Academic Module Guide
Set up academic year, grades, sections, timetable, student attendance, grade book, homework and grade promotion in Ophillia HRMS.
Step 1 — Create an academic year
Go to Academic → Settings → Academic Years and click New Year. Enter the name (e.g. "2026-27"), start date and end date. Activate the year — all subsequent operations scope to the active year.
Step 2 — Create grades and sections
Go to Academic → Grades. Add each grade level (Class 1, Class 2… or Grade 9, Grade 10…). Within each grade, add sections (A, B, C or Morning Batch, Evening Batch). The section level is where students are enrolled and where the timetable applies.
Step 3 — Add subjects and assign teachers
Go to Academic → Subjects. Create subjects and tag them to grade levels. Then go to Academic → Teacher Assignments and link each teacher (who must be an active employee) to the subjects they teach in each section.
Step 4 — Build the timetable
Go to Academic → Timetable. Select a section and click Build Timetable. Assign a subject and teacher to each period slot for each day of the week. Teacher assignments are validated — a teacher cannot be double-booked in two sections at the same period.
Step 5 — Add students to sections
Go to Academic → Students. Add students individually with name, roll number and parent contact — or bulk import from CSV. Each student is enrolled in one grade-section for the active academic year.
Step 6 — Mark period attendance
Teachers open the timetable view and click the attendance icon next to any period. A list of enrolled students appears with Present / Absent toggles. Marked absent students receive a WebPush notification (if subscribed). The parent view also shows the absence immediately if the parent PIN is enabled.
Step 7 — Enter exam scores
Go to Academic → Grade Book → New Exam. Enter the exam name, subject, maximum marks and date. Then click Enter Scores and input marks per student. When scores are ready, click Publish — students and parents receive a push notification and can see results in the portal immediately.
Step 8 — Post homework
Teachers go to Academic → Homework → New Post. Enter the title, subject, description and due date. Select the section. Click Post — all enrolled students receive a WebPush notification with the homework details.
Step 9 — Grade promotion wizard
At the end of the academic year, go to Academic → Grade Promotion. The 3-step wizard: (1) select the source year and set promotion rules (e.g. all students in Class 5 move to Class 6), (2) preview the full cohort movement — review any edge cases, (3) execute — source year records are archived and new enrolments are created in the target grade for the new academic year.
The promotion wizard archives source year records before overwriting. Running it twice on the same cohort is safe — no data is lost on re-execution.