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Data Management

Subjects

Manage academic subjects and organize them into subject groups for efficient scheduling. Create subjects with codes and descriptions, group related subjects together, and prepare them for assignment to teachers and grades.

💡 Bulk option: attach an Excel file to Ori (chat icon, bottom-right) and say "add these subjects" — Ori reads any column layout. To create a subject group conversationally, just say "create a subject group called Languages with English, Hindi, Arabic". See Ori — Bulk Imports and Chat Actions.

Start from the left sidebar navigation menu:

  1. Look for the "Subjects" menu item in the left sidebar
  2. Click on "Subjects" to navigate to this page
  3. The page will load and display: a header with "Manage Subjects", a search bar, action buttons, and a table showing all your subjects and subject groups

Overview

The Subjects page lets you manage all the academic courses and electives your school offers. You can add individual subjects with unique codes (like "MATH101" for Mathematics), create subject groups that bundle multiple related subjects together (such as an "Electives" group containing Art, Music, and Drama), search and filter your subjects, update subject details, and manage both subjects and groups for scheduling. Subject groups are especially useful when you want to assign a set of alternative subjects to a grade where students can choose one option.

Tasks

Create - Add New Subject

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

Steps:

  1. Click Button: Click the blue gradient button labeled "Add New Subject" with a Plus icon in the top-right corner
  2. Dialog Opens: A form dialog appears titled "Add New Subject" with the subtitle "Fill in the details to add a new subject"
  3. Fill Required Fields:
    • Subject Name (Required): Enter "Advanced Mathematics"
    • Subject Code (Required): Enter "MATH-ADV"
    • Description (Optional): Enter "Advanced mathematics for upper grades"
  4. Submit: Click the blue "Add" button at the bottom-right of the dialog
  5. Result: Dialog closes, success message "Subject added successfully" appears in green at the top, subject appears in the table with its name and code

Required Fields: Subject Name, Subject Code Optional Fields: Description Save Button: Blue "Add" button at bottom-right of dialog Success Message: "Subject added successfully"

Example: "To add an English subject, click 'Add New Subject', enter 'English Literature' as the name, 'ENG-101' as the code, 'Introduction to English Literature' as description, and click 'Add'. The new subject appears in your subjects table."

Create - Add Homeroom Subject

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

Steps:

  1. Click Button: Click the blue gradient button labeled "Add Homeroom" with a Home icon (next to "Add New Subject")
  2. Dialog Opens: A form dialog appears for creating a homeroom subject
  3. Fill Fields: Enter homeroom subject details (name like "Homeroom", code like "HR-001")
  4. Submit: Click the "Add" button
  5. Result: Homeroom subject is created and can be assigned to teachers for daily attendance and class management

Example: "Create a homeroom subject by clicking 'Add Homeroom', entering 'Morning Homeroom' as the name and 'HR-MORN' as the code. Teachers can then be assigned this subject for daily attendance."

Create - Create Subject Group

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

Steps:

  1. Click Button: Click the outlined button labeled "Create Group" with a Users icon in the top-right area
  2. Dialog Opens: A multi-step wizard appears with Step 1: "Basic Information"
  3. Step 1 - Group Name:
    • Group Name (Required): Enter "Test Group" in the input field
    • Description (Optional): Add a description for the group
    • Click "Next" button
  4. Step 2 - Select Subjects:
    • Use the search box to filter subjects (type "Math" to find Mathematics-related subjects)
    • Click on subject items to select them (minimum 2, maximum 8)
    • Selected count shows "2 selected" (or your count)
    • Click "Next" button
  5. Step 3 - Review and Create:
    • Review your selections
    • Click "Create" button
  6. Result: Subject group is created and appears in the table with a badge showing subject count

Required: Group name, at least 2 subjects selected (maximum 8) Save Button: "Create" button in final step Success Message: "Subject group created successfully"

Example: "To create an 'Electives' group: click 'Create Group', enter 'Electives' as the group name, click Next, select Art, Music, and Drama subjects, click Next, review your selections, and click Create. The Electives group now shows '3 subjects' in the table."

Read - View Subjects List

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

Display Format: Subjects and subject groups are shown together in a table with the following columns:

  • Name (subject or group name)
  • Code (subject code or group identifier)
  • Type (Subject or Subject Group badge)
  • Subject Count (for groups only, shows number of subjects)
  • Actions (Edit and Delete buttons)

Search/Filter: Use the search bar below the "Manage Subjects" header. Type any part of a subject name, code, or description. For subject groups, you can also search by subjects within the group.

Example: "To view all your subjects, click 'Subjects' in the sidebar. You'll see a combined table showing individual subjects (like 'Mathematics MATH-101') and subject groups (like 'Electives - 3 subjects')."

Read - Search Subjects

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

Steps:

  1. Locate Search Bar: Find the search input field below the "Manage Subjects" header (has a magnifying glass icon)
  2. Enter Search Term: Type the subject name, code, or description (for example, "MATH-101" or "Mathematics")
  3. View Filtered Results: The table automatically updates to show only matching subjects and groups
  4. Clear Search: Delete the search text to show all subjects again

Example: "To find all mathematics subjects, type 'Math' in the search box. The table filters to show only subjects with 'Math' in their name, code, or description. Clear the search to see all subjects."

Update - Edit Subject

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

Steps:

  1. Find Subject: Scroll through the table or use search to find the subject (for example, "Physics")
  2. Click Edit: In the Actions column on the right, click the blue "Edit" button for that subject
  3. Dialog Opens: The "Edit Subject" form appears with all current information pre-filled
  4. Modify Fields: Update any fields you need:
    • Change name to "Advanced Physics"
    • Update code to "PHYS-ADV"
    • Modify description to "Advanced physics for senior students"
  5. Submit: Click the blue "Update" button at the bottom-right
  6. Result: Dialog closes, "Subject updated successfully" message appears, table refreshes showing updated information

Save Button: Blue "Update" button at bottom-right of dialog

Example: "To rename a subject from 'Math 101' to 'Mathematics Advanced', click its Edit button, change the name field to 'Mathematics Advanced', and click Update. The change appears immediately in the table."

Update - Edit Subject Group

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

Steps:

  1. Find Group: Locate the subject group in the table
  2. Click Edit: Click the Edit button for that group
  3. Dialog Opens: The multi-step wizard opens with current group information
  4. Modify Details: Change group name, description, or subject selections
  5. Navigate Steps: Use Next/Back buttons to move through wizard steps
  6. Submit: Click "Update" in the final step
  7. Result: Subject group is updated with new information

Example: "To add another subject to the 'Electives' group, click its Edit button, proceed to the subject selection step, select an additional subject, and click Update."

Delete - Remove Single Subject

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

Steps:

  1. Find Subject: Locate the subject in the table (for example, "Chemistry")
  2. Click Delete: In the Actions column, click the red "Delete" button
  3. First Confirmation Dialog: A dialog appears with title "Confirm Deletion" asking "Are you sure you want to delete this subject?"
  4. Confirm First: Click the red "Delete" button in the dialog
  5. Second Confirmation Dialog: If the subject has dependencies (assigned to grades/teachers), another dialog appears showing what will be deleted
  6. Check Confirmation: Check the confirmation checkbox that says "I understand this will delete all related data"
  7. Confirm Second: Click the red "Delete" button again
  8. Result: Subject and all its dependencies are permanently removed, success message appears

Warning: If a subject is assigned to grades, teachers, or used in timetables, you must confirm twice. The second confirmation shows all related data that will be deleted.

Example: "To delete an old subject, click its Delete button, confirm the first dialog, then if it has assignments, check the confirmation box and confirm again. All related assignments will be removed along with the subject."

Delete - Bulk Delete Multiple Subjects

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

Steps:

  1. Select Subjects: Click the checkbox in the first column for each subject you want to delete (select at least 2)
  2. Bulk Delete Button Appears: A red button labeled "Delete" with a trash icon appears showing the count of selected items
  3. Click Delete: Click the bulk delete button (shows "Delete" with number selected)
  4. Confirmation Dialog: A dialog asks you to confirm deletion of the selected subjects
  5. Confirm: Click "Delete" to proceed or "Cancel" to abort
  6. Second Confirmation: If subjects have dependencies, confirm the force delete
  7. Result: All selected subjects are permanently deleted from the system

Tip: You can select all subjects at once by clicking the checkbox in the table header.

Example: "To remove multiple obsolete subjects: check the boxes next to Chemistry, Biology, and Physics, click the Delete (3) button that appears, and confirm the deletion. All three subjects are removed at once."

Buttons & Controls

  • Add New Subject (Blue Gradient Button with Plus Icon): Opens the form to add a new individual subject. Located in the top-right corner of the page header.
  • Add Homeroom (Blue Gradient Button with Home Icon): Creates a homeroom subject for attendance and class management. Located next to "Add New Subject" button.
  • Create Group (Outlined Button with Users Icon): Opens a multi-step wizard to create a subject group containing 2-15 subjects. Located in the top-right area.
  • Import Button (Outlined Button with FileUp Icon): Opens a file selection dialog to import subjects from an Excel file. Located in the action buttons area.
  • Export Button (Outlined Button with FileDown Icon): Downloads all subject data as an Excel file. Shows "Exporting..." while processing.
  • Search Input (Text Field with Magnifying Glass Icon): Filter subjects and groups by typing name, code, description, or subjects within groups. Located below the page header.
  • Select All Checkbox (Table Header): Checkbox in the table header that selects or deselects all subjects at once for bulk operations.
  • Individual Checkbox (Table Rows): Checkbox in each row for selecting that subject/group for bulk operations.
  • Edit Button (Blue Button in Actions Column): Opens the edit form with the subject's current information pre-filled. Has a pencil icon.
  • Delete Button (Red Button in Actions Column): Removes the subject/group after confirmation(s). Has a trash icon.
  • Bulk Delete Button (Red Button with Trash Icon): Appears when subjects are selected, removes all selected items after confirmation.

Visual Elements

  • Subject Badge (Blue Tag): Indicates this is an individual subject (not a group). Appears in the Type column.
  • Subject Group Badge (Purple Tag with Users Icon): Indicates this is a subject group containing multiple subjects. Shows count like "3 subjects".
  • Success Message (Green Alert): Green notification at the top showing "Subject added successfully", "Subject updated successfully", or export success messages.
  • Error Message (Red Alert): Red notification showing error messages like "Failed to load subjects" or validation errors.
  • Validation Alert (Yellow/Red Alert in Dialog): Shows validation errors like "Group name is required" or "Please select at least 2 subjects".
  • Subject Count Indicator: Shows number of subjects in a group (e.g., "3 subjects") next to group names in the table.
  • Selected Count Badge: During subject group creation, shows "2 selected" to indicate how many subjects you've chosen.
  • Dialog Overlay: Semi-transparent dark overlay that appears behind form dialogs and wizards.

Form Fields Reference

  • Subject Name: Text field, required, no specific format. Example: "Mathematics", "Physics", "Chemistry". Shows error if left empty.
  • Subject Code: Text field, required, suggested format like "MATH-101" or "PHYS-ADV". Must be unique per subject. Example: "MATH-101", "PHYS-ADV", "CHEM-101".
  • Description: Text field, optional, brief description of the subject. Example: "Test subject for mathematics".
  • Group Name (in Subject Group wizard): Text field, required, name for the subject group. Example: "Electives" or "Science Group".
  • Group Description (in Subject Group wizard): Text field, optional, describes the purpose of the group. Example: "Optional subjects for students to choose from".
  • Subject Search (in Subject Group wizard): Search field to filter available subjects before selecting them. Type to find subjects quickly.
  • Subject Selection (in Subject Group wizard): Clickable subject items, must select minimum 2 and maximum 8 subjects for a group.

Alerts & Errors

  • "Subject added successfully": Appears in green at the top after successfully creating a new subject.
  • "Subject updated successfully": Appears after successfully editing a subject.
  • "Subject group created successfully": Appears after completing the subject group wizard.
  • "exported successfully" or "downloaded successfully": Appears after clicking Export button when the file download completes.
  • "Failed to load subjects": Error message shown if the subject list cannot be loaded from the database.
  • "Subject name is required" or "Subject code is required": Browser validation or custom error shown if required fields are empty.
  • "Group name is required": Validation error in subject group wizard if group name is not provided.
  • "Please select at least 2 subjects": Validation error in subject group wizard if you try to proceed with less than 2 subjects selected.
  • "Maximum 15 subjects allowed": Validation error in subject group wizard if you try to select more than 15 subjects.
  • Dependency Confirmation Dialog: Special multi-step dialog that appears when deleting subjects with dependencies. Lists all related data that will be deleted.

Rules & Constraints

  • Subject Name and Code Are Required: You cannot create a subject without both name and code

    • What's Valid: Name="Mathematics", Code="MATH-101"
    • What's Invalid: Empty name field, empty code field
    • Error Message: "Subject name is required" or "Subject code is required"
    • How to Fix: Fill in both the Subject Name and Subject Code fields before clicking Add
    • Example Valid: Enter "English" and "ENG-101", then click Add
    • Example Invalid: Clicking Add with empty fields shows validation error

  • Subject Code Must Be Unique: Each subject must have a unique code within your school

    • What's Valid: "MATH-101" for Mathematics, "SCI-101" for Science (different codes)
    • What's Invalid: Using "MATH-101" for two different subjects
    • Error Message: "Subject code already exists" or similar database error
    • How to Fix: Choose a different, unique code for the subject
    • Example: If "MATH-101" exists, use "MATH-102" or "MATH-ADV" instead

  • Subject Groups Require 2-15 Subjects: A subject group must contain at least 2 subjects but no more than 15

    • What's Valid: Selecting 2, 5, 10, or 15 subjects for a group
    • What's Invalid: Selecting only 1 subject, or trying to select 16+ subjects
    • Error Message: "Please select at least 2 subjects" or "Maximum 15 subjects allowed"
    • How to Fix: Select between 2 and 15 subjects before proceeding to the next step
    • Example Valid: Creating an "Electives" group with Art, Music, and Drama (3 subjects)
    • Example Invalid: Trying to create a group with only Music shows "at least 2 subjects" error

  • Group Name Is Required: You cannot create a subject group without a name

    • What's Valid: "Electives", "Sciences", "Core Subjects"
    • What's Invalid: Empty group name field
    • Error Message: "Group name is required"
    • How to Fix: Enter a name in the Group Name field before clicking Next
    • Example Valid: Enter "Language Arts" as the group name
    • Example Invalid: Clicking Next without entering a group name shows error

  • Cannot Delete Subjects With Dependencies Without Confirmation: Subjects assigned to grades, teachers, or used in timetables require additional confirmation

    • What Happens: A two-step deletion process - first confirms you want to delete, second shows dependencies and requires checkbox confirmation
    • Options: Cancel to abort, or check the confirmation box and confirm to proceed with force delete
    • Warning: Force deleting removes the subject AND all its assignments to grades, teachers, timetable entries, and related data
    • How to Fix: Either cancel and manually remove assignments first, or confirm force delete understanding all data will be lost
    • Example: Deleting "Mathematics" that's assigned to 5 grades shows both confirmation dialogs with checkbox

Tips & Notes

  • Use Subject Codes Wisely: Subject codes are used throughout the system and in reports. Use a consistent naming scheme like "MATH-101", "SCI-201" for easy organization.
  • Search Works on Everything: The search bar filters by subject name, code, description, AND subjects within groups. Type any keyword to find what you need.
  • Subject Groups for Scheduling: Subject groups are especially useful for electives where students choose one option from several subjects. Create the group here, then use it in Pre-Assignments.
  • Homeroom Is Special: The homeroom subject is used for daily attendance and class management. Teachers assigned to homeroom handle morning attendance and announcements.
  • Export Before Changes: Before deleting multiple subjects or making major changes, use the Export button to download a backup of your subject data.
  • Dependencies Block Simple Deletion: If a subject has active assignments, you'll need to confirm twice. The second dialog lists everything that will be deleted.
  • Check Before Deleting: Deletion is permanent. The two-step confirmation for subjects with dependencies helps prevent accidental data loss.
  • Import Saves Time: If you have subject information in a spreadsheet, use the Import feature instead of manually adding each subject.
  • Group Size Limits: Keep subject groups between 2-15 subjects for optimal scheduling flexibility. Groups that are too large become difficult to manage.
  • Description Helps Organization: While optional, adding descriptions helps when you have many subjects with similar names (like "Math 101" vs "Math 102").