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Assignments & Scheduling

Teacher→Subject Assignments

Define which subjects each teacher is qualified to teach and for which grade levels. Create a detailed qualification matrix showing every teacher-subject-grade combination in your school.

💡 Bulk option: download the assignments template from this page, edit the IsAssigned column, then attach the file to Ori (chat icon, bottom-right) and say "update teacher subject assignments". Ori previews only the rows that actually change before saving. See Ori — Bulk Imports and Chat Actions.

Start from the left sidebar navigation menu:

  1. Look for the "Teacher→Subject Assignments" menu item in the left sidebar (under Teachers section)
  2. Click on "Teacher→Subject Assignments" to navigate to this page
  3. The page will load and display: "Teacher Subject Assignments" header with search bar, Import/Export buttons, and a table showing all teachers with their subject and grade assignments in expandable rows

Overview

The Teacher→Subject Assignments page helps you manage which subjects each teacher is qualified to teach and for which grade levels. You can assign teachers to teach specific subjects for specific grades (like "John teaches Math to Grade 10A and 10B"), view all assignments in an expandable table showing detailed breakdowns per teacher, search for specific teachers to quickly find their qualifications, use the edit dialog to toggle subject-grade assignments with a visual matrix interface, bulk delete assignments to clear qualifications for multiple teachers at once, and import/export assignment data for bulk updates or backup. Each teacher row shows a summary of subjects and grades, and can be expanded to see the complete assignment breakdown with subject names and grade initials.

Tasks

Read - View Teacher Assignments

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

Display Format: Teachers are shown in a table with expandable rows. Each collapsed row shows:

  • Checkbox (for selecting teacher)
  • Expand/collapse arrow (chevron icon)
  • Teacher Name (e.g., "John Smith")
  • Subjects (count like "3 subjects" or "No assignments")
  • Subject Preview (shows up to 2 subject tags with colored badges)
  • Grades (count like "5 grades")
  • Actions (Edit button)

Expanded Row: Click the chevron arrow to expand a row and see detailed breakdown:

  • Header: "Subject Assignments (3):"
  • Two-column layout:
    • Left column: Subject name with colored tag (e.g., "Mathematics - MATH")
    • Right column: All grade initials for that subject as colored tags (e.g., "10A, 10B, 11A")
  • Subjects sorted alphabetically
  • Grades sorted numerically within each subject

Example: "When you open the page, you see all teachers listed. 'Alice Johnson' shows '2 subjects' with tags for 'Mathematics' and 'Physics', and '4 grades'. Click the arrow next to her name to expand and see that she teaches Mathematics to grades 9A, 9B and Physics to grades 10A, 10B."

Read - Search Teachers

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

Steps:

  1. Locate Search: Find the search input field below the "Teacher Subject Assignments" header (has magnifying glass icon and placeholder "Search teachers by name...")
  2. Enter Term: Type the teacher name you're looking for (e.g., "Sarah" or "John")
  3. View Results: The table automatically filters to show only matching teachers
  4. Clear Search: Delete your search text to show all teachers again

Search Scope: Searches teacher names only (case-insensitive). No Results: Shows "No teachers match your search criteria. Try a different search term." when no matches found.

Example: "To find teacher 'Sarah', type 'sarah' in the search box. The table shows only teachers with 'Sarah' in their name. Clear the search to see all teachers again."

Update - Assign Subject and Grade to Teacher

Navigation: Start from sidebar → Click "Teacher→Subject Assignments" → Find teacher → Click Edit

Steps:

  1. Find Teacher: Locate the teacher in the table (use search if needed)
  2. Click Edit: In the Actions column, click the blue "Edit" button
  3. Dialog Opens: The "Edit Subject & Grade Assignments" dialog appears with:
    • Teacher name in the description (e.g., "Manage subject and grade assignments for John Smith")
    • Instructions: "Click on a subject to expand grades, then toggle individual grade assignments"
    • Save Changes button (disabled, showing "Save Changes")
    • X button to close
  4. View Sections: Three sections may appear:
    • Regular Subjects: Standard school subjects (gray border)
    • Team Classes: Team-taught subjects (blue border)
    • Subject Groups: Groups of related subjects (purple border)
  5. Expand Subject: Click on any subject header to expand and see all available grades
    • Subject header shows: subject name, subject code, and assignment count (e.g., "2/12" means 2 out of 12 grades assigned)
    • Green background indicates subject has assignments
    • White background indicates no assignments
  6. Assign Grade: Click on a grade button to assign it
    • Unassigned grades: white button with gray border
    • Assigned grades: green button with white text
    • Click to toggle between assigned/unassigned
  7. Visual Feedback:
    • Blue ring appears around buttons for pending changes
    • Save button updates to show change count (e.g., "Save Changes (1)")
    • Save button becomes enabled
  8. Assign More: Continue clicking grade buttons across different subjects to make multiple assignments
  9. Submit: Click the blue "Save Changes" button in the header
  10. Result: Dialog closes, "Subject assignments updated successfully" message appears in green, table updates showing new assignments

Save Button: Blue "Save Changes" button in dialog header (disabled when no changes, enabled after making changes, shows change count) Success Message: "Subject assignments updated successfully"

Example: "To assign 'Jane Doe' to teach Mathematics to Grade 9A and 9B, click her Edit button, find 'Mathematics' in the subject list, click to expand it, click the '9A' button (turns green), click the '9B' button (turns green), see 'Save Changes (2)' in the header, and click it. The dialog closes and Jane's row now shows Mathematics with grades 9A and 9B."

Update - Unassign Subject and Grade from Teacher

Navigation: Start from sidebar → Click "Teacher→Subject Assignments" → Find teacher → Click Edit

Steps:

  1. Open Edit Dialog: Click Edit button for the teacher
  2. Dialog Opens: Shows current assignments
  3. Expand Subject: Click on the subject that has the grade you want to unassign
  4. Unassign Grade: Click on a green (assigned) grade button to unassign it
    • Button changes from green to white
    • Blue ring indicates pending change
    • Save button shows change count
  5. Submit: Click "Save Changes"
  6. Result: Grade is removed from the teacher's assignments, table updates to reflect changes

Example: "To remove Grade 10B from John's Chemistry assignments, click Edit for John, expand Chemistry, click the green '10B' button (turns white), and click 'Save Changes'. John no longer teaches Chemistry to 10B."

Update - Assign Multiple Subjects and Grades at Once

Navigation: Start from sidebar → Click "Teacher→Subject Assignments" → Find teacher → Click Edit

Steps:

  1. Open Edit Dialog: Click Edit button for the teacher
  2. Expand First Subject: Click to expand first subject (e.g., "Mathematics")
  3. Select Grades: Click multiple grade buttons (e.g., "9A", "9B", "10A")
  4. Expand Second Subject: Click to expand another subject (e.g., "Physics")
  5. Select More Grades: Click grade buttons for this subject (e.g., "11A", "11B")
  6. Observe Count: Save button shows total changes (e.g., "Save Changes (5)")
  7. Submit: Click "Save Changes" once to save all assignments
  8. Result: All changes saved together, success message appears

Tip: You can make as many changes as needed before saving - the system tracks all pending changes and applies them in one operation.

Example: "To assign Sarah to teach both Math (grades 9A, 9B) and Science (grades 9A, 9B, 10A), open her edit dialog, expand Math, click 9A and 9B, expand Science, click 9A, 9B, and 10A, see 'Save Changes (5)', and click it. All five assignments are created at once."

Update - Cancel Changes Without Saving

Navigation: Start from sidebar → Click "Teacher→Subject Assignments" → Find teacher → Click Edit

Steps:

  1. Open Edit Dialog: Click Edit button for a teacher
  2. Make Changes: Click some grade buttons to assign/unassign subjects
  3. Notice Changes: Save button shows change count and is enabled
  4. Cancel: Click the X button in the top-right corner of the dialog
  5. Dialog Closes: The dialog closes without saving
  6. Verify: Reopen the dialog for the same teacher - all grades show their original status (changes were discarded)

Note: There is no "Cancel" text button - use the X button to close without saving.

Example: "If you accidentally assign grades to the wrong teacher, click the X button to close the dialog without saving. When you reopen it, the accidental changes are gone."

Update - Work with Subject Groups

Navigation: Start from sidebar → Click "Teacher→Subject Assignments" → Find teacher → Click Edit

Steps:

  1. Open Edit Dialog: Click Edit button for a teacher
  2. Locate Subject Groups Section: Scroll to the "Subject Groups" section (purple borders)
  3. Expand Group: Click on a subject group header (shows group name and included subject codes)
  4. View Individual Subjects: The group expands to show each subject within it
  5. Assign Grades: For each subject in the group, click grade buttons to assign
  6. Visual Distinction: Subject group headers have purple text and purple backgrounds
  7. Submit: Click "Save Changes" to apply assignments

Example: "If you have a 'Science Group' containing Biology, Chemistry, and Physics, expand it to see all three subjects listed separately. Assign a teacher to Biology for Grade 9A, Chemistry for Grade 10A, and Physics for Grade 11A - all within the same group."

Delete - Clear All Assignments for Single Teacher

Navigation: Start from sidebar → Click "Teacher→Subject Assignments" → Select teacher → Delete

Steps:

  1. Select Teacher: Click the checkbox in the first column for the teacher whose assignments you want to clear
  2. Checkbox Checked: The checkbox becomes checked
  3. Button Appears: A red "Clear Assignments" button appears at the bottom of the table
  4. Click Button: Click the "Clear Assignments" button
  5. Confirmation Dialog: A dialog appears asking "Are you sure you want to remove all subject assignments for 1 selected teacher? This action cannot be undone."
  6. Confirm: Click the red "Delete" button in the confirmation dialog
  7. Result: All subject-grade assignments for that teacher are removed, success message "Successfully cleared subject assignments for 1 teacher" appears

Warning: This removes ALL subject and grade assignments for the selected teacher. The teacher remains in the system, only their assignments are cleared.

Example: "To clear all assignments for a teacher who is leaving, check their checkbox, click 'Clear Assignments', confirm the deletion, and all their subject-grade assignments are removed."

Delete - Bulk Clear Assignments for Multiple Teachers

Navigation: Start from sidebar → Click "Teacher→Subject Assignments" → Select teachers → Delete

Steps:

  1. Select First Teacher: Click checkbox for first teacher
  2. Select More Teachers: Click checkboxes for additional teachers
  3. Selection Count: Each checked box adds to the selection
  4. Button Updates: "Clear Assignments" button appears, showing count like "Clear Assignments (3)"
  5. Click Button: Click the "Clear Assignments" button
  6. Confirmation Dialog: Dialog asks "Are you sure you want to remove all subject assignments for 3 selected teachers?"
  7. Confirm: Click "Delete" button
  8. Result: All assignments for all selected teachers are cleared, success message shows "Successfully cleared subject assignments for 3 teachers"

Select All: Use the checkbox in the table header to select all teachers at once. Deselect: Click a checked checkbox to uncheck it and remove from selection.

Example: "To clear assignments for three substitute teachers who are no longer working, check their three checkboxes, see 'Clear Assignments (3)', click it, and confirm. All three teachers have their assignments cleared in one operation."

Read - Import Assignments

Navigation: Start from sidebar → Click "Teacher→Subject Assignments" → Click Import

Steps:

  1. Click Import Button: Click the outlined "Import" button with FileUp icon in the top-right area
  2. Dialog Opens: "Import Teacher Subject Assignments" dialog appears
  3. File Upload Area: Shows "Drag and drop your file here, or click to select" with "Select File" button
  4. Select File: Click "Select File" or drag an Excel file (.xlsx) into the area
  5. File Formats: Accepts Excel files with teacher-subject-grade assignment data
  6. Upload: File uploads automatically after selection
  7. Result: If successful, "Subject assignments imported successfully!" message appears and data refreshes

Close Dialog: Click the X button in the dialog header to close without importing.

Example: "To bulk-import assignments from a spreadsheet, click 'Import', click 'Select File', choose your teacher_subject_assignments.xlsx file, and wait for the success message. All assignments from the file are now loaded."

Read - Export Assignments

Navigation: Start from sidebar → Click "Teacher→Subject Assignments" → Click Export

Steps:

  1. Click Export Button: Click the outlined "Export" button with FileDown icon next to Import button
  2. Processing: Button text changes to "Exporting..." while processing
  3. Download Starts: Browser downloads a file named "teacher_subject_assignments.xlsx"
  4. Success Message: "Subject assignments exported successfully!" appears in green
  5. File Location: Check your browser's download folder for the Excel file

File Contents: Excel file contains all teacher-subject-grade assignments with teacher names, subject names, codes, and grade details.

Example: "Before making major changes to assignments, click 'Export' to download a backup. The file downloads as teacher_subject_assignments.xlsx and contains all current assignment data."

Buttons & Controls

  • Edit Button (Blue Button in Actions Column): Opens the assignment dialog for that teacher. Shows "Edit" text. Located in the rightmost column of each teacher row.
  • Checkbox (First Column): Selects that teacher for bulk operations. Square checkbox, one per row.
  • Header Checkbox (Table Header): Selects or deselects all visible teachers. Located in the table header row, first column.
  • Expand/Collapse Arrow (Second Column): Toggles the detailed view for that teacher. ChevronDown icon when expanded, ChevronRight icon when collapsed. Located in second column of each row.
  • Clear Assignments Button (Red Button): Appears at bottom when teachers are selected. Shows "Clear Assignments" or "Clear Assignments (count)". Has Trash icon.
  • Import Button (Outlined Button with FileUp Icon): Opens the import dialog. Located in header area next to Export button.
  • Export Button (Outlined Button with FileDown Icon): Downloads all assignment data as Excel file. Changes to "Exporting..." while processing.
  • Search Input (Text Field with Magnifying Glass): Filters teachers by name. Placeholder: "Search teachers by name...". Located below page header.
  • Subject Header (Clickable Section): Expands/collapses that subject to show grade buttons. Shows chevron icon, subject name, code, and assignment count.
  • Grade Button (Small Button in Dialog): Toggles assignment for that subject-grade combination. White when unassigned, green when assigned. Shows grade initial like "9A" or "10B".
  • Save Changes Button (Blue Button in Dialog Header): Saves all pending changes. Disabled when no changes, enabled after changes. Shows change count like "Save Changes (3)".
  • X Button (Top-Right of Dialog): Closes the dialog without saving changes.

Visual Elements

  • Expandable Table Rows: Each teacher has a main row and an optional expanded detail row. Chevron icon indicates expand state.
  • Subject Tags (Colored Badges): Subject names appear as colored badges with BookOpen icon. Colors vary per subject. Shown in collapsed row (preview) and expanded row (full list).
  • Grade Tags (Colored Badges): Grade initials appear as colored badges with GraduationCap icon. Shown in expanded row breakdown.
  • Subject Count Badge: Shows "X subjects" or "No assignments" in italic gray text when teacher has no assignments.
  • Grade Count Badge: Shows "X grades" indicating total unique grades assigned to that teacher across all subjects.
  • Preview Tags: Collapsed row shows up to 2 subject tags, with "+X" badge if more subjects exist (e.g., "+3" means 3 more subjects not shown).
  • Assignment Count in Subject Header: Shows "2/12" format meaning 2 out of 12 available grades are assigned for that subject.
  • Green Background (Subject Header): Subject header has green background when teacher is assigned to at least one grade for that subject.
  • White Background (Subject Header): Subject header has white background when teacher is not assigned to any grades for that subject.
  • Blue Ring (Pending Changes): Grade buttons with pending changes show a blue ring around them to indicate unsaved modifications.
  • Regular Subject Border (Gray): Standard subjects have gray borders in the edit dialog.
  • Team Class Border (Blue): Team classes have blue borders and blue text in the edit dialog.
  • Subject Group Border (Purple): Subject groups have purple borders and purple text in the edit dialog.
  • Assigned Grade Button (Green): Grade button with green background and white text indicates teacher is assigned to that grade for the subject.
  • Unassigned Grade Button (White): Grade button with white background and gray text indicates teacher is not assigned to that grade.
  • Loading Spinner: Animated spinner appears with "Loading teacher and subject data..." while page loads.
  • Success Alert (Green Alert): Green notification at top showing success messages like "Subject assignments updated successfully".
  • Error Alert (Red Alert): Red notification at top showing error messages.
  • Warning Alert (Amber Alert): Amber notification when search returns no results.
  • Info Alert (Blue Alert): Blue notification when no teachers or subjects exist, with buttons to add them.
  • Expanded Row Background (Light Gray): Expanded detail row has light gray background to distinguish from main row.

Form Fields Reference

  • Search Teachers: Text field, filters by teacher name, case-insensitive, placeholder "Search teachers by name...". Example: "John", "Sarah", "Smith".

In Edit Dialog:

  • Subject Sections: Clickable headers that expand to show grade buttons. Not editable fields, just navigation elements.
  • Grade Buttons: Toggle buttons, one per grade per subject. Click to assign (green) or unassign (white). Not text inputs, just clickable buttons showing grade initials.

Alerts & Errors

  • "Subject assignments updated successfully": Green success message after saving changes in the edit dialog. Auto-dismisses after 5 seconds.
  • "Successfully cleared subject assignments for X teacher(s)": Green success message after bulk deleting assignments. Auto-dismisses after 5 seconds.
  • "Subject assignments imported successfully!": Green success message after successful file import.
  • "Subject assignments exported successfully!": Green success message after clicking Export and file downloads.
  • "No teachers match your search criteria. Try a different search term.": Amber warning when search finds no matching teachers. Shows in place of table.
  • "No teachers or subjects found. Please add some first.": Blue info alert when database has no teachers or no subjects. Shows buttons to "Add Teachers" and "Add Subjects" linking to respective pages.
  • "Failed to load teacher and subject data" or "Error: [message]": Red error alert when page cannot load data. Shows "Try Again" button to reload.
  • "Failed to save changes" or "Failed to import" or "Failed to export": Red error alerts for operation failures.
  • "Are you sure you want to remove all subject assignments for X selected teacher(s)? This action cannot be undone.": Confirmation dialog text when clicking Clear Assignments button.
  • Loading Message: "Loading teacher and subject data..." appears with spinner during initial page load.

Rules & Constraints

  • Save Button Disabled When No Changes: The Save Changes button in the edit dialog starts disabled and only enables after you make at least one assignment change

    • What Happens: Button is grayed out and unclickable until you toggle at least one grade button
    • Example: Opening the edit dialog shows "Save Changes" button disabled. After clicking one grade button, it becomes enabled and shows "Save Changes (1)"

  • Changes Count Shows Pending Modifications: The Save Changes button displays the number of pending assignment changes

    • Format: "Save Changes" (no changes), "Save Changes (1)" (one change), "Save Changes (5)" (five changes)
    • Example: If you assign 3 grades and unassign 2 grades, the button shows "Save Changes (5)" because 5 total modifications are pending

  • Closing Dialog Discards Unsaved Changes: Clicking the X button closes the dialog without saving any pending changes

    • What Happens: All blue-ringed pending changes are discarded, teacher's assignments remain unchanged
    • Example: If you assign 10 grades but click X instead of Save Changes, none of the assignments are created

  • Subjects Automatically Sort Alphabetically: In the edit dialog, subjects appear in alphabetical order by subject name

    • What Happens: "Biology" appears before "Chemistry" which appears before "Mathematics"
    • Example: Even if subjects were created in a different order, the dialog always shows them alphabetically

  • Grades Sort Numerically Then by Section: Within each expanded subject, grade buttons sort by grade level (1-12) then by section (A, B, C)

    • Sort Order: Grade 9A, Grade 9B, Grade 10A, Grade 10B, Grade 11A, etc.
    • Example: For a subject assigned to grades 10B, 9A, 11A, 10A, the buttons display in order: 9A, 10A, 10B, 11A

  • Teachers Sort Alphabetically by Name: The main table shows teachers in alphabetical order by teacher name

    • What Happens: Sorting is automatic, cannot be changed by user
    • Example: "Alice Johnson" appears before "Bob Smith" which appears before "Carol Lee"

  • Clear Assignments Removes All Subject-Grade Assignments: Bulk delete does not delete the teacher, only their assignment records

    • What Happens: Teacher remains in the Teachers page, but has "No assignments" on this page
    • Example: After clearing John's assignments, John still appears in the table but shows "No assignments" instead of subject counts

  • Search Is Case-Insensitive: Search matches teacher names regardless of letter case

    • What's Valid: Searching "john" finds "John Smith", searching "SARAH" finds "Sarah Lee"
    • Example: Type "sarah" or "SARAH" or "Sarah" - all find "Sarah Johnson"

  • Multiple Teachers Can Share Same Assignments: Different teachers can be assigned to the same subject-grade combinations

    • What's Valid: Both John and Sarah can be assigned to teach Mathematics to Grade 10A
    • Use Case: Team teaching, co-teachers, or backup teachers
    • Example: Physics for Grade 12A might have 2 teachers assigned (primary and assistant)

  • Assignment Requires Both Subject AND Grade: You cannot assign a teacher to just a subject or just a grade; the assignment is always subject-grade specific

    • What Happens: Each grade button represents a specific subject-grade pairing
    • Example: Assigning John to Mathematics doesn't assign him to all grades; you must click individual grade buttons like 9A, 9B, etc.

  • Subject Groups Show Individual Subject Assignments: When expanding a subject group, you assign teachers to each subject within the group individually

    • What Happens: Subject groups are organizational only; assignments are still per subject
    • Example: In a "Science Group" with Biology and Chemistry, you assign grades separately for Biology and separately for Chemistry

Tips & Notes

  • Use Search for Large Teacher Lists: With many teachers, typing a few letters of the teacher name quickly filters the list instead of scrolling.
  • Expand Rows to See Full Details: The collapsed row only shows a summary. Click the chevron arrow to see the complete breakdown of which grades are assigned for each subject.
  • Subject Preview Shows First Two: The collapsed row shows up to 2 subject tags. If a teacher teaches 5 subjects, you'll see 2 tags and a "+3" badge. Expand the row to see all 5.
  • Change Count Helps Track Edits: The "Save Changes (X)" counter shows how many modifications you've made. Useful for verifying you made the expected number of changes before saving.
  • Blue Rings Indicate Pending Changes: In the edit dialog, any grade button with a blue ring has an unsaved change. Look for blue rings before clicking Save Changes to review what will be saved.
  • Green Subject Headers Mean Assignments Exist: In the edit dialog, subjects with green backgrounds have at least one grade assigned. White backgrounds mean no assignments for that subject yet.
  • Select All for Quick Bulk Operations: Click the header checkbox to select all teachers at once, useful for clearing assignments at the start of a new term.
  • Export Before Bulk Changes: Before clearing assignments for multiple teachers or making major edits, click Export to download a backup of current assignments.
  • Import for Bulk Updates: Instead of manually editing assignments for many teachers, prepare an Excel file with the desired assignments and use Import to update them all at once.
  • Subject Sections Are Collapsible: In the edit dialog, you can expand and collapse different subjects independently. Expand only the ones you need to edit to reduce visual clutter.
  • Assignment Count Shows Progress: The "2/12" next to a subject name shows you've assigned 2 out of 12 available grades. Helps track completion when assigning a teacher to multiple grades.
  • Team Classes and Subject Groups Use Different Colors: Blue borders indicate team classes, purple borders indicate subject groups, gray borders indicate regular subjects. Visual distinction helps identify item types.
  • Close Without Saving to Undo Mistakes: If you make accidental changes in the edit dialog, just click the X button to close without saving. When you reopen the dialog, your mistakes are gone.
  • Multiple Changes Save Together: You can assign grades across multiple subjects before clicking Save Changes once. All changes apply in a single operation, making bulk edits efficient.
  • Teachers Without Assignments Still Appear: Teachers with no assignments show "No assignments" in italic gray text. They remain in the table so you can assign them subjects later.
  • Checkbox Selection Clears After Deletion: After confirming bulk delete, all checkboxes automatically uncheck. You don't need to manually deselect teachers after clearing their assignments.