The Classroom Management module is used to define the physical and administrative spaces within a school. This feature allows administrators to create new classrooms, designate them as register classes, link them to specific staff members, and perform bulk "swops" of resources between rooms.
My School > Staff > Classrooms
Proper classroom setup is the foundation for daily school operations. It ensures that:
Academic Structure: Register classes are correctly identified for attendance and reporting.
Timetabling: Physical spaces are available for subject allocation.
Resource Management: Teachers and learners are linked to specific locations for administrative clarity.
Before creating a room, identify if it will be used in the current academic year. The system separates rooms into "Classrooms used in a year" and "Classrooms NOT used". Be sure to check both these options to ensure you have not already captured the classroom, and that it is under Not in use in year.
Click the Create Classroom button.
Classroom Information: Enter a unique Classroom Number.
Note: The system will not allow duplicate classroom numbers.
Indicate if the room is a Register Class:
Yes: The room will host a specific grade group for administrative purposes (e.g., Gr 1A).
No: The room is a specialist facility (e.g., Library, Science Lab, or Computer Room).
If the room is designated as a register class, complete the following:
Grade: Select the appropriate grade from the dropdown.
Register Class Reference: Enter the suffix or name (e.g., "A", "Blue", or "2").
Tip: If using Principal Timetabler, keep this under 10 characters.
Tuition Language:
Dual Medium: Select the specific language (English or Afrikaans).
Parallel Medium: Select "More than one language" if the class hosts multiple tuition languages simultaneously.
Register Teacher: Select the teacher from the dropdown list. Only staff not already allocated to a register class will appear here.
Click Add.
This tool is used for bulk administrative changes, such as when two teachers move rooms:
Select the radio button next to a class and click Swop Classrooms.
Select the two classrooms involved in the swop.
Choose which additional elements to swop:
Teachers
Learners
Register Class References
Note: If these are not selected (All 3 selections on NO), only the physical room numbers will change.
Click Continue.
Why is a specific teacher's name not appearing in the Register Teacher dropdown? A teacher will only appear in the list if they have been correctly loaded into the Staff module and are not currently assigned to another register class. Check if the teacher is already linked to a different room.
What is the difference between the Classroom Number and Register Class Reference? The Classroom Number refers to the physical room (e.g., Room 12), while the Register Class Reference refers to the group of learners (e.g., "A"). On reports, these are combined to show "Grade 1 A".
Can I create a classroom that is only used for certain subjects but isn't a register class? Yes. Simply set the "Register Class" toggle to No. This allows the room to be used for subject allocations in the timetable without appearing on register class lists or attendance sheets.
Restriction: The same classroom number cannot be used more than once.
Reason: Unique identifiers are required for data integrity. Duplicate numbers would cause errors in timetable generation and room booking reports.
Restriction: Class references should not exceed 10 characters.
Reason: This ensures compatibility with external timetabling software (like Principal Timetabler) which often has strict character limits for data imports.
Restriction: A teacher can only be the "Register Teacher" for one class at a time.
Reason: Attendance and pastoral care reporting depend on a 1-to-1 relationship between a register class and its primary educator.