Institution Settings
The Settings page allows administrators to configure the educational portal behavior, manage physical and online classrooms, set grading rules, configure notifications, and establish digital tax compliance.
Where to find it: Navigation Menu → Settings
Overview
Settings are organized into the following tabs:
| Tab | Purpose |
|---|---|
| Profile & Branding | School contact info, logo upload, and business registry numbers |
| Notifications | Institution notification policy by topic and role, plus your personal preferences |
| Classrooms (Rooms) | Register and manage classrooms database |
| Grading Rules | Define evaluation scales and report card visibility thresholds |
| Custom Fields | Register extra fields for students, parents, and families |
| External Links | Shortcuts to external websites in the side navigation |
| myDATA (Greece) | Setup electronic invoice reporting to AA.DE. tax portal |
1. Profile & Branding
Configure your school's visual identity and official info:
- Registry Info: School name, tax ID (AFM), address, and phone numbers (rendered on printable PDF receipts and progress reports).
- Logo: Upload your school's emblem for inclusion in the user portal and all exported PDF documents.
- Operating Hours: Define default business hours for scheduling slots validation.
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 |
| 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.
3. Classroom Management (Rooms)
To add a new teaching space:
- Navigate to the "Classrooms" tab and click "New Room".
- Fill in the Room Name (e.g., Physics Lab Room 102) and the Maximum Seating Capacity.
- Select whether it is a physical room or an online room (online meeting link integrations).
- Click "Save".
Room capacity limits are automatically referenced when building class groups (Groups) to prevent class overcrowding alerts.
4. Grading Rules
Define standard evaluation settings:
- Grading Scales: Choose default scales (e.g. 1-20 moria, letter grades, percentage scales).
- Grade Visibility: Configure whether grades are instantly visible on student/parent portals or if they require manual publication approvals from admins.
5. 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.
- For Select or Multi-select, define Options.
- Click Save.
Field types: Text, Number, Date, Yes/No, Select, Multi-select.
After creation, type and section cannot be changed. You can edit the label and options (where applicable).
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.
Edit, reorder, archive
- Edit: click the pencil — change label and options.
- 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.
- System fields (lock badge): cannot be archived — only label and order.
6. 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.
7. myDATA Integration (Greek Tax Compliance)
For schools operating in Greece, the system provides automatic document submission to the myDATA (A.A.D.E.) portal:
- API Key (Oink Code): Input your official tax API credentials.
- Receipt Sequences: Define receipt serialization ranges (e.g., Sequence A).
- Auto-Transmit: When active, recording a transaction in the financial ledger (Financials) instantly transmits and obtains a MARK receipt code.
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 on this tab (see Financials).
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.