Setup

For whoever sets things up (the set up capability: curator, coordinator, or a binding with the “can set up” flag). Setup lives under More › Setup.

Institutions

The list shows the institutions you can access; search by name or acronym and use Show deactivated to see inactive ones. When you open an institution:

• Data: name, time zone (used for the attendance window), default language and data retention period (empty = no limit).
• Disciplines: lists and creates the disciplines.
• Terms of use: text in Markdown per language; each publication creates a new version.
• Privacy and policy: controller, data protection officer, contact email and the privacy policy (starting from the default text).
• Parameters: default attendance window, password policy, session and retention; empty inherits from the platform.
• Staff and students and Import (CSV).

Only the platform administration creates institutions (New button, which can invite the first curator by email). Deactivating an institution removes it from the normal lists.

Staff and people

In Staff and students, filter by All, Staff or Students and search by name.

• New staff member sends an invitation by email; if the person already has an account, they just get the new role.
• When you open a person: details, roles (where they act: class, discipline or institution; whether they can assess; whether they can set up), invitation (resending creates another and the previous link stops working) and access.
• Suspend removes access without deleting anything; Reactivate restores it. You cannot deactivate your own role.
• People who act at more than one institution are marked; only the platform administration changes that account's name and status.

Disciplines

Each discipline has an acronym, a name, a syllabus and a length in weeks. Acronym and name are unique within the institution.

• Classes: lists and creates the discipline's classes.
• Assessment criteria: this is where you configure what the assessor fills in when confirming. Each criterion has a name and a short how-to-assess description, per language, and optionally a rubric. A criterion's scale and “not applicable” cannot change after creation: to change them, create another criterion and deactivate the old one. A discipline with no active criterion cannot be graded.
• Professional activity catalog: items used to classify activities and record the supervision level. Merge moves the activities of one item to another and deactivates the source (nothing is deleted).

Classes

To create one, open the discipline and use New; once created, the class opens on the Data tab.

• Class data: address, place, latitude and longitude (the geofence centre), tolerance before and after the time, the start and end dates (the end opens the final-feedback deadline) and the date from which students see grades (empty: only at the end of the cycle).
• Students: the class's enrollments. Enroll someone who already has an account or give an email and name to create the account with an invitation. Deactivating an enrollment only toggles its state: nothing is deleted.
• Assistants: people who follow the class read-only.
• Activities: see below.
• Readiness checklist: shows what is missing for the class to receive attendance: centre set, tolerance, activities from today on, enrolled students and those with access (invitation accepted), and people who can confirm attendance. It shows counts only.

Activities

• Give the date and, if you want, start and end together; without a time the activity covers the whole day.
• Mandatory attendance highlights the activity in the list; Activity cancelled refuses new requests.
• The place geofence, when on, requires the request to come from nearby: it uses the centre given on the activity or, if empty, the class's, with the chosen radius (default 200 m; 10 m to 5000 m).
• Choose the professional activity catalog item, if any.
• Once attendance exists, date and time are locked. Deleting is only possible while there is no attendance; after that, cancel.

Importing by CSV

On the Import tabs (institution: staff and students; class: students and activities):

1. Download the template, fill it in (one row per person and role, per student or per activity; up to 500 rows) and pick the file, or use Or paste the content. Dates as YYYY-MM-DD or DD/MM/YYYY; times as HH:MM.
2. Review: the system validates and shows, row by row, what would happen (created, added, reactivated, already exists, error), without writing anything, and how many invitations will go out.
3. Import: writes. By default it is all or nothing; if some rows have errors, partial mode imports only the valid rows and lists the skipped ones.

Importing again does not duplicate: whoever already exists comes back as “already exists”. Activities are recognised by date, start time and description; importing only creates. New accounts get an invitation by email.

In the API

Institutions, Disciplines, Classes, Enrollments, Activities, Criteria, Catalog and CSV import. The sync journeys are in Syncing students, classes and activities.