Institution Settings
The Settings page allows administrators to configure how the school works, manage classrooms, set grading rules, set up the calendar, events and notifications, and establish digital tax compliance.
Where to find it: Navigation Menu → Settings
Overview
Settings are organized into the following tabs, in the order they appear:
| Tab | Purpose |
|---|---|
| Institution Profile | Institution types and contact information |
| Notifications | Institution notification policy by topic and role, plus your personal preferences |
| Grading | Default scale, calculation method, and grade visibility |
| Integrations | Setup electronic invoice reporting to the AADE tax portal (myDATA) |
| Rooms | Register and manage classrooms |
| Custom Fields | Register extra fields for students, parents, and families |
| Holidays | Holiday and school-closure calendar |
| Branding & Theme | Logo, colors, and display name of the app |
| Calendar & display | Lesson times and the order in which names are shown |
| Events | Event and exam types used by the calendar |
| External Links | Shortcuts to external websites in the side navigation |
1. Institution Profile
Here you set what kind of institution your school is and how parents and students can reach it:
- Institution Type: Select the types that match your institution and click Save Types.
- Contact Information: Phone, Email, Address, and Website, shown to parents and students. The contact email is used as the reply-to address on emails the school sends. If it is not set, outgoing messages go out without a reply-to address.
Your school's logo and colors are set on the Branding & Theme tab (see section 8).
2. Notifications
The Notifications tab defines the institution’s policy per topic and role. Your personal notification preferences appear below the policy on the same tab.
Institution policy (topic × role)
For each topic (e.g. Attendance, Grades) you configure rules separately for Teachers, School Admins, Students, and Parents.
| Topic | Description |
|---|---|
| Attendance | Absences, tardiness, and attendance updates |
| Grades | New grades and grade changes |
| Assignments | New assignments, deadlines, and submissions |
| Schedule | Schedule changes, cancellations, and rescheduled classes |
| Announcements | School announcements and updates |
| Materials | New study materials and resources |
| Financial | Invoices, payments, and billing updates |
| Staff Operations | Internal notifications for teachers and staff |
| Events | Exams, school events and their changes |
| Account | Account security, login, and access settings |
Per-rule controls
| Control | What it does |
|---|---|
| On for new users | New accounts start with this notification enabled; they can change it later in their settings |
| Mandatory | The user cannot turn it off; it is also sent to accounts that have never logged in |
| Allows email delivery for this topic/role | |
| SMS | Allows SMS — currently Attendance only, until the SMS provider is activated |
| Push | Allows device push notifications |
| In-app | Always Active — cannot be turned off |
You can filter by role, search topics, expand/collapse topic groups, and apply bulk channel toggles.
Save and reset
- Change the switches as needed.
- Click Save to apply the policy.
- To discard unsaved changes, use the discard option when the system warns you.
- Reset to factory defaults restores the entire policy to system defaults (destructive — confirm before continuing).
Personal preferences
Below the institution policy, on the same tab, you configure your own notification preferences (topics, channels, language). Mandatory topics appear as Locked and cannot be disabled. From the header bell, tap a notification to open the related page.
3. Grading
The Grading tab sets how grades are given and shown across the school. The first three settings are saved together with the Save Changes button at the top (it reads "No changes" when there is nothing to save).
| Card | What you set |
|---|---|
| Default Grading Scale | The grading scale used for all courses unless overridden. Below it, Scale Preview shows the code, range, passing threshold, and thresholds |
| Weighting Strategy | How final grades are calculated: Simple Average (all assignments count equally), Weighted Average (each assignment has a weight), or Category-Based (grades grouped into weighted categories) |
| Show upcoming assessments to parents | When on (default), parents see scheduled assessments for their children on their dashboard. When off, the "Upcoming" card is hidden |
| Grade Visibility | Who sees grades once they are published (see below) |
If it is enabled for your school, each group can have its own scale from the group's Overview tab (Groups). Columns that already have grades stay on their current scale.
Grade Visibility
The Grade Visibility card has one switch: Grades are published to students only (no parents). It saves immediately, without the save button.
| Switch | What happens when a teacher clicks Publish grades |
|---|---|
| Off (default) | Grades become visible to students and parents |
| On | Grades become visible to students only. Parents neither see them nor get notified |
Grades already published to parents are unaffected when you turn the switch on.
Teachers publish with the Publish grades button, which replaced the old "Send to parents". See also Grades.
4. Integrations (myDATA)
For schools operating in Greece, the system supports the myDATA (AADE) portal. The Integrations tab shows the myDATA Settings card only when the feature is enabled for your school. Click it to open the settings page:
- AADE Credentials: AADE User ID and Subscription Key, with Test Connection.
- Mode: Environment (Sandbox or Production) and Submission Mode (Manual or Automatic). With automatic submission, POS/card payments are submitted automatically and cash payments manually (Financials).
- Business Details: Business Name, Tax ID (AFM), Tax Office, and Address.
- Invoice Settings: Invoice Series, VAT Category, and invoice numbering.
Prior to enabling live myDATA transmission, it is highly recommended to run test submissions in sandbox mode in cooperation with your accountant.
If payments exist from before setup, use Review historical payments (see Financials).
5. Rooms
To add a teaching space:
- Go to the Rooms tab and click Add Room.
- Fill in the Name (e.g., Physics Lab Room 102) and the Code. Optionally fill in Capacity, Floor, Equipment, and Notes.
- Click Save.
From each row's menu you can Edit or Delete. Deleting deactivates the room: it shows as Inactive in the list and is no longer offered when choosing a room.
6. Custom Fields
The Custom Fields tab lets you define extra fields beyond the built-in student, parent, and family details. Fields appear on entry forms, profiles, and imports (Students).
Three sections
| Section | Purpose |
|---|---|
| Student | Fields on student profiles and forms |
| Parent | Fields on parent/guardian details |
| Family | Fields at the family level |
Create a field
- Choose a section and click New Field.
- Fill in Label, Field Type, and Applies to (and Applies to grades, if the field is limited to certain grades).
- For Select or Multi-select, define Options.
- Under Display & alerts, turn on the switches you need (see below).
- Click Save.
Field types: Text, Number, Date, Yes/No, Select, Multi-select.
After creation, section cannot be changed. A Text type can become Select with Convert to list. Other types stay fixed. You can edit the label, options, and display switches.
Per-field switches
On each field row (and in the edit dialog):
| Switch | What it does |
|---|---|
| Column on student list | The field appears as a column on Students (institution default) |
| Alert if missing | Empty values count toward the Incomplete data filter on the student list |
| Add options inline | People filling the field can add a new option on the fly (e.g. Add "…") |
Tracked core fields
Above the student field list, choose which built-in student details count as incomplete:
- Date of Birth, Email, Phone, Grade
Above the parent fields:
- Parent first name, Parent last name, Parent email, Parent phone
Address is not a built-in tracked field — add it as a custom field if you need it.
Suggested fields
Below each section, Suggested fields chips let you add common fields with one click (e.g. tax ID). Chips disappear once the field already exists.
List options
When editing a Select field:
- Drag to reorder.
- Add many pastes several options at once.
- Renaming or removing an option that is already in use asks you to Move values to the new options.
Convert to list
For a Text field, open the ⋮ menu and choose Convert to list. The wizard groups existing values (with Possible merges suggestions), turns them into options, and rewrites stored values in one step.
Edit, reorder, archive
- Edit: click the pencil — change label, options, and switches.
- Reorder: up/down arrows to control display order on forms.
- Archive: the field stops appearing on forms but existing values are kept. Archived fields remain visible in the list with an Archived badge — you can Restore them.
- Seeded fields (e.g. school, profession) can be archived like any other field.
7. Holidays
The Holidays tab holds the school's Holiday Calendar, by Academic Year.
- Sync Greek Holidays: brings in the official holidays automatically. They show with the source API.
- Add Holiday: enter a date by hand (for example a school closure), with Date, Name, Type, and Notes. The types are: National Holiday, Local Holiday, School Closure, Exam Period, Custom.
8. Branding & Theme
On the Branding & Theme tab you customize your school's visual identity:
- Institution Logo: upload a PNG, JPEG, or WebP image up to 2MB.
- Colors: in Simple mode you pick one color and the rest is generated automatically; in Advanced mode you set the primary, accent, and sidebar colors separately. You can also set a background color for light and dark mode. The Preview shows the result before you save.
- App Identity: Display name (shown in the browser tab and the header), Default theme (System, Light, or Dark), and Favicon.
- Level & Category Colors: a base color per education level and per category.
9. Calendar & display
The Calendar & display tab has two cards and a Save changes button.
Time slots
Define the lesson times your school uses (e.g. 15:15–16:00). These become the rows of the Calendar.
- Click Add slot.
- Fill in Start and End. The duration and the Break from the previous slot appear automatically.
- Repeat for each lesson time. Slots are sorted by start time.
- Click Save changes.
Rules:
- You can define up to 30 slots.
- End must be after start, and every slot needs both times.
- Two slots cannot overlap; otherwise you see "Overlaps another slot." and saving is blocked.
- Remove slot (the bin) removes one slot and Clear all removes them all.
If no slots are defined, the calendar uses its standard hourly grid.
Name display order
Choose how people's names appear:
| Option | Example |
|---|---|
| Last name first (default) | Smith John |
| First name first | John Smith |
The choice applies on screen, for everyone at your school.
If you switch tabs without saving, the system warns you about the unsaved changes.
10. Events
The Events tab contains the Event types card. Each type is either an Exam (graded) or an Event (information only), and has a color, an icon, and defaults applied to new events in the Calendar. The defaults can be changed per event.
A school starts with three types: Διαγώνισμα (Exam), Συμβάν (Event), and Συνάντηση γονέων (Parent meeting; Event). The type names are stored in Greek and you can rename them. "Διαγώνισμα" and "Συμβάν" are system types: you can edit them, but you cannot archive them and their base cannot change.
Managing types
| Action | What it does |
|---|---|
| New type | Opens the editor for a new type |
| Edit (pencil) | Changes an existing type |
| Archive | The type is no longer offered for new events; existing events keep it |
| Show archived | A switch that appears once archived types exist; shows them with an Archived badge |
What you set on a type
| Field | What it does |
|---|---|
| Name | Up to 100 characters |
| Base | Exam: graded — gradebook column, attendance, make-up, exam schedule. Event: information only — shows in the calendar and notifies. The base cannot change while events use the type |
| Colour | One of the available colours; each colour is used by only one active type |
| Icon | The icon shown in the calendar |
| Default start / end time | Optional; the end time must be after the start time |
| Reminder | "No reminder", or N days before each date (up to 30), for the audience |
| Notify on change or cancellation | The audience is notified when an event changes or is cancelled |
| Who is it for (default) | Students, Parents, Teachers; at least one role is required |
Who receives event notifications is also controlled by the Events topic on the Notifications tab (section 2).
11. External Links
The External Links tab lets you add shortcuts to external websites (e.g. school website, e-learning platform).
Create a link
- Click Add Link.
- Fill in Label, URL (must start with
http://orhttps://), and Icon. - Click Save.
Management
| Action | What it does |
|---|---|
| Edit | Change label, URL, icon, and Active status |
| Reorder | Drag or use the handle to set display order |
| Enable / Disable | Only active links appear to users |
| Delete | Removes the link from the sidebar for everyone |
Active links appear for all roles (admins, teachers, students, parents) as an Institution Links section in the side navigation. Each link opens in a new tab.
Report a problem
School admins and teachers can send a Report bug from the bottom of the sidebar (shortcut Cmd+Shift+B on Mac or Ctrl+Shift+B on Windows).
- Fill in Title, Category (Bug, UI issue, Performance, Data issue, Other), and Description.
- A screenshot is attached automatically; you can retake or remove it.
- Optionally add up to 3 extra images.
- Click Send report.
Technical diagnostics are sent automatically and are not shown on the form.