Records you’ll work with
| Record | What it is |
|---|---|
| Assessment | A test, exam, or project set for one grade level (and optionally one stream) in a term, covering one or more subjects. Each examined subject carries its own paper type and total marks. Carries a lifecycle status (Draft, Scheduled, Grading, Closed). |
| Student grade | One student’s mark for one subject of one assessment. Holds the raw score, the percentage worked out against that subject’s total marks, the resolved grade (from the assessment’s grading scale), and an optional teacher remark. |
| Report card | A per-student summary of one assessment: every subject mark, the average, the overall grade, the class position, and an attendance summary, plus space for teacher remarks, principal remarks, conduct ratings, and project work. Generated once the assessment is closed. |
What you can do
Run assessments
Create an assessment, move it through its stages, and close it.
Enter grades
Key in or import each student’s marks while the assessment is open for grading.
Report cards
Generate report cards, add remarks and conduct, and download them.
Run assessments
An assessment is one test, exam, or project. It is scoped to a curriculum, a grade level, an optional single stream, and a term, and it lists the subjects being examined. Open Assessments in the sidebar (under Assessments & Grading), or go to/assessments.
Create an assessment
You will need: the curriculum, grade level, optional stream, and grading scale the assessment is marked against, plus the subjects being examined. These ship pre-seeded under Curriculum and are ready to pick. The Start Date must fall inside a term so the assessment is anchored to the right point in the year; terms are seeded under Academic Years & Terms.
Fill in the assessment details
In Assessment Details, pick the Curriculum, then the Grade Level, then the Stream (Optional) (leave it on All Streams to cover the whole grade level), and the Grading Scale the marks are graded against. Enter a Name (for example, “Term 1 End of Term Exam”), pick the Category (Formative or Summative), and set the Start Date and an optional End Date.
Add the subjects examined
In the Subjects section, click Add Subject for each subject the assessment covers. For each one, pick the Subject, the Type (Paper 1 - Multiple Choice, Paper 2 - Structured Questions, or Paper 3 - Practical), and the Total Marks (the mark ceiling used to work out percentages, defaulting to 100).
Edit a draft assessment
A draft can be edited only while its Start Date is still in the future. Open the assessment from Assessments and click Edit to change any detail or adjust the subject list. Once the start date arrives, editing locks: the Edit action is replaced by Mark as Scheduled (see below), and the assessment’s details are fixed from that point on.Move an assessment through its stages
An assessment moves through four stages. Each move is made by hand from the assessment’s view page; the system does not advance the stages on a timer. Open the assessment to see the action for its current stage.Mark as Scheduled
Once the start date has arrived, open the assessment and click Mark as Scheduled. This locks the assessment from further editing and moves it to Scheduled. The subject teachers and the guardians of students in the grade level or stream are notified that the assessment is set.
Open for Grading
When the assessment has been sat and you are ready to record marks, click Open for Grading. The status moves to Grading, the Enter Grades action becomes available, and the subject teachers are reminded to key in their marks.
Close Assessment
Once every mark is in, click Close Assessment. The modal offers two paths: Close & Generate Reports Now closes the assessment and immediately generates report cards for every student who has grades, then takes you to the Report Cards list; Close & Generate Reports Later just closes the assessment so you can generate the report cards from the Report Cards page when you are ready. Either way the status moves to Closed and grade entry is locked.
Closing is final. There is no action that moves a closed assessment back to Grading, so confirm every mark is entered before you close. After closing, the Assessment Performance Report download becomes available on the view page, and the only remaining step is generating report cards if you chose to do that later.
Enter grades
Grades are keyed in on a dedicated grid, one subject at a time, with the percentage and grade worked out for each student as you type. The grid is reachable only while the assessment is in the Grading stage.Key in grades for a subject
You will need: the assessment to be in the Grading stage. Open it for grading first (see Move an assessment through its stages). The Enter Grades action is hidden on Draft, Scheduled, and Closed assessments, and opening the grade grid for an assessment that is not in Grading sends you back to the assessment with a notice.
Open the grade grid
On the assessment’s view page (or from the Enter Grades action on the Assessments list), click Enter Grades.
Pick a subject
Use the Subject selector at the top. Each option shows how many students are graded so far out of the total for that subject, with a tick once the subject is complete, so you can see your progress at a glance.
Type each student's score
The grid lists every student in the grade level or stream who takes the chosen subject, with their admission number, name, and stream. Type the raw Score in the score column; the form rejects a score above the subject’s total marks. The % and Grade columns fill in automatically from the grading scale as you type, colour-coded by performance.
Add a remark (optional)
Type an optional Remarks note for any student in the remarks column. It is saved against that student’s grade for the subject.
Import grades from a spreadsheet
When marks are already collected in a spreadsheet, import them instead of typing each one. On the Assessments list, click Import Student Grades, follow the importer to map your columns, and upload. The import reports how many rows succeeded and failed when it finishes.Editing grades
While the assessment is in Grading, grades stay fully editable: return to the grade grid and change any score or remark as often as you need. Once the assessment is Closed, grade entry is locked and the grid is no longer reachable, so make every correction before closing.Report cards
A report card is a frozen, per-student summary of one assessment. It gathers the student’s subject marks, average, overall grade, and class position, and pulls in an attendance summary for the term up to the assessment. When the Sports and Clubs modules are enabled, a sports and a clubs summary are included too. Open Report Cards in the sidebar, or go to/report-cards.
Generate report cards
You will need: the assessment to be Closed with grades entered. Report cards are built only for students who have at least one grade in the assessment, and only closed assessments can be picked. If you closed the assessment with Close & Generate Reports Now, the cards already exist and this step is done.
Start generation
On the Report Cards list, click Generate Report Cards. (You can also use the Generate Report Cards action on a closed assessment’s own view page.)
Add remarks, conduct, and project work
Once a report card exists, open it from Report Cards to add the qualitative parts that scores alone do not cover. Each opens its own modal:- Edit Remarks records the Teacher’s Remarks and the Principal’s Remarks.
- Edit Conduct rates the student on classroom conduct, work completion, working with others, time management, cleanliness and grooming, communication, and respect, each on an A to D scale with an optional comment.
- Edit Project Work captures project performance rows (performance area, skill tested, a rating, and comments) plus a teacher’s comment and a guardian’s comment.
Correct a report card
There is no “unpublish” step. The subject marks and the class ranking on a card are fixed once the assessment is closed, because a closed assessment cannot be reopened and report cards are generated only once. What you can still change are the written parts: use Edit Remarks, Edit Conduct, or Edit Project Work and save, and the change is live for the guardian immediately.Download report cards
Report cards download as PDFs. There are three download paths:- On a single report card’s view page, Download PDF produces that one student’s report card.
- On the Report Cards list, Download All PDFs packages one PDF per student for a chosen assessment (optionally one stream) into a ZIP.
- On the Report Cards list, Class Results Sheet produces a results sheet for a chosen assessment (optionally one stream), ordered by class position, as a landscape PDF or an Excel file.
Statuses and lifecycle
Assessments carry a four-stage status. Report cards do not carry a status of their own; their lifecycle is described below the assessment table.Assessment statuses
| Status | What it means | Who can act | What they can do |
|---|---|---|---|
| Draft | Being assembled. New assessments default here, and stay editable while the start date is in the future. | Teachers, leadership | Edit the details and subjects (until the start date arrives), delete the draft, or mark it scheduled once the start date arrives. |
| Scheduled | The start date has arrived and the assessment is set. Editing is locked. Subject teachers and affected guardians are notified. | Teachers, leadership | Open the assessment for grading. |
| Grading | The assessment has been sat and marks can be keyed in. Subject teachers are reminded to enter grades. | Subject teachers, leadership | Enter and edit grades, then close the assessment. |
| Closed | Marks are in and the assessment is locked. Report cards can be generated, and the performance report can be downloaded. | Leadership, teachers | Generate report cards; download the performance report. Grade entry is locked. |
Report card lifecycle
A report card has no Draft or Published toggle. It either exists or it does not. Generating it from a closed assessment is what makes it real, and a card is generated only once: a closed assessment cannot be reopened, so the grades behind the card and the ranking built from them are final. From the moment a card is generated it is visible to the student’s guardians and they are notified. The only changes after that are the written parts, the teacher and principal remarks, the conduct ratings, and the project work, edited directly on the card. There is no action in the panel to hide or withdraw a card once it has been generated.Categorical values used on forms
These are not lifecycles. They appear on form pickers when setting up an assessment.- Category: Formative (ongoing evaluation such as quizzes and homework) or Summative (end-of-period evaluation such as final exams and end-of-term projects). Set once on the assessment.
- Type: Paper 1 - Multiple Choice, Paper 2 - Structured Questions, or Paper 3 - Practical. Set per examined subject, so one assessment can mix paper types across its subjects.
How records relate
A few user-visible relationships are worth keeping in mind:- An assessment covers one grade level (and optionally one stream) and a set of subjects. Each student who sits it gets one grade per subject, and the percentage on each grade is worked out against that subject’s own total marks, so subjects marked out of different totals still compare fairly.
- Each grade resolves to a grade on the assessment’s grading scale, which is owned by Curriculum. Changing a grading scale’s bands changes how future marks are graded; report cards keep the grade they were generated with.
- A report card belongs to one student and one assessment, so a student has one report card per assessment. Its class position is the student’s rank by average among everyone graded in that assessment.
- A report card’s attendance summary is drawn from the Attendance registers for the term up to the assessment, so attendance must have been marked for the figures to be meaningful.
- Every assessment is anchored to a term, and the term and academic year appear on the report card heading (see Academic Years & Terms).
Reports and analytics
All exports stream straight to your device. The first two live on the Assessments pages; the rest live on the Report Cards pages.| Report | Where | Filters | Output |
|---|---|---|---|
| Subject Performance | Subject Performance header action on the Assessments list | Assessment (required, closed only), optional grade level, optional stream, format | PDF or Excel of per-subject statistics (average, highest, lowest) for the assessment |
| Assessment Performance Report | Assessment Performance Report header action on a single assessment’s view page (visible only when the assessment is Closed) | Optional stream | Portrait PDF covering every subject of the assessment, with a student ranking |
| Class Results Sheet | Class Results Sheet header action on the Report Cards list | Assessment (required, closed only), optional stream, format | Landscape PDF or Excel of the assessment’s results ordered by class position |
| Download All PDFs | Download All PDFs header action on the Report Cards list | Assessment (required, closed only), optional stream | ZIP of one report card PDF per student |
| Report card PDF | Download PDF header action on a single report card | None (single student) | Portrait PDF of that student’s report card |
What guardians see
Guardians sign in to the same tenant subdomain as staff. Their account holds the locked Guardian role, which is read-only and scoped to their own children. In this area, a guardian can read:- Report Cards — a list and view restricted to their own children’s report cards. Each card shows the subject marks, average, overall grade, class position, attendance summary, and any teacher and principal remarks, conduct, and project work the school added.
- Download PDF on any of their children’s report cards.
- The Academic Overview tab on each child’s profile, which lists the child’s report cards with the average, grade, and position, and links through to the full card.
- The Assessments sidebar entry or any assessment page. Guardians never see the assessment list, the grade grid, or in-progress marks.
- Any Generate Report Cards action.
- The Edit Remarks, Edit Conduct, or Edit Project Work actions on a report card. The card is read-only for guardians.
- Other guardians’ children. The report card list is filtered to the guardian’s own children before any other check, so even a direct link to a non-linked child’s card is denied.
- When an assessment for their child’s grade level or stream is scheduled.
- When a child scores below the school’s low-grade threshold on a subject (the child’s class teacher is alerted too).
- When a child’s report card is generated and ready to read.
FAQs and troubleshooting
Can a teacher edit a grade after it has been entered?
Can a teacher edit a grade after it has been entered?
Yes, freely, as long as the assessment is still in the Grading stage. Return to the Enter Grades grid and change the score or remark. Once the assessment is Closed, the grid is locked and scores can no longer be changed, so check every mark before closing. There is no action to move a closed assessment back to Grading.
Can a report card be unpublished after guardians have seen it?
Can a report card be unpublished after guardians have seen it?
No, and there is no switch to do so. Report cards have no publish or unpublish state: once generated, a card is visible to the student’s guardians. The subject marks and the ranking are fixed, because a closed assessment cannot be reopened and cards are generated only once. What you can still change are the written parts: open the card and use Edit Remarks, Edit Conduct, or Edit Project Work, and the change shows the next time the guardian opens it.
Why is the Generate Report Cards button not offering an assessment I expect?
Why is the Generate Report Cards button not offering an assessment I expect?
A student was added to the stream after grades were entered. Will they get a report card?
A student was added to the stream after grades were entered. Will they get a report card?
Only if a grade is entered for them while the assessment is still in Grading. The grade grid lists the students currently in the grade level or stream who take the subject, so add the late student’s grade before you close the assessment; they are then included when the report cards are generated. Once the assessment is closed it cannot be reopened and grades can no longer be added, so a student with no grade will not have a card for that assessment.
Why can a teacher not see an assessment another teacher created?
Why can a teacher not see an assessment another teacher created?
Teachers see only the assessments tied to streams they own or subjects they teach. An assessment for a grade level, stream, or subject outside a teacher’s assignments does not appear on their list. Leadership and administrators are not scoped this way and see every assessment. To change what a teacher can reach, adjust their stream and subject assignments under Users & Identity.
How is a student's class position worked out?
How is a student's class position worked out?
Each student’s average across the subjects they were graded in is ranked against every other student graded in the same assessment, with 1 being the highest. The position and the total number of students both print on the report card (for example, 3 / 45).
What happens to a student who missed a paper?
What happens to a student who missed a paper?
Leave that subject’s score blank: no grade is recorded for it, and the report card averages only the subjects the student was actually graded in. If you would rather record a zero, enter 0 as the score so it counts toward the average.