Grades

Manage grade levels and class sections in your school. Create individual grades or use batch creation to quickly set up multiple sections at once.

💡 Bulk option: attach an Excel file to Ori (chat icon, bottom-right) and say "add these grades" or "import these classes". Ori reads any column layout, splits combined cells like 10A into name + section, and previews before saving. See Ori — Bulk Imports and Chat Actions.

Navigation

Start from the left sidebar navigation menu:

1. Look for the "Grades" menu item in the left sidebar (graduation cap icon)
2. Click on "Grades" to navigate to this page
3. The page will load and display: "Manage Grades" header, search bar, action buttons, and a table showing all grades with their sections and initials

Overview

The Grades page helps you organize your school's class structure by creating and managing grade levels with their sections. You can add individual grades like "Grade 10 Section A", use batch creation to make multiple sections at once (entering "A-C" creates sections A, B, and C automatically), search for specific grades by name or section, update grade information including custom initials, assign bell time schedules to grades, and manage grade deletion with dependency checking. Each grade entry includes a grade name, section identifier, and initials that serve as shorthand identifiers throughout the system.

Tasks

Create - Add Single Grade

Navigation: Start from sidebar → Click "Grades" → Page loads

Steps:

1. Click Button: Click the blue gradient "Add New Grade" button with graduation cap icon in the top-right area
2. Dialog Opens: A form dialog appears titled "Add New Grade/Section" with subtitle "Fill in the details to add a new grade/section"
3. Fill Required Fields:
   • Grade Name (Required): Enter "Grade 9" (the grade level)
   • Section (Required): Enter "A" (the section identifier)
   • Initials (Optional): Enter "9A" or leave blank for auto-generation
4. Submit: Click the blue "Add" button at the bottom-right of the dialog
5. Result: Dialog closes, success message "Grade(s) added successfully" appears in green at the top, the new grade appears in the table sorted by grade level

Required Fields: Grade Name, Section Optional Fields: Initials (auto-generated from name and section if left blank) Save Button: Blue "Add" button at bottom-right of dialog Success Message: "Grade(s) added successfully"

Example: "To create Grade 10 Section A, click 'Add New Grade', enter 'Grade 10' as the name, 'A' as the section, and optionally '10A' as initials, then click 'Add'. The grade appears in the table with all details."

Create - Add Grade Without Initials

Navigation: Start from sidebar → Click "Grades" → Click "Add New Grade"

Steps:

1. Open Form: Click "Add New Grade" button
2. Dialog Opens: Form appears for new grade entry
3. Fill Required Only:
   • Grade Name: Enter "Grade 11"
   • Section: Enter "B"
   • Initials: Leave this field empty
4. Submit: Click "Add" button
5. Result: Grade is created with auto-generated initials based on the grade name and section

Auto-Generation: If you leave initials blank, the system automatically generates them from the first letters/numbers of the grade name plus the section.

Example: "To quickly add Grade 5 Section B without worrying about initials, enter 'Grade 5' and 'B', leave initials blank, and click 'Add'. The system might auto-generate '5B' or 'G5B' as initials."

Create - Batch Create Multiple Sections

Navigation: Start from sidebar → Click "Grades" → Click "Add New Grade"

Steps:

1. Open Form: Click "Add New Grade" button
2. Dialog Opens: Form appears with note about range format
3. Fill Fields for Batch:
   • Grade Name: Enter "Grade 10"
   • Section: Enter "A-C" (this creates sections A, B, and C)
   • Initials: Leave blank (will auto-generate for each section)
4. Info Notice: Blue info box shows "When using a range (e.g., A-C), all sections will be created with the same grade name"
5. Submit: Click "Add" button
6. Result: Three grades are created:
   • Grade 10 Section A
   • Grade 10 Section B
   • Grade 10 Section C
7. Success: Message shows "Grade(s) added successfully" and all three appear in the table

Range Formats: Use "A-C" for letters or "1-3" for numbers to create multiple sections at once.

Example: "To create Grade 9 with sections A through E, enter 'Grade 9' as name and 'A-E' as section. Click 'Add' and five sections (A, B, C, D, E) are created in one action."

Read - View All Grades

Navigation: Start from sidebar → Click "Grades" → Page loads

Display Format: Grades are shown in a table with the following columns:

• Grade Name (e.g., "Grade 9")
• Section (e.g., "A", "B", "C")
• Initials (e.g., "9A", "10B", "11C")
• Schedule (if assigned, shows bell schedule name)
• Actions (Edit and Delete buttons)

Sorting: Grades automatically sort by grade level (Pre-K, Kindergarten, Grade 1-12, others alphabetically), then by section alphabetically.

Example: "When you open the Grades page, you see all grades listed in order from lowest to highest level: Kindergarten A, Grade 1 A, Grade 1 B, Grade 2 A, etc."

Read - Search Grades

Navigation: Start from sidebar → Click "Grades" → Use search box

Steps:

1. Locate Search: Find the search input field below the "Manage Grades" header (has magnifying glass icon)
2. Enter Term: Type the grade name or section you're looking for (e.g., "Grade 10" or "Section B")
3. View Results: The table automatically filters to show only matching grades
4. Clear Search: Delete your search text to show all grades again

Search Scope: Searches both grade names and sections.

Example: "To find all Section B classes, type 'B' in the search box. The table shows only grades with 'B' in their name or section. Clear the search to see all grades again."

Update - Edit Grade Information

Navigation: Start from sidebar → Click "Grades" → Find grade → Click Edit

Steps:

1. Find Grade: Locate the grade in the table (e.g., "Grade 9 Section A")
2. Click Edit: In the Actions column, click the "Edit Grade" button (pencil icon)
3. Dialog Opens: The "Edit Grade/Section" form appears with current information pre-filled:
   • Grade Name shows current value
   • Section shows current value
   • Initials shows current value
4. Modify Fields: Update any information you need:
   • Change name to "Grade 9 Advanced"
   • Change section to "B"
   • Change initials to "9A-ADV"
5. Submit: Click the blue "Update" button at the bottom
6. Result: Dialog closes, "Grade(s) added successfully" message appears, table updates showing new values

Save Button: Blue "Update" button at bottom-right of dialog Note: Section field doesn't support range format in edit mode (only single section)

Example: "To rename 'Grade 10 A' to 'Grade 10 Advanced Section A', click its Edit button, change the name to 'Grade 10 Advanced', update initials to '10AA' if desired, and click 'Update'."

Update - Assign Schedule to Grade

Navigation: Start from sidebar → Click "Grades" → Click "Assign Schedules" button

Steps:

1. Click Button: Click the "Assign Schedules" button in the top-right area (next to other action buttons)
2. Dialog Opens: Schedule Assignment dialog appears showing all grades organized by grade level
3. Expand Grade: Click on a grade level to expand it (e.g., "Grade 10") and see all sections
4. Select Schedule: For each section, choose a bell schedule from the dropdown menu
5. Bulk Assignment: You can assign the same schedule to all sections of a grade level at once
6. Save: Click "Save Changes" button
7. Result: Schedules are assigned to the selected grades, and the table updates to show schedule names in the Schedule column

Example: "To assign 'Regular Schedule' to all Grade 9 sections, click 'Assign Schedules', expand Grade 9, select 'Regular Schedule' for each section (or use bulk select), and click 'Save Changes'."

Delete - Remove Single Grade

Navigation: Start from sidebar → Click "Grades" → Find grade → Click Delete

Steps:

1. Find Grade: Locate the grade in the table
2. Click Delete: In the Actions column, click the red "Delete" button (trash icon)
3. First Confirmation: A dialog appears asking "Are you sure you want to delete this grade?"
4. Confirm: Click the "Delete" button in the confirmation dialog
5. Second Confirmation (if dependencies exist): If the grade is assigned to subjects or used in timetables, another dialog shows dependency details
6. Force Delete: Check the confirmation checkbox and click "Delete" again to proceed with force delete
7. Result: Grade is removed from the table and permanently deleted from the system

Warning: If the grade has dependencies (subject assignments, timetable entries), you'll see a detailed warning showing what will be deleted. Force delete removes the grade AND all related data.

Example: "To remove an old test grade with no assignments, find it in the table, click Delete, and confirm. If it has subject assignments, you'll see a second warning showing all data that will be deleted."

Delete - Bulk Delete Multiple Grades

Navigation: Start from sidebar → Click "Grades" → Select grades → Delete

Steps:

1. Select Grades: Click the checkbox in the first column for each grade you want to delete (or click the header checkbox to select all)
2. Bulk Delete Button Appears: A red "Delete" button appears showing the count of selected grades
3. Click Delete: Click the bulk delete button
4. Confirmation Dialog: Dialog asks you to confirm deletion of the selected grades
5. Confirm: Click "Delete" to proceed or "Cancel" to abort
6. Force Delete (if needed): If any selected grades have dependencies, confirm the force delete
7. Result: All selected grades are permanently deleted

Example: "To remove three test grades at once, check the boxes next to them, click the 'Delete (3)' button that appears, and confirm the deletion."

Create - Senior Grade with Streams (11/12)

Navigation: Start from sidebar → Click "Grades" → Click "Add New Grade"

In senior grades — usually 11 and 12 — students don't all study the same subjects. They split into streams such as Science, Commerce, and Humanities (some schools use codes like MA, OA, or PCM/PCB instead). Each stream studies a different combination of subjects, and the elective or option groups within a stream need to be scheduled together so that students can move between their chosen subjects without clashes.

To handle this, TimeIt360 lets each stream be its own grade/section, tied together by a shared grade level. Every section that carries the same grade level has its option groups co-scheduled — so shared electives line up across streams and teachers who teach across streams are only booked once per block.

Steps:

1. Open Form: Click the "Add New Grade" button in the top-right.
2. Enter Grade Name and Section: Fill in the grade name (e.g. "12") and section just like any other grade.
3. Tick "Part of a senior stream (grade level)": This reveals the stream options.
4. Stream name (optional): A short prefix that combines with the section — Stream "MA" + Section "A" becomes the section "MA-A". Leave it blank to keep the section exactly as typed.
5. Grade level:
   • For the first stream of a level, open the dropdown and choose "＋ New level…", then type the level (e.g. "12").
   • For every other stream, simply pick that same level (e.g. "12") from the dropdown so they co-schedule together.
6. Submit: Click "Add", then repeat for each stream — selecting the same grade level each time.
7. Result: Each stream is its own grade row tagged with the shared level. The Grades table shows a Grade Level column, so you can see at a glance which sections co-schedule together (they share a coloured level badge).

Why a shared level, not separately named grades: Each stream keeps its own subjects and teachers — Science can have Physics, Chemistry, and Biology while Commerce has Accountancy, Business Studies, and Economics — but because they share a grade level, the generator co-schedules their option groups instead of treating them as unrelated grades.

💡 The grade level is a dropdown that reuses levels you've already created, so every stream lands on the exact same value. That exact match is what makes co-scheduling work — don't type slightly different levels like "12" on one and "Grade 12" on another.

Example: "For a Grade 12 that splits into a Maths stream and an Optional stream, click 'Add New Grade', enter '12' and section 'A', tick 'Part of a senior stream', set Stream 'MA' and create level '12'. Add the next grade the same way with Stream 'OA' — and this time pick '12' from the dropdown. Both now co-schedule their option groups."

Update - Add an Existing Grade to a Stream (set its level)

Navigation: Start from sidebar → Click "Grades" → Find grade → Click Edit

Already have your senior grades set up as separate sections and just need them to co-schedule? You don't have to recreate anything — tag each one with a shared grade level.

Steps:

1. Find the Grade: Locate an existing grade or stream in the table.
2. Click Edit: Click the "Edit Grade" button (pencil icon) in the Actions column.
3. Tick "Part of a senior stream (grade level)": The grade level control appears. (In edit there's no stream-name field — the section already has its name.)
4. Pick the level: For the first grade you tag, choose "＋ New level…" and type it (e.g. "12"). For the rest, select that same level from the dropdown.
5. Submit: Click "Update".
6. Result: The grade keeps all its subjects, teachers, and section name untouched — it just joins the shared level. Repeat for each section of the grade; once they all share the level, regenerate and their option groups will co-schedule.

Removing a grade from a stream: edit it, untick "Part of a senior stream", and click Update — the level is cleared and the grade goes back to scheduling on its own.

Example: "A school already has Grade 12 set up as four sections — 12_MA, 12_OA, 12_BR, 12_PN — each with its own subjects. Edit 12_MA, tick 'Part of a senior stream', and create level '12'. Then edit the other three and pick '12' from the dropdown. No subjects re-entered — they now co-schedule."

Buttons & Controls

• Add New Grade (Blue Gradient Button with Graduation Cap Icon): Opens the form to add a new grade/section. Located in the top-right corner. Has aria-label "Add New Grade".
• Assign Schedules (Outlined Button): Opens dialog to assign bell time schedules to grades. Located next to "Add New Grade" button.
• Import (Outlined Button with FileUp Icon): Opens dialog to import grades from Excel file. Located in action buttons area.
• Export (Outlined Button with FileDown Icon): Downloads all grades data as an Excel file. Located next to Import button.
• Search Input (Text Field with Magnifying Glass Icon): Filter grades by typing name or section. Located below the page header.
• Select All Checkbox (Table Header): Checkbox in table header that selects or deselects all grades for bulk operations.
• Individual Checkbox (Table Rows): Checkbox in each row for selecting that grade for bulk delete.
• Edit Grade Button (Blue Button in Actions Column): Opens edit form with grade's current information pre-filled. Has pencil icon and title "Edit Grade".
• Delete Button (Red Button in Actions Column): Removes the grade after confirmation(s). Has trash icon.
• Bulk Delete Button (Red Button): Appears when grades are selected, shows count like "Delete (2)".

Visual Elements

• Sorted Table: Grades automatically sort by level (Pre-K, K, 1-12, others), then by section. Helps maintain logical organization.
• Success Message (Green Alert): Green notification at top showing "Grade(s) added successfully" or export success.
• Batch Results Display (in Dialog): When using range format (A-C), shows creation results for each section in a scrollable list within the dialog.
• Info Box (Blue Background in Form): Shows helpful information about range format: "When using a range (e.g., A-C), all sections will be created with the same grade name".
• Error Message (Red Alert): Red notification showing errors like "Failed to load grades" or validation errors.
• Schedule Column: Shows assigned bell schedule name for each grade, or empty if no schedule assigned.
• Loading Spinner: Animated spinner while grades data loads from database.

Form Fields Reference

• Grade Name: Text field, required, the grade level designation. Example: "Grade 10", "Kindergarten", "Pre-K". No specific format enforced.
• Section: Text field, required. In create mode: single section like "A" or range like "A-C" or "1-3". In edit mode: single section only. Example: "A", "B", "A-E", "1-5".
• Initials: Text field, optional, custom identifier for the grade. Auto-generated from name+section if left blank. Example: "9A", "10B", "11C", "KG-A".

Alerts & Errors

• "Grade(s) added successfully": Green success message at top after successfully creating or updating grades.
• "exported successfully" or "downloaded successfully": Appears after clicking Export when file download completes.
• "Failed to load grades": Error shown if grade list cannot be loaded from database.
• "Grade Name and Section are required": Validation error if you try to submit with required fields empty.
• HTML5 Validation: Browser shows "Please fill out this field" for empty required fields.
• Batch Results in Dialog: When creating multiple sections via range, shows success/failure for each section created.
• Dependency Warning Dialog: Shows when deleting grades with subject assignments or timetable entries. Lists all related data that will be deleted.
• Force Delete Confirmation: Requires checking a confirmation box before proceeding with deletion of grades that have dependencies.

Rules & Constraints

• Grade Name and Section Are Required: Cannot create a grade without both fields

  • What's Valid: Name="Grade 10", Section="A"
  • What's Invalid: Empty name or empty section
  • Error Message: Browser shows validation for required fields
  • How to Fix: Fill in both Grade Name and Section before clicking Add
  • Example Valid: "Grade 1" + "A" = valid
  • Example Invalid: Empty name field prevents submission

• Initials Auto-Generate When Left Blank: If you don't provide initials, the system creates them automatically

  • What Happens: System uses first letters/numbers from grade name plus section
  • Example: "Grade 5" + "B" might generate "5B" or "G5B" as initials
  • Override: You can enter custom initials to override auto-generation

• Range Format Creates Multiple Sections: Using "A-C" or "1-3" in section field creates multiple grades

  • What's Valid: "A-C" (creates A, B, C), "1-3" (creates 1, 2, 3), "A-E" (creates A, B, C, D, E)
  • What's Invalid: Invalid ranges like "C-A" (reverse order) or "A-1" (mixing letters and numbers)
  • Example: Grade="Grade 9", Section="A-D" creates four grades: 9A, 9B, 9C, 9D
  • Note: Only works in create mode, not edit mode

• Range Format Only in Create Mode: When editing, section field accepts single section only

  • Create Mode: Section can be "A" or "A-C"
  • Edit Mode: Section can only be "A" (no ranges)
  • Reason: Editing a range would be ambiguous about which sections to modify

• Grades Sort Automatically: Table automatically sorts grades by level then section

  • Sort Order: Pre-K → Kindergarten → Grade 1 → Grade 2 → ... → Grade 12 → Others alphabetically
  • Then By: Section alphabetically (A, B, C, etc.)
  • Example: "Kindergarten A" appears before "Grade 1 B" which appears before "Grade 10 A"
  • Benefit: Maintains logical grade progression regardless of creation order

• Cannot Delete Grades With Dependencies Without Confirmation: Grades assigned to subjects or in timetables require force delete

  • What Happens: A warning dialog shows all subject assignments and timetable entries using this grade
  • Options: Cancel to keep the grade, or confirm force delete to remove grade and all dependencies
  • Warning: Force delete removes the grade AND all subject assignments, timetable entries, and related data
  • Example: Trying to delete "Grade 10 A" with 5 subject assignments shows a warning listing all assignments

Tips & Notes

• Use Batch Creation for Efficiency: When adding multiple sections of the same grade, use range format (A-C) instead of adding each section individually.
• Initials Show Throughout System: Grade initials appear in timetables, reports, and assignments. Choose clear, recognizable initials.
• Leave Initials Blank for Auto-Generation: The system intelligently generates initials from your grade name and section. Only customize if you have specific requirements.
• Search Saves Time: With many grades, use search to quickly find specific grade levels or sections.
• Grades Sort Intelligently: The system recognizes Pre-K, Kindergarten, and numeric grades (1-12), sorting them logically instead of alphabetically.
• Export Before Bulk Changes: Before deleting multiple grades or making major changes, use Export to download a backup of your grade data.
• Dependencies Block Simple Deletion: If a grade has subject assignments or timetable entries, you'll see a detailed warning before deletion. Review carefully before force deleting.
• Assign Schedules After Creation: Create all your grades first, then use "Assign Schedules" to bulk-assign bell schedules to multiple grades at once.
• Section Naming Is Flexible: Sections can be letters (A, B, C), numbers (1, 2, 3), or custom text. Choose a convention and stick with it.
• Batch Results Show Details: When creating multiple sections via range, the dialog shows whether each section was created successfully or if there were any errors.