Account Admin

1-Approvals Section:

The Approvals section provides a flexible mechanism for creating and tracking approval workflows within the Classera system. It enables system administrators (Admins) to define who can create, review, or approve actions within different modules, such as the Question Bank or Course Content.

Service Features:

1-Approval Flow Management: Add, modify, activate, and deactivate approval workflows.

2-Role Definition: Assign and customize requesters and reviewers.

3-Multi-Level Capability: Support for multiple approval levels with different permissions.

4-Smart Notifications: Alerts when an action is taken or approval is required

5-Attachment of Instructions: Document reasons for rejection or add comments.

6-Reports and Logs: View modification history and the status of each review.

7-Dedicated Interface for Each Role: Customized interfaces for requesters and reviewers.

Users can take on the following roles:

• System Administrator (Admin):

The admin is responsible for setting up and managing approval workflows within the Learning Management System. This includes creating new workflows, assigning users and roles at each level (Maker, Checker, Final Approver), editing or disabling existing workflows, and tracking all related operations. This ensures effective governance of academic and administrative processes on the platform.

• Maker:

The Maker submits content or requests (such as questions or learning materials) for approval, monitors the approval status, and has the option to withdraw the request before final approval. The Maker also receives notifications of any status changes

• Checker (Reviewer):

The Checker reviews submitted requests and decides whether to approve or reject them. In case of rejection, they are required to provide comments. The Maker is notified of the action taken. A Checker can be involved in multiple levels of review.

• Final Approver (Checker Super):

The Final Approver performs the last-level review of the request. They have the authority to either approve the publication at the highest level (e.g., group level) or reject it with feedback. This marks the conclusion of the approval process.

2-Custom Fields Section:

The Custom Fields section allows the addition of new customizable fields within the system to meet various data requirements. It supports multiple languages and provides control over who can view and use these fields.

The system administrator can add, edit, or delete a custom field and define its title in both languages by following these steps:

Service Features:

• Flexible Creation by System Administrator
• Multilingual Support (Arabic and English field names)
• Field Type Definition
• Field Customization for a Specific Module
• Option to Make the Field Mandatory or Optional
• Define Users Who Can View Field Results
• Support for Data Integration and Analytics
• Service Limits:

These features apply to all accounts, with customization available for the student account.

To use this screen efficiently, do as follows:

• Select the field type (e.g., text, dropdown, date, or checkbox).
• Specify whether the field is required or optional.
• Set the visibility permissions for the field based on user roles (e.g., admin, teacher, student), and determine where it will appear in the system.
• The custom fields can appear across various services within the platform, depending on the configuration.

3-Department Management/ Department Schedule:

This feature allows the system administrator to create a department named after the subject based on specialization, containing the names of teachers for that specific subject. The aim is to organize academic subjects and link them to teachers in a structured and efficient manner, ensuring integration and accuracy in data distribution between courses and teachers.

It should appear in this format upon export.

Access Path: From the main menu >> go to Settings, Department Management >> Add New Department, by following these steps:

Department Management

• Available for System Administrator and Subject Supervisor accounts
• Create customized departments based on specialization
• Easily assign teachers to each department
• Generate dedicated class schedules for each department
• Allow subject supervisors to monitor teachers within their departments
• Organize subjects and teachers more effectively by specialization
• Easily retrieve class schedules for each teacher within a department
• Support task and activity distribution by department
• Enhance coordination between school administration and academic supervisors

To use this screen efficiently, do as follows:

1. Enter the department name in Arabic and English (between 3 and 100 characters, in the primary language only).
2. Select one subject category only to link it to the department.
3. A list of teachers associated with the selected subject category will be displayed. At least one teacher must be selected, provided they are not already assigned to another department.
4. After clicking “Save”, the system checks all rules and associations before creating the department.

Notes:

• The department name must be unique within the school.
• A subject category cannot be linked to more than one department.
• Each department must include at least one teacher.
• A teacher cannot be assigned to more than one department.
• Clear alert messages will appear if there are any input errors.

Department Schedule:

The Export Department Schedule feature is designed to enhance timetable management in Classera by introducing a dedicated department filter. This filter allows the timetable to be sorted based on selected departments, helping the system administrator manage schedules more efficiently.

The departments used in this feature are based on the departments created through the Add Department process explained in Section 1.

Access Path: From the homepage, go to the Subjects Management tab >> Full Schedule >> Export Department Schedule.

The department schedule is then displayed in full.

4- Schedule and Subjects:
A. Import from ASC

ASC Integration

• Save time and effort by eliminating manual data entry
• Easy integration with scheduling software such as ASC Timetables
• Automatic insertion of class schedules into the system
• Direct linking of classes to teachers and classrooms
• Fast updates to schedules when changes occur
• Enhanced accuracy of class-related reports and statistics
• Helps administration plan academic schedules more efficiently
• Reduces errors caused by manual entry

The Import Timetables from ASC Format feature is designed to simplify the process of importing timetables in XML format from the ASC system into the Classera system. This service offers an efficient method for uploading timetable data, such as courses, departments, teachers, and classrooms-along with the ability to validate and review the data before final activation.

Service Workflow:

1-File Upload:

• An XML file in ASC format is uploaded.
• The system checks the validity of the file and ensures it matches the required format while also detecting any issues related to the import process.

2-Data Mapping:

• The system automatically or manually maps the imported data (courses, departments, teachers, classrooms).
• A flexible interface is provided for users to correct errors or adjust data in case of conflicts.

3-Review and Filtering:

• Administrators are allowed to review the imported data before final activation.
• Data can be filtered according to specific criteria to make necessary adjustments prior to approving the schedule.

4-Activation:

• After review, the timetable can be activated.
• The system also provides options to deactivate the schedule or revert to a previous version in case of any issues after activation.

B. Weekly Plan Enhancement:

The Weekly Plan is an effective tool for organizing and presenting academic content in a structured and professional manner. It offers multiple features that enhance the teaching and learning experience for both teachers and students.

Service Features:

• Set page size
• Add automatic page numbering
• Display the plan by days of the week
• Format content within a unified table layout
• Adjust all four page margins
• Customize text within the plan
• Customize the table design used
• Choose the font type
• Choose font style (bold, italic)
• Align text

Key Features

• Ability to display content by day of the week, which helps evenly distribute lessons.
• Content is organized in a unified table format that is easy to read and understand.
• Allows customization of text and table design, including:

1. Font type and style (e.g., bold, italic)

2. Text alignment and margin adjustments for a clean layout

• Options to:

1. Set page size

2. Auto-number pages

3. Choose color schemes for titles and text for better visual appeal and easier navigation

Access Path:

From the main menu >> go to Weekly Plan >> then from the Actions section, select PD Settings.

D. Managing Time Slot Groups

The Time Slot Groups feature is designed to support schools with multiple academic levels by allowing more than one class session to be scheduled at the same time through the creation of grouped time slots. Within each group, specific time durations for each class session can be defined.

Schools can create multiple groups as needed and apply each group to specific grades or academic stages. This feature aims to provide a more flexible and accurate way to organize academic schedules, making it especially useful for schools that operate in two shifts (e.g., morning and evening), or that have customized time divisions (such as different schedules for specific days).

It enables seamless management of class periods across diverse scheduling needs.

Access Path:

From the main menu >> go to Class Periods >> Time Slot Management >> Time Slot Groups.