Student Enrollment

The software allows you to create individual student timetables by enrolling students in activities. Students can be enrolled either manually or automatically based on their elective subject choices.

When students are enrolled automatically, the software evaluates all possible combinations of sections available to each student and selects the combination that produces a conflict-free timetable. During this process, it takes into account the maximum number of students allowed in each activity (subject section) and, if required, gender caps to ensure an even distribution of male and female students.

Enrollment Scenarios

There are two main scenarios in which students are enrolled in activities:

• Mixed-class activities - students belong to homeroom classes and are split into subject-specific groups for some subjects.
• Elective activities - students are enrolled directly into subject sections based on their chosen subjects, without belonging to fixed homeroom classes.

Mixed-class activities

In this scenario, students primarily belong to their homeroom class (e.g., 7A or 7B), but for certain subjects they are assigned to subject-specific activities that may include students from multiple classes (e.g., Math Level 1 and Math Level 2 for students from both 7A and 7B, or Spanish and French language groups). In this case, there is no need to specify students for the homeroom class activities, since all students in the class participate. However, for the mixed-class activities, you can specify the exact students assigned to each activity.

Elective activities

In this scenario, students are not assigned to homeroom classes. Instead, each student has a personalized set of subjects, and the software assigns students to the appropriate sections based on their grade and subject selections. Since students may choose different combinations of subjects, each student can have a unique timetable.

How to assign the subjects a student will study?

For both manual and automatic enrollment, you can specify the subjects a student is expected to study by filling in the student's Subjects property.

When assigning students to activities manually, this information allows the program to filter the student list and display only those students who are relevant to the subject (and group) of the activity.

When students are enrolled automatically, the program attempts to enroll each student in all of their selected subjects while ensuring that no conflicts are created in the student's timetable.

The students' Subjects property can also be imported from an external CSV file. The CSV file should contain the student name (or ID) in one column and one or more subjects in another column. Such file can then be easily imported into the program.

How to manually enroll students in activities?

To manually select which students participate in an activity, simply fill in the activity's Students property.

If the activity specifies a group, all students listed in the group's Students property are, by default, considered participants in the activity. However, once students are explicitly selected in the activity's Students property, this overrides the group's student list, and only the selected students will be considered participants in the activity.

Note: When groups represent classes (e.g., 7A, 7B), most activities do not require explicit student assignments because the list of participating students is inherited from the group. However, when groups represent grades (e.g., 9, 10, 11), each activity typically requires an explicit list of students. In this case, you should first select None in the activity's Students property to prevent all students in the grade from being included as default participants. You can then either manually select the specific students who should participate in each activity, or allow the program to enroll them automatically, as explained later.

How to manually enroll a student in subject sections?

When you select a student in the student list in the Resources pane and display the student's properties, you will see a small plus button next to the Subjects property. Clicking this button displays the available sections (activities) for each subject.

To enroll the student in a section, simply click the desired section. If the student is already enrolled in a different section of the same subject, they will automatically be unenrolled from the previous section and enrolled in the newly selected one.

For each section, the program displays a colored stripe indicating whether the student can be enrolled in that section without creating a conflict in the student's timetable. A green stripe indicates that the student can be enrolled without conflicts, while a yellow stripe indicates that enrollment would create a double-booking conflict.

The student's timetable is updated immediately to reflect the change and will display the timetable cells of the newly assigned section.

How to automatically enroll students in subject sections?

To have the program automatically and optimally enroll students in sections based on their chosen subjects, click the Enroll to Activities link in the Properties pane under the Subjects item. Alternatively, select one or more students in the student list and click the Enroll button on the right-hand toolbar.

To enroll all students, first click the Select All button and then click the Enroll button on the toolbar.

The next chapter: Daily Changes.