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We can make SmartClass learn by entering certain information. With your configuration, other modules will start working quickly.

You can start using SmartClass by preparing your various infrastructure and communication plans.

Get started with Schoost

To get a full experience of School Information System, you will have to go through these steps first.

  • All users can access the system from https://app.smartclass.com.tr/ address. (except for our schools with private addresses)

  • Mobile application links will be added and school selection will be requested. (When creating your users in the system, the website address is automatically sent to the user. You can download the central mobile application from the links here. Schools with a dedicated Mobile app will be downloading apps under their own names.)

  • You can forward questions about the system from the help desk address. You can also enter the search field, for example, "user ...." , various document suggestions will be listed. Help Center

  • There is a flow chart in the image respectively. With these definitions, you can make your system ready.

Beginning​

  • You can access your modules with the corresponding menu structures on the left side (1) of the main screen.
  • You can perform your operations such as notifications and period change in the upper right (2) corner.
  • Bottom right (3) in the corner (question) Mark SmartClass | Ask your questions to the support team, Help Center portal, you can follow all your processes related to your question.

https://schoost.atlassian.net/servicedesk/customer/portals

This is the questions and help documents section that you will forward to the "SmartClass Support" unit.

First thing to do!

You need to prepare the system for all users by making the necessary basic adjustments in SmartClass. By completing the following steps in order, you can start using it within 1 hour.

After completing the following steps, the school administration can see the course schedule of all classes and teachers, students and parents can see their own course schedule. All stakeholders can log in to the system.

Facilities​

ERP > Facilities

https://demo.schoost.com/smartclass/rooms

In this area, you need to define the physical areas of your institution. So you will be able to organize plans for the use of these spaces. For example, for lesson or planning an event.

  • Classroom: Physical space name (Classroom 1, Lab 1, Gym 1), Capacity: Enter number (if it is a class of 20 people, it is entered as 20)
  • You can also edit and delete the identified information.

Courses and Batches​

School Management > Courses & Batches

https://demo.schoost.com/smartclass/courses

It is a best practice to add a course for each grade like 5th Grade, 6th Grade and so on.

After adding courses, we create the operational structure of the institution by adding Batches.

Add Course is the name of its training at your institution. For example, Piano training, 10. Batche, Beginner

Batches; It is defined under each course. For example, Piano-1, Piano-2, 10-A, 10-B, Beginner-1

Add a course​

The Course Name is entered. In the description, you can type information about the course.

Course Type

  • If annual is selected, the class is defined and is the type of course that is open all year round. For example, in a school the course is 5th grades / 5A, 5B. class.
  • If Package is selected, it represents the private lesson. For example, private English can be used for lessons such as Guitar.

  1. Annual

    • Start Date
    • End Date
    • Number of Lessons per Week, e.g. week 2 lessons, week 40 lessons..
    • Maximum Club Hours per Week, (optional) For example, this course is compulsorily provided with 2 lessons per week to make space in the curriculum for the music club.
    • Date of Birth Start (optional) It is used to determine the age limit of the students who will enroll.
    • End of Birth Date (optional) is used to determine the age limit of students who will enroll.
    • Course Level (optional) Lists the courses that are predefined in SmartClass. (K12 levels are predefined, custom level descriptions can be requested from the Help Center page)

  2. Package (private lessons)

    • Start Date
    • End Date
    • Total number of Lesson Hours, e.g. 20 lessons
    • Number of Lessons per week, e.g. 1 lesson
    • Unit Rate, for example $ 100
    • Date of Birth Start
    • Birth Date End
    • Course Level (optional)

Scenario 1,

note

Total Teaching Hours: 20 Lessons per week: 1 Unit fee: $ 100 If a Packaged Course is defined, the unit fee x the number of course hours determines the student's course fee.

If a registration is requested for the course while the training is in progress, sales can be made for the remaining number of hours and the course registration fee is determined automatically.

Scenario 2,

note

If the unit fee is left blank, the fee for the relevant course must be entered on the fees page. (all fees required, $2000)

If 10 hours of sales are made while the training is in progress, it reflects the full cost of the course. (20 classrooms, $2000)

Add a Batche​

https://demo.schoost.com/smartclass/courses

If you have batches called 5/A and 6/A and so on, you can add them under 5th Grade and 6th Grade and so on, respectively.

Batche additions can be made for annual courses.

  1. Click on the course name to start the process
  2. Add class is selected,
  • Course Name (predefined income)
  • Batch Name (for example, 5-A, 5-B, Spain, Paris, Blue, Lightning)
  • Section (optional) e.g. equal weight
  • Is there a fixed classroom? (Y/N)
  • IB (optional)
  • Classroom (predefined)
  • Capacity
  • Curriculum (optional) (predefined)

Add Courses and Sections (described later)

Definition of course hours​

Settings > Class Hours

https://demo.schoost.com/smartclass/bellSettings

Adding bell setting for each day of a week will let you set the schedule timetable for all weeks.

Flexible day-by-day definition (default)

The institution needs to be organized according to the course hours. For example, you will be able to start classes on Monday at 08.30 or Tuesday at 09.30.

Add Class Hours​

From the Add Ring Time button, select

  • The process starts by selecting the type (predefined)
  • Time (preset),
  • Time Title (optional), appears in the syllabus
  • Start Time
  • End Time

Define all days at once

Settings > Preferences > Schedule

Does the school have the same class start and end times for all weekdays? (If yes)

Go back to the class hours page and complete it by adding the bell clock.

Define course-based course hours

Can different course times be defined for courses? (If yes)

School Management > Course and Batches menu will activate the course hours button and complete it by adding the course time.

Add students or import them from a template​

You can add individual students here:​

https://demo.schoost.com/smartclass/registration

You can import students with a template here:​

https://demo.schoost.com/smartclass/importData

While filling out the template, if you add course and batch names, the students will be assigned to these course and batches automatically.

Data Transfer​

Two types of data can be transferred. It's quick and easy with a template.

Transfer of student and parent information​

Tools > After downloading the Student excel template in the Data transfer page and completing the filling of the relevant fields, you can import the document from the data add page under the "Import Student and Parents" field.

  • Click the Browse button.
  • Upload the file inside.
  • Select the file.
  • Trigger the Transfer button.

The Course/Grade level and Class information in the student information must be in the format you have opened in the system.

If the system is defined as 5th Class 5/A, it should be the same in the template.

With this process, students will be added directly into the relevant class

Gender must be entered as E or K.

Add teachers and other personnel​

You can add individual personnel here:​

https://demo.schoost.com/smartclass/personnel

You can import personel with a template here:​

https://demo.schoost.com/smartclass/importData

Staff Transfer​

Tools > You can download the Staff excel template in the Data transfer page and after the filling of the relevant fields is completed, you can import the document from the data addition page under the "Import Personnel" field.

  • Click the Browse button.
  • Upload the file inside.
  • Select the file.
  • Trigger the Transfer button.

You can create a user by selecting the user type from the Activate user option within the transferred personnel transactions button.

Course Assignments​

School Management > Course Assignments

Within the course assignments page, the definition of all the courses made/processed in the institution is carried out.

Identification can be made according to the course type.

Add mandatory and elective classes​

If you add mandatory class like Math, it will be assigned to all students in the batch automatically.

If you add elective class, you can select students for this class individually.

https://demo.schoost.com/smartclass/classes

Add Required Course​

Semester: Academic report card period is selected.

K12 applies to schools.

Class: The class selection is made for which class the course will be added.

Course: The course to be added is selected (predefined)

Title: A different name can be entered for the added course.

It makes the name you type in the title appear in the system in front of the added course or instead of the added lesson. (You can choose the Show course name option as appropriate for you)

Title (Foreign Language): You can enter the name of the course in a different language.

If it is necessary to create documents such as report cards, transcripts in a foreign language, you can enter this course name in a foreign language and make it appear in the language you entered on the report card.

Code: You can enter a course code. Example: Math 101

Hours per Week: Number of hours per week

Number of Credits: The credit value of the added course is entered.

The credits entered are used in the calculation process for the GPA/SPA averages in the report card and transcript of the relevant course.

Classroom: Choose which classroom the lesson will be held in.

Quota: If the classroom will not be used, enter the quota.

Add Elective​

It is a course assignment made for students from more than one class to take common course(s) or for the course(s) taken by a certain number of students in a class.

Semester: Academic report card period is selected.

K12 applies to schools.

Main Course (Select the main course to add as a subcourse)

Course: The course to be added is selected (predefined)

Title: A different name can be entered for the added course.

It makes the name you type in the title appear in the system in front of the added course or instead of the added lesson. (You can choose the Show course name option as appropriate for you)

Title (Foreign Language): You can enter the name of the course in a different language.

If it is necessary to create documents such as report cards, transcripts in a foreign language, you can enter this course name in a foreign language and make it appear in the language you entered on the report card.

Code: You can enter a course code. Example: Math 101

Classes: All relevant classes are selected for which class students are the students who will take the course.

Multiple classes are selected so that students from more than one class are in the common course.

Method for assigning learners: The type of assigning learners to the course is selected.

Manual Assignment: Students who take the course are assigned to the course by the school administration.

Automatic: Class students are assigned by gender or in bulk.

Request Collection: Students make course selections between the specified dates and are assigned to the course after the approval of the administration.

Hours per Week: Number of hours per week

Number of Credits: The credit value of the added course is entered.

The credits entered are used in the calculation process for the GPA/SPA averages in the report card and transcript of the relevant course.

Classroom: Choose which classroom the lesson will be held in.

Quota: If the classroom will not be used, enter the quota.

Add Private Lessons​

It is the type of course assignment to be used for private lessons in academies.

Course: Which course to add courses for.

Course: The course to be added is selected (predefined)

Title: A different name can be entered for the added course.

It makes the name you type in the title appear in the system in front of the added course or instead of the added lesson. (You can choose the Show course name option as appropriate for you) Students

Students: The student(s) taking the course are selected.

In order for learners to be selected, the course must have been sold to the learner.

Classroom: The classroom where the course will be held is selected.

Add a Teacher to a Course​

Teachers who have been added to the staff list are matched with the course.

By listing the courses by term filter, you can click on the blue icon (human figure) in the row of the course and complete the process of adding a teacher to the course by selecting the teacher who will process the course.

Editing, Adding Classes, Changing Course Type, Deleting​

Editing process: You can change the course name, title, assignment type if it is an elective course, information such as classroom and capacity.

Adding Classes: If a different class will be added for elective courses, you can add it here.

Change Course Type: You can change the type of course that is opened.

Delete: You can delete an opened course.

Make schedule​

You can set classes for batches for a week and then copy this week’s schedule to all weeks.

https://demo.schoost.com/smartclass/schedule

https://demo.schoost.com/smartclass/copySchedule

Syllabus​

After the course hours are defined and the course assignments are completed, the course schedule definition process can be done.

Add a Syllabus​

  • Class selection is made.
  • In the relevant course hour cell of the selected class, click on the 3-dot icon in the lower right corner.
  • In the list that opens, it is selected which course will be taught on the relevant day and time.

The same process is done for all classes and class hours. After the identification process is complete.

Teachers, parents and students can view the syllabus on their own pages.

If the same course schedule is used, it will be sufficient to define a one-week course schedule.

The same syllabus can be copied into future weeks.

Copying a Syllabus​

The following steps are performed in the syllabus copying process.

Source Select a day of the week!: Select a day from the week in which the syllabus is defined.

Target [Start Date] : Select the start day of the week if it will be added to the week starting with the date in the selected date range in the source week.

If the source week is 20.09.2022, the Target Start week should be selected as 28.09.2022.

The days in the example are taken as the first days of the week.

Target [End Date]: If the program of the source week will be valid until which date, select the week related to the end date.

The target end date is entered by selecting the last day of the corresponding week.

Teachers: Select the teachers who are interested in which teachers' schedules will be copied.

While the copying process is done through one teacher, it can also be done through more than one teacher.

Course Types: Select the type of course to be copied.

All courses added from the course assignment and placed in the syllabus must be selected as "Course".

Deleting Syllabus​

The following steps are done in the course progra deletion process.

Date: Select the date to delete.

Entire Week: Do not take action if the entire week in which the selected date is to be deleted (the predefined is all week is selected). Only if the selected day is to be deleted, deselect it by clicking on it.

Teachers: Select the teachers who are interested in which teachers' schedules will be deleted.

While the deletion process is done through one teacher, it can also be done through more than one teacher.

Course Types: Select the type of course to be copied.

All courses added from the course assignment and placed in the syllabus must be selected as "Course".

Activate users​

You can activate user for a personnel from the Personnel page by clicking to the Action options called Activate User.

https://demo.schoost.com/smartclass/personnel

You can activate users for parents/guardians in bulk here:​

https://demo.schoost.com/smartclass/parentPasswordOperations

You can activate users for students in bulk here:​

https://demo.schoost.com/smartclass/studentPasswordOperations

Users​

Person definition and User definition are different. Teacher is Staff while Parent is a user.

The Users page lists all profiles that have access to the system.

Add: User addition can be made by entering the user ID, name and surname, e-mail address and user type information.

  • User type; determines the user's jurisdiction. The authorizations specified on the "User Type Authorizations" page are referenced.
  • The Users page lists predominantly users created from the Staff page, Parent password operations, and users created in bulk for student password operations.

Parent Password Operations​

Within the parent password operations page, you can create users for parents in bulk and share access information with parents.

  • The class(s) are selected from the Classes option.
  • Persons who are parents in the selected classes are listed in the parents column. All guardians come with (blue color) selected.
  • By clicking the Create Parent Passwords option, a user is created for all selected parents.
  • In the Show Parent Passwords option, you can see all the guardians whose users have been created.
  • In the Show Parent Passwords option, you can export the list to excel, print out the access information, send e-mail or sms.

You can share the access information to all parents who come after the user open by taking action from here.

You can sort the data on the page by clicking on the column name you want.

Student Password Operations​

Within the student password operations page, you can create users and share access information for students in bulk.

  • The class(s) are selected from the Classes option.
  • The students of the selected classes are listed in the students column. All students come with it selected (blue color).
  • Clicking Create Student Passwords creates a user for all selected students.
  • In the Show Student Passwords option, you can see all students whose users have been created.
  • In the Show Student Passwords option, you can export the list to excel, print out the access information, send an e-mail or sms.

You can share access information for all students who come after the user is turned on by taking action from here.