. Departments own courses and programs and can limit Sub Admin access.
- 2Review or customize the GPA policy. The default 4.0 scale works for most schools. If your school uses a 5.0 or 10.0 scale, create a new policy.
- 3Create the first academic cycle. Name it clearly (e.g. "Semester 1 - 2026"). Select the GPA policy for this cycle.
- 4Create all courses with proper names and credit hours. These names appear on transcripts, so use official names.
- 5If the institute uses programs, create each program under its department, reuse the shared cycles, and activate a complete curriculum.
Credit hours matter for GPA
If your school uses weighted GPA (by credit hours), set each course credit value correctly now. Changing it later can affect future transcript calculations.
Stage 3: People and classes
With courses, cycles, and optional programs ready, create the delivery structure and add people.
- 1Create cohorts for each class group and choose standalone or program-mapped delivery.
- 2Create sections under each course, link them to the institute cycle, and map program requirements where applicable.
- 3Assign cohorts to sections so students are auto-enrolled.
- 4Create teacher accounts and assign them to their sections.
- 5Create student accounts, assign major programs where applicable, and place students in the correct cohorts.
| Cohort | Section |
|---|---|
| A student group (e.g. Grade 10-A) | An actual class instance (e.g. Math - Grade 10-A) |
| Groups students for bulk enrollment | Connects course, cycle, teachers, and students |
| One cohort can link to many sections | One section belongs to one course and one cycle |
Stage 4: Operations
With people and classes in place, set up operational workflows.
- 1Create timetable schedules for each section (select teacher, day, time, room).
- 2Teachers upload course materials to their sections.
- 3Teachers create assessments with due dates and submission settings.
- 4Verify the student portal shows correct timetables, materials, and assessments.