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Assignments & Scheduling

Grade→Subject Assignments

Configure which subjects are taught to each grade level and specify how many periods per week each subject has. Create the curriculum structure for every grade in your school.

💡 Bulk option: download the matrix template from this page (subjects as rows, grade names as columns, cells = periods-per-week), edit the cells you want to change, then attach the file to Ori (chat icon, bottom-right) and say "update the period matrix". Empty a cell to clear that subject from that grade. See Ori — Bulk Imports and Chat Actions.

Start from the left sidebar navigation menu:

  1. Look for the "Grade→Subject Assignments" menu item in the left sidebar (under Grades section)
  2. Click on "Grade→Subject Assignments" to navigate to this page
  3. The page will load and display: "Subject Assignments by Grade" header with search bar and Refresh button, accordion items for each grade level showing assigned subjects as colored pills, and a stats card at the bottom

Overview

The Grade→Subject Assignments page helps you define the curriculum for each grade level by specifying which subjects are taught and how many periods per week each subject receives. You can assign subjects to grade levels with all their sections updated together (like assigning Math to "Grade 9" updates both 9A and 9B), set the number of periods per week for each subject (from 0 to 10 periods), view assignments in an organized accordion interface showing grade levels with subject pills, search for specific grades to quickly find their curriculum, edit assignments in a grid of subject cards with period input fields, and automatically refresh data after saving changes to see updated values. Each grade accordion shows the grade name, sections list, total periods per week, and colored pills displaying assigned subjects with their period counts.

Tasks

Read - View Grade Subject Assignments

Navigation: Start from sidebar → Click "Grade→Subject Assignments" → Page loads

Display Format: Grades are shown as accordion items. Each collapsed accordion shows:

  • Grade Name in bold (e.g., "Grade 9")
  • Sections list in small gray text (e.g., "A, B, C")
  • Total Periods count (e.g., "Total: 42 periods/week") on the right
  • Subject Pills: Colored badges below showing each assigned subject with code and period count (e.g., "MATH: 05", "SCI: 04")

Senior streams get their own accordion: A section that is tagged as part of a senior stream (it has a Grade Level on the Grades page — see Grades — Senior Grade with Streams) is not folded into one combined accordion with its siblings. Each stream section gets its own accordion showing its own section (e.g., "GRADE_11" with section "SCI-A" and, separately, "GRADE_11" with section "COMMERCE-B"), so each stream can have its own subjects and periods.

Expanded Accordion: Click on any accordion to expand and see:

  • Info icon with text "Periods per week"
  • Edit button in the top-right
  • Grid of subject cards (6 columns on desktop, responsive on smaller screens)
  • Each card shows: subject name, subject code, and current periods (or input field in edit mode)

Empty State: If a grade has no subjects assigned, shows "No subjects assigned yet" when expanded.

Example: "When you open the page, you see 'Grade 9' with sections 'A, B' and pills showing 'MATH: 06', 'SCI: 05', 'ENG: 06', and 'Total: 42 periods/week'. Click to expand and see all subjects in a grid layout."

Read - Search for Grades

Navigation: Start from sidebar → Click "Grade→Subject Assignments" → Use search box

Steps:

  1. Locate Search: Find the search input field with placeholder "Search grades..." below the page header
  2. Enter Term: Type the grade name or number you're looking for (e.g., "Grade 9" or just "9")
  3. View Results: The accordion list automatically filters to show only matching grades
  4. Clear Search: Delete your search text to show all grades again

No Results: When search finds no matches, shows "No grades found" in a card.

Example: "To find Grade 10's curriculum, type '10' in the search box. The list shows only Grade 10. Clear the search to see all grades again."

Read - View Total Periods

Navigation: Start from sidebar → Click "Grade→Subject Assignments" → Expand a grade

Location: In the collapsed accordion header, on the right side after the sections list.

Format: "Total: X periods/week" where X is the sum of all periods for all assigned subjects for that grade.

Updates: This total updates automatically after saving changes in edit mode.

Example: "Grade 9 shows 'Total: 42 periods/week'. This means all subjects combined (Math 6 + Science 5 + English 6 + etc.) equal 42 periods weekly."

Read - View Stats

Navigation: Start from sidebar → Click "Grade→Subject Assignments" → Scroll to bottom

Location: At the bottom of the page, below all grade accordions, in a gray card.

Display: Two counts displayed horizontally:

  • Grades: Total number of grade levels (not sections, just levels like "Grade 9", "Grade 10")
  • Subjects: Total number of subjects available in the system

Example: "At the bottom, the stats card shows 'Grades: 12' and 'Subjects: 15', meaning you have 12 grade levels and 15 subjects to assign from."

Update - Assign Subjects and Periods to Grade

Navigation: Start from sidebar → Click "Grade→Subject Assignments" → Expand grade → Edit

Steps:

  1. Expand Accordion: Click on the grade accordion you want to edit (e.g., "Grade 9")
  2. Accordion Opens: Shows all subjects in a grid layout with their current period values
  3. Click Edit: Click the blue "Edit" button in the top-right area
  4. Edit Mode Activates:
    • Edit button disappears
    • Save button appears (green)
    • Cancel button appears (gray)
    • All subject cards show number input fields instead of static text
  5. Change Periods: For each subject you want to assign:
    • Find the subject card in the grid
    • Click the period input field
    • Type the number of periods per week (0-10)
    • The system automatically caps values at 10 (typing "15" becomes "10")
  6. Assign Multiple Subjects: Continue updating period values for different subjects
  7. Observe Total: Total periods count updates as you type (visible in the accordion header when collapsed, or expand/collapse to see update)
  8. Submit: Click the green "Save" button
  9. Saving State: Button changes to "Saving..." and becomes disabled
  10. Result: After successful save:
    • Page automatically refreshes data
    • Edit mode exits
    • Edit button reappears
    • Updated values show in the subject cards
    • Subject pills in collapsed header update

Subjects already assigned appear first: In edit mode the subjects you've already given periods to float to the top of the grid, so the ones you're most likely to adjust are easy to find. The order is fixed while you edit (cards don't jump around as you change period counts) and re-sorts when you reopen the grade or after you save.

Important: For a normal grade, changes apply to ALL sections of that grade. Assigning Math 6 periods to "Grade 9" means both Grade 9A and Grade 9B get Math for 6 periods. Streams are the exception: a stream section has its own accordion, and saving it changes only that stream — its sibling streams keep their own subjects and periods.

Save Button: Green "Save" button in top-right (changes to "Saving..." while processing) Success: Data refreshes automatically, no success message shown

Example: "To assign Math (6 periods) and Science (5 periods) to Grade 9, expand Grade 9, click Edit, find the Math card, type '6', find the Science card, type '5', and click Save. Both Grade 9A and 9B now have Math for 6 periods and Science for 5 periods weekly."

Update - Change Existing Subject Periods

Navigation: Start from sidebar → Click "Grade→Subject Assignments" → Expand grade → Edit

Steps:

  1. Expand Grade: Click on the grade accordion
  2. View Current: See current period values for all subjects
  3. Click Edit: Enter edit mode
  4. Find Subject: Locate the subject card you want to change
  5. Update Value: Click the input field, clear it (or select all), and type the new value
    • Type "0" to remove the subject from this grade
    • Type "1-10" to set or change period count
    • Values above 10 auto-cap to 10
  6. Save: Click "Save" button
  7. Result: New period value applies to all sections of that grade

Example: "To change Math from 6 periods to 5 periods for Grade 10, expand Grade 10, click Edit, find Math card, change the value from 6 to 5, and click Save."

Update - Remove Subject from Grade

Navigation: Start from sidebar → Click "Grade→Subject Assignments" → Expand grade → Edit

Steps:

  1. Expand Grade: Click on the grade accordion showing the subject you want to remove
  2. Click Edit: Enter edit mode
  3. Find Subject: Locate the subject card for the subject to remove
  4. Set to Zero: Click the period input field and type "0"
  5. Save: Click "Save" button
  6. Result: Subject is removed from this grade - no longer appears in subject pills, and period input shows "0" when you edit again

Example: "To remove Art from Grade 12, expand Grade 12, click Edit, find the Art card, change its value to 0, and click Save. Art no longer shows in Grade 12's subject pills."

Update - Assign Multiple Subjects at Once

Navigation: Start from sidebar → Click "Grade→Subject Assignments" → Expand grade → Edit

Steps:

  1. Expand Grade: Click on the grade accordion
  2. Click Edit: Enter edit mode
  3. Update First Subject: Type period value for first subject (e.g., Math: "6")
  4. Update Second Subject: Type period value for second subject (e.g., Science: "5")
  5. Update Third Subject: Type period value for third subject (e.g., English: "6")
  6. Continue: Update as many subjects as needed
  7. Save Once: Click "Save" button one time
  8. Result: All changes apply together in a single save operation

Tip: You can update 10+ subjects before saving. The system tracks all changes and applies them atomically.

Example: "To set up a full Grade 9 curriculum, expand Grade 9, click Edit, then type: Math=6, Science=5, English=6, History=4, Geography=3, PE=2, Art=2, Music=2. Click Save once and all eight subjects are assigned together."

Update - Cancel Changes Without Saving

Navigation: Start from sidebar → Click "Grade→Subject Assignments" → Expand grade → Edit → Cancel

Steps:

  1. Enter Edit Mode: Expand accordion and click Edit
  2. Make Changes: Update some period values
  3. Change Mind: Decide not to save the changes
  4. Click Cancel: Click the gray "Cancel" button
  5. Edit Mode Exits: Returns to view mode
  6. Changes Discarded: All modifications are lost, original values remain

Example: "If you accidentally set Math to 10 periods instead of 6, just click Cancel instead of Save. When you click Edit again, Math still shows 6 periods - your mistake was discarded."

Update - Refresh Data

Navigation: Start from sidebar → Click "Grade→Subject Assignments" → Click Refresh

Steps:

  1. Locate Button: Find the outlined "Refresh" button with rotating arrows icon in the top-right area (next to search)
  2. Click Refresh: Click the button
  3. Refreshing State: Icon rotates/animates while fetching data
  4. Result: All accordion data reloads from the server, showing most current assignments

Use Cases: Use refresh if another user made changes, or if data seems stale.

Example: "If another administrator just updated Grade 11's subjects, click the Refresh button to see their changes immediately without reloading the page."

Update - Work with Subject Groups

Navigation: Start from sidebar → Click "Grade→Subject Assignments" → Expand grade → Edit

Subject Groups Behavior: Subject groups appear as single subjects in the grid with combined subject codes.

Steps:

  1. Expand Grade: Click on grade accordion
  2. Identify Group: Look for subject cards with codes like "BIO/CHEM/PHY" (multiple codes separated by slashes)
  3. Edit Mode: Click Edit
  4. Assign Periods: Set periods for the subject group just like regular subjects
  5. Save: Click Save
  6. Result: The subject group's period count applies to the grade

Display: Subject groups show the group name and combined subject codes (e.g., "Science Group: BIO/CHEM/PHY").

Example: "If you have a 'Science Group' containing Biology, Chemistry, and Physics, it appears as one card labeled 'Science Group' with code 'BIO/CHEM/PHY'. Assign it 15 periods total for all three sciences."

Update - Work with Team Classes

Navigation: Start from sidebar → Click "Grade→Subject Assignments" → Expand grade → Edit

Team Classes Behavior: Team classes appear as single subjects in the grid with their team name.

Steps:

  1. Expand Grade: Click on grade accordion
  2. Identify Team Class: Look for subject cards showing team names (e.g., "Math Team A")
  3. Edit Mode: Click Edit
  4. Assign Periods: Set periods for the team class just like regular subjects
  5. Save: Click Save
  6. Result: The team class period count applies to the grade

Display: Team classes show the team name and the subject code.

Example: "If you have a team class called 'Advanced Math Team' for subject MATH, it appears as one card labeled 'Advanced Math Team' with code 'MATH'. Assign it periods like any other subject."

Buttons & Controls

  • Accordion Trigger (Clickable Header): Expands or collapses that grade to show/hide subject grid. Shows grade name, sections, total periods, and subject pills. Click anywhere on the header to toggle.
  • Edit Button (Blue Button): Enters edit mode for that grade. Located in top-right corner when accordion is expanded. Shows "Edit" text.
  • Save Button (Green Button): Saves all changes made in edit mode. Located in top-right corner, replaces Edit button. Shows "Save" text, changes to "Saving..." while processing. Disabled during save.
  • Cancel Button (Gray Button): Exits edit mode without saving changes. Located next to Save button. Shows "Cancel" text. Disabled during save.
  • Search Input (Text Field): Filters grades by name. Placeholder: "Search grades...". Located below page header on the left.
  • Refresh Button (Outlined Button with Rotating Arrows Icon): Reloads all data from server. Located in top-right area next to search. Icon animates while refreshing.
  • Period Input (Number Field): In edit mode, shows for each subject. Allows typing 0-10. Auto-caps values above 10 at 10. Located in each subject card.

Visual Elements

  • Accordion Items: Collapsible sections for each grade. Gray background when collapsed, expands to show content.
  • Subject Pills (Colored Badges): In collapsed accordion header, shows assigned subjects. Format: "CODE: NN" like "MATH: 06". Each pill has random color, book icon, and white text. Only shows subjects with periods > 0.
  • Total Periods Count: In collapsed header, right side. Format: "Total: X periods/week". Gray text.
  • Sections List: In collapsed header, after grade name. Format: "A, B, C". Small gray text showing all sections for that grade level.
  • Subject Card Grid: In expanded accordion, responsive grid (6 columns desktop, fewer on mobile). Each card shows subject name (bold), subject code (gray text below name), and period value (static in view mode, input in edit mode).
  • Period Input Field: Number input in edit mode. Small field with border. Shows current value, allows typing 0-10.
  • Period Value Display: In view mode, shows period count as text (e.g., "6"). Gray text centered in subject card.
  • Info Icon with Label: In expanded accordion, top-left. Blue info icon with "Periods per week" label. Explains what the numbers mean.
  • Stats Card (Gray Card): At bottom of page. Shows "Grades: X" and "Subjects: Y" counts horizontally.
  • Loading Spinner: Animated spinner with text "Loading subject assignments matrix..." during initial page load.
  • Empty State Message: "No subjects assigned yet" appears in expanded accordion when grade has no subjects with periods > 0.
  • No Results Message: "No grades found" appears when search returns no matches.
  • Saving State: Save button text changes to "Saving..." and button disables during save operation.
  • Refresh Icon Animation: Refresh button icon rotates while fetching data.

Form Fields Reference

Search Input:

  • Type: Text field
  • Placeholder: "Search grades..."
  • Validation: None (filters as you type)
  • Example: "Grade 9", "9", "Grade 1", "10"

Period Input (in edit mode):

  • Type: Number input field
  • Range: 0-10
  • Validation: Auto-caps values above 10 to 10
  • Format: Integer only (no decimals)
  • Default: Shows current period count or 0 if not assigned
  • Example: "0" (not assigned), "6" (six periods), "10" (maximum)

Alerts & Errors

  • "No subjects assigned yet": Message shown in expanded accordion when a grade has no subjects assigned (all subjects have 0 periods).
  • "No grades found": Message shown when search returns no matching grades. Displayed in a card in place of accordion list.
  • "Failed to load data" or "Server error" or "Request timeout": Error alerts when page cannot load data from server. Red alert at top with "Try Again" button.
  • "Failed to save changes" or "Failed to save": Error message when save operation fails. Displayed in a red alert.
  • "Loading subject assignments matrix...": Loading text with spinner during initial page load.
  • Stats Card Messages: Shows counts like "Grades: 12" and "Subjects: 15" at bottom.

Rules & Constraints

  • Period Values Auto-Cap at 10: You cannot assign more than 10 periods per week for any subject

    • What Happens: If you type "15" or any value above 10, the system automatically changes it to "10"
    • Example: Typing "12" in the Math field immediately becomes "10"
    • Maximum Valid: 10 periods per week per subject
    • Why: This validation prevents accidental over-scheduling that would be impossible to fit in a typical school week

  • Period Values Cannot Be Negative: Only zero and positive integers are allowed

    • What's Valid: 0, 1, 2, 3, 4, 5, 6, 7, 8, 9, 10
    • What's Invalid: -1, -5, negative numbers
    • How to Remove: Set periods to 0 to remove a subject from a grade

  • Changes Apply to All Sections of a Grade: Assigning a subject to "Grade 9" updates ALL sections (9A, 9B, 9C, etc.)

    • What Happens: One edit in the accordion affects all sections simultaneously
    • Example: Setting Math to 6 periods for "Grade 9" means Grade 9A gets Math for 6 periods AND Grade 9B gets Math for 6 periods
    • No Per-Section Control for normal grades: You cannot assign Math 6 periods to 9A and 5 periods to 9B using this page
    • Streams are independent: Sections tagged with a Grade Level (senior streams such as Science and Commerce) each have their own accordion and are edited and saved separately, so one stream's periods never overwrite another's

  • Save Required to Apply Changes: Changing period values in edit mode doesn't save automatically

    • What Happens: All edits remain pending until you click Save
    • Clicking Cancel: Discards all changes since entering edit mode
    • Example: If you change Math to 8, Science to 5, and English to 6, then click Cancel, none of these three changes are applied

  • Auto-Refresh After Save: Successfully saving triggers automatic data reload

    • What Happens: After clicking Save and save succeeds, page fetches fresh data from server
    • Example: Save completes, edit mode exits, and accordion content reloads showing updated values
    • Purpose: Ensures displayed data matches database state

  • Grades Sort Intelligently: Accordion items display in smart educational order

    • Sort Order: Pre-school/Nursery → Foundation Stages (FS1, FS2) → Kindergarten (KG, KG1, KG2) → Grades 1-12 numerically → Other grades alphabetically
    • Not Alphabetical: "Grade 2" comes before "Grade 10" (numerical, not alphabetical)
    • Within Grade: Sections sort alphabetically (A, B, C)
    • Example: You see Pre-K, KG1, KG2, Grade 1, Grade 2, ... Grade 12 in logical school order

  • Subject Pills Show Only Assigned Subjects: Collapsed accordion only shows subjects with periods > 0

    • What Happens: Subjects with 0 periods don't appear in the pills
    • Example: If Math has 6 periods and Science has 0 periods, only "MATH: 06" pill appears
    • Full List: Expand accordion to see all subjects including unassigned ones (0 periods)

  • Total Periods Is Sum of All Subjects: The "Total: X periods/week" count adds up all subject periods for that grade

    • Calculation: Math(6) + Science(5) + English(6) + History(4) = Total: 21 periods/week
    • Updates Live: As you type in edit mode, total updates when you expand/collapse the accordion
    • Example: Grade 9 shows "Total: 42 periods/week" because all subjects sum to 42

  • Search Is Case-Insensitive and Partial Match: Searching works with lowercase, uppercase, or partial terms

    • What's Valid: "grade 9", "GRADE 9", "Grade 9", "9", "grad" all find "Grade 9"
    • Partial Match: Typing "9" finds "Grade 9", "Grade 19" (if it exists), etc.
    • Example: Search "10" finds "Grade 10", search "grade" finds all grades with "Grade" in the name

  • All Subjects Show in Edit Mode: Even subjects with 0 periods appear in the grid when you click Edit

    • What Happens: Expanding shows assigned subjects, clicking Edit shows ALL subjects
    • Purpose: Allows you to assign previously unassigned subjects
    • Example: If only Math and Science are assigned, pills show just those two. But clicking Edit reveals all 15 subjects in the grid.

  • Saving Is Disabled During Save: Cannot click Save multiple times while save is processing

    • What Happens: Save button shows "Saving..." text and is disabled/grayed out
    • Cancel Also Disabled: Cannot cancel during save operation
    • Example: Click Save, button changes to "Saving..." and you must wait for completion

Tips & Notes

  • Assign to Grade Level, Not Individual Sections: Remember that setting periods for "Grade 9" applies to all sections (9A, 9B, 9C). If you need different curricula per section, you'll need to split them into separate grade entries.
  • Use Zero to Remove Subjects: To remove a subject from a grade, set its periods to 0 and save. The subject will disappear from the pills but remain available in edit mode for future assignment.
  • Auto-Capping Prevents Errors: The system caps period inputs at 10 automatically, so typing large numbers won't break your curriculum. Just type the value you want up to 10.
  • Total Helps Verify Curriculum: Check the "Total: X periods/week" count to ensure you've assigned a reasonable number of total periods. Most schools have 30-50 periods per week.
  • Subject Pills Provide Quick Overview: The colored pills in collapsed accordions let you scan curricula quickly without expanding each grade.
  • Search for Faster Navigation: With 12+ grade levels, use search to jump directly to the grade you want instead of scrolling.
  • Refresh If Data Seems Stale: If you suspect another user made changes or data looks outdated, click Refresh to reload current values from the database.
  • Edit Mode Shows All Subjects: Even if a grade has only 3 subjects assigned, clicking Edit reveals all available subjects. This lets you easily add new subjects without leaving the page.
  • Cancel Discards All Changes Since Edit: If you edit 10 subjects and then click Cancel, all 10 changes are discarded. Be sure you want to cancel before clicking it.
  • Save Applies Changes Atomically: When you click Save after editing multiple subjects, all changes apply together in one operation. If save fails, none of the changes are applied.
  • Empty State Is Normal for New Grades: Newly created grades show "No subjects assigned yet" when expanded. Click Edit to start assigning subjects.
  • Subject Groups and Team Classes Appear as Single Items: Instead of showing individual subjects, groups and team classes appear as one card with combined codes. Assign periods to the group/team as a whole.
  • Stats Card Shows System Totals: The numbers at the bottom (Grades: X, Subjects: Y) are system-wide totals, not specific to your current search or view.
  • Auto-Refresh After Save Ensures Accuracy: The automatic refresh after saving means you always see current data. No need to manually refresh after saving.
  • Period Inputs Accept Only Integers: You cannot enter decimals like "5.5" periods. Only whole numbers 0-10 are accepted.
  • Multiple Accordions Can Be Open Simultaneously: Unlike some accordion interfaces that close others when you open one, you can expand multiple grades at the same time to compare curricula.