# Administration Guide

# Home

# Welcome to CrownSIS Knowledge Base

This knowledge base contains comprehensive documentation, guides, and tutorials for the **CrownSIS Student Information System**.

## 📚 Main Categories

### [CrownSIS Administration](/CrownSIS-administration)
Complete administrative guides covering:
- Dashboard and School Information
- Student Management
- Staff Management  
- Parent & Sibling Management
- Course Setup and Scheduling
- Grades and Attendance Administration
- Lesson Plan Management
- Reports, Billing & Fees
- Behavior and Discipline
- Admissions and LMS Integration
- Communication Tools

### [Teacher Portal](/teacher-portal)
Documentation for teachers including:
- Gradebook and Grading
- Attendance Management
- Lesson Planning
- Student Assessment

### [Getting Started](/getting-started)
New to CrownSIS? Start here:
- Navigation and Interface
- Initial Setup Guide
- Video Tutorials

### [Settings & Configuration](/how-to-use-the-settings-to-configure-your-school)
School-wide configuration guides:
- Student Parameters
- Enrollment Codes
- Custom Fields
- System Settings

### [Tools](/tools)
Additional tools and utilities for CrownSIS

### [FAQ](/faq)
Frequently asked questions about:
- Administration
- Subscriptions
- Common Issues

### [Support Videos](/support-videos)
Video tutorials and walkthroughs

---

## 🆘 Need Help?

Visit our [Contact Us](/contact-us) page for support options including email, phone, and WhatsApp.

## 📊 Knowledge Base Statistics

- **Total Articles**: 141
- **Last Updated**: November 10, 2025
- **Categories**: 8 main sections with multiple subsections

# Admin Works On Behalf Of A Teacher

# How To Add Or Edit Gradebook Grades On Behalf Of Teachers

In CrownSIS, administrators have the ability to manage various teacher functions, including editing gradebook grades for students. This article guides you through the process of accessing and managing gradebook grades for a selected teacher.  


## Step 1: Access the Teacher Functions  


  1. Log in to your CrownSIS account as an administrator.
  2. From the navigation menu, go to **Staff**.
  3. In the left submenu, select **Teacher Functions**.



## Step 2: Access Gradebook Grades  


  1. Under Teacher Functions, click on **Gradebook Grades**.
  2. A list of teachers will appear. Select the teacher whose gradebook you wish to manage.  




![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUcjq4Rkyf_SdtMM4ngsxHCrihlvxGLULfPS-tjHFLa8-Uv4o-FSFbGrgnLk_xCjnQv4BQk-TGR-B7pTLsPP45veYPXvIDz7Oq9j0faVz0-UeDf9wBCMG_d9GJdrIhhFKT7WoNG3niWtThNXt4LLR6PajnxoKAU=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

## Step 3: Select the Course Section  


  1. After selecting the teacher, choose the **Course Section** for which you want to view and edit the gradebook grades.
  2. The system will display a list of students enrolled in that course section along with the assignments they were given and the grades they received.  




![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUcgC6CPHzTQV-K8aMtGl8Ompr7TgqS9nnmUI0F8lys-3gRHB6euXbT3WBo1zDgHd6P4_yefeKRAmzZ9Oq-LXjD40hBG2I9SeN7qfScTLPPVnlEPy2ZAbaOv6GrVcHtl63TNs_x-2TbIzDcJdfawfmfXgQhcrT4A=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

## Step 4: Customize the Gradebook View  


  1. **Show Ungraded Only** : If you want to view only the ungraded assignments, switch on the **Show Ungraded Only** toggle.
  2. **Include Inactive Students** : To include inactive students in the gradebook view, switch on the **Include Inactive Students** toggle.  




![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUclHuz8uxHwnxO78oGe_zsohszFFAyMuVmCEw9QlN6r5uzDUxd3j1AqCEhJAnmnaAN_tIQS-6KzkuZSoOzjjmYIqwJxW8DQRAgq3NO2NrZtoISSXKzjw9uvmIdwvQYuyc_ysu1ZzERdqzE4Re1kISEhMhijDjWS=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

## Step 5: Edit Grades  


  1. To edit a student's grade for an assignment, click on the three dots next to the assignment.
  2. Select the **Edit Grade** option. The gradebook will enter an editable mode.
  3. Enter the new grade and click **Submit** to save the changes.  




![](https://help.opensis.com/galleryDocuments/edbsnbdf185ddb5fa5b6a5e54186a3917ea9ba456cbdf58ac45538560f0eae29088c78e2d0e2168ab032ed8bf35e8959be49f?inline=true)  


By following these steps, administrators can effectively manage gradebook grades for teachers in CrownSIS, ensuring that student records are accurate and up-to-date.

# How To Generate Course Progress Reports On Behalf Of Teachers

As an administrator in CrownSIS, managing teacher functions, particularly the generation of progress reports, is a crucial responsibility. These reports help track student performance and provide valuable insights for both teachers and parents. Here's a step-by-step guide on how to manage the Progress Reports function within the Teacher Functions section of CrownSIS.  


## Step 1: Accessing Teacher Functions  


To manage the Progress Reports for teachers, follow these steps:

  1. **Navigate to the Staff Section** : Start by going to the **Staff** section in CrownSIS.
  2. **Select Teacher Functions** : In the left submenu, you’ll find an option called **Teacher Functions**. Click on it.
  3. **Access Progress Reports** : Within the Teacher Functions submenu, select **Progress Reports**.



This will bring up a list of students for whom you can generate progress reports.  


![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUczAnEyhM-zDs597QivWoOtjbeBe-MuIgAYzJfbc5MzfkQpJWOetWR_Oz2bj2rL6ZyVxK6Slzb8SLsE5dFd2ufIiIZozlbRcyw4LtyKjezSLkSqJdVIaNQwesBfUi8NCGSMW6mPVaBSzV8e8ZvoQx8CNvDQcrfZ=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

## Step 2: Selecting Students  


After accessing the Progress Reports section, you'll see a list of students. You need to select the students for whom you want to generate the progress reports. You can select multiple students at once based on your needs.

## Step 3: Customizing the Progress Report  


CrownSIS provides several options to customize the progress reports according to your requirements:

  1. **Format Selection** :

     * **With Assignment Details** : This format will include the details of each assignment within the course sections the student is studying. It will show progress on each assignment that the teacher has assigned.
     * **Totals Only** : This format provides a summary of the total progress for each course section, without displaying individual assignment details.  




![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUfkD_ZgiOJ-BJFwO-Y7YisDgVGbskVhAyGY-i0m2em5bMrK4mjQ-K_c31YdA0mnvNaKgMSVIfmDnFW2SyGds_CNIr6wshZvfgXZNZBFDFRUedOat-m8EtUe_mZQQrPbHJ2m2WAe7vPMrxPywplL-j18G-BWLZxD=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

  1. **Additional Customization Options** :

     * **Assigned Date** : If you select the "With Assignment Details" format, you can choose to include the date when each assignment was assigned.
     * **Exclude Ungraded E/C Assignments** : This option allows you to exclude assignments that haven't been graded but whose due date has passed, ensuring they aren't counted in the overall progress.
     * **Due Date** : This option, available with the "With Assignment Details" format, lets you display the due date for each assignment.
     * **Exclude Ungraded Assignments Not Due** : This option excludes assignments that are ungraded and not yet due from the overall progress calculation.  




These switches enable you to tailor the progress report to meet specific educational needs.  


![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUcRd8ema4mlTT5qgM-7TSnTA0ot4xXkt4Wg72yTv0s2hjUeJP7mNAyyjHo-iwtX2zK6SsaB1hDx52XQuWNdrawqH-NpBOPjb4m06c8zLOalqvG9manOYab0k22JNj4Micqbfr806iaLDi_8Yty1ujmDJW1o8Evn=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

## Step 4: Generating the Progress Reports  


After customizing the report using the available options, you need to select the students and click on **"Create Progress Reports for Selected Students"**. This will generate the progress reports based on the selected options and students.  


![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUel_EkFU4jzxOeMaoz-CbGvzlABE_RJJKNHY1Fqjct7XznASYYqBbj5gnMGu6Ew4YqdOQBdyiuSQ8AO4SGhuS_UdhbQnPq84p7CTiF2ppoDGAkD7LZj1sOWq3Yidj3wY42JWbjNFm9fz9cS6FP5Y-jnoLS5UUM=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

## Step 5: Reviewing and Distributing the Reports  


Once the reports are generated, review them to ensure they align with your expectations. You can then distribute the reports to students, parents, or other relevant stakeholders.

By following these steps, administrators can efficiently manage the Progress Reports function within the Teacher Functions section of CrownSIS, ensuring that student performance is accurately tracked and reported.

# How To Input Final Grades On Behalf Of Teachers

An Administrator can input Final Grades on behalf of a teacher. To perform this task go to Staff >> Teacher Functions >> Input Final Grades. You can search for a teacher or select one from the list. Click on the teacher's name and the grades input screen will open up.  


  


First select the appropriate **Course Section** and the **Marking Period.**  


  


If the teacher has been giving assignments and grading them, then you can click the **Get Gradebook Grades** button. The system will fetch the gradebook grades and calculate it properly based on weightage (if it is configured). You can choose between letter grade or percentage grade by sliding the toggle switch.   


  


You will notice that the **Credit Hour** column is prepopulated and is in editable mode. This means that you can adjust the credit hours for students in a course. There are cases when a teacher does not want to award the full credit hour to a student and for those cases, you can edit the hour.  


  


You can add predefined comments for the course or add custom comments. Once completed, click the **Submit** button to finalize the grades. These grades will show up on the report card and finally on the transcript.

  


![](https://help.opensis.com/galleryDocuments/edbsnac215b92fd91963e4778419c87fe670f4a40e9b4668870a8831b2d7e88e14f01cf4131046f2f1ae005d10f342b61aa82?inline=true)

# How To Take Attendance On Behalf Of Teachers

If a Teacher has not taken attendance, then an Administrator can take the attendance on behalf of the teacher. This guide will walk you through the process of taking attendance on behalf of a teacher using CrownSIS.  


## Step 1: Accessing Teacher Functions  


To begin, follow these steps to access the Take Attendance function:

  1. **Navigate to the Staff Section** : Start by going to the **Staff** section in CrownSIS.
  2. **Select Teacher Functions** : In the left submenu, click on **Teacher Functions**.
  3. **Access Take Attendance** : Within the Teacher Functions submenu, select **Take Attendance**.



This will display a list of teachers for whom you can take attendance.  


![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUeXMbNghYtMQpZTkdSUzoiiXzl7YLUJTM96twSWW2J-NlDys07uyY0zyk4DE_6SCSEWEZMJK6V5SzUTGS4rYYRTxRwoVW5cnrlOqko1zeUJ3bvNDeHbhV9jCd6vYPkGhQEfwR7pS7zzbPuNgUVZy5_9RgE9hOwS=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

## Step 2: Selecting the Teacher  


After accessing the Take Attendance section, you’ll see a list of teachers. Choose the teacher for whom you wish to take attendance. This will bring up a calendar view that records the course sections taught by the selected teacher, organized by date.  


![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUcr4PEhQ8-VL2l7K2LA66bbil51Esf5jffhkesM1Dga1NaxAvRN8a3vho12RN7VlR3Lv5F228fELLzi7uxisnxJluSJ5ci0SPwj08MPGbty0arM3qyU5uQGy7d9mB87f4w4C2uZsxxTb--yB2-bmzOAGKbu0yiO=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

## Step 3: Selecting a Course Section  


On the right-hand side of the calendar, you'll have the option to select a course section for which you wish to take attendance. You can navigate through the calendar using the arrows at the top to change the month and view different schedules.  


![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUcI4ucsj8l8-K-NzdDu8iSSd0i0YsEpa7Ro5Aoq5Iyasto-VkD6v_H5lYickWXScD2tnYDHbi5-3zZIXixy6kYNI74S8oKUSYEFosAV_Ucdw5ou07novvzMx3DalkPUse3ESblaXCFWbhgSeuaAgDb3H4mqepOb=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

Once you've located the desired course section on the required date, click on the course section button. This will bring up a list of students enrolled in that course section.

## Step 4: Recording Attendance  


You will now see a list of students enrolled in the selected course section. For each student, you need to select the appropriate attendance status from the following options:

  * **Present**
  * **Absent**
  * **Half Day**
  * **Medical Leave**
  * **Excused Absence**
  * **Unexcused Absence**



After you’ve recorded the attendance for all students, click **Submit** to save the entry.  


![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUcDE3ihVcBne6_pjrnzUTE5gYxU4G-oa3tXuqMIixbFMfaZdiGhIUPmGiiI5_XNDH1d7O4sQOsA0HAD5SbpIYXpNdOYztAaLflU_MteP1_jbTuws16OfJgvohV1Yjq0mbRf2rjww-_FLYNrhtiY3kpq656uu2g=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

## Step 5: Reviewing and Finalizing Attendance  


Once you've submitted the attendance, it will be recorded for the selected course section and teacher. You can review the attendance records at any time to ensure accuracy and make any necessary adjustments.

By following these steps, administrators can efficiently manage the attendance-taking process on behalf of teachers in CrownSIS, ensuring that student attendance records are up-to-date and accurately maintained.

# How To Take Missing Attendances On Behalf Of Teachers

If teachers have forgotten to take attendance for a day, missing attendance notification will be generated for the teachers and the administrator. On the administrator's dashboard there will be a missing attendance notification. Clicking on it will take the administrator to the list of teachers who have missing attendances.   


  


![](https://help.opensis.com/galleryDocuments/edbsn63730ca5bc1131a1ae782a93ce8b9e8b25736aa59f4cc89e47d89d25b8f7f510403e7adb12b5fa6191f031c0004bb514?inline=true)  


  


A sample screenshot is given below. This screen can be accessed by the administrator by going to **Attendance >>Missing Attendance** menu also.  


  


![](https://help.opensis.com/galleryDocuments/edbsn1d1e5872107644a51f600037b9f8444dda366ef3226c93ded0b967c26edf0419266865ce3eb89d4f013b718d72064c5a?inline=true)  


  


You can select any date range within the school year to find if there are any missing attendances. Once the list is generated, under the **Actions** menu, click on the timepiece icon to take view the periods with missing attendances.  


  


Below is a sample screenshot of the list of individual periods were attendance was not taken by the teacher. Under the **Take Attendance** column, click on the icon to take attendance.  


  


![](https://help.opensis.com/galleryDocuments/edbsn0bee2dbbf94e131c3e25fc3b3aaa4f69cab8d2616d543f99df30a34f6459dc2e37d526b7e04e53bcdd80a5c07fb7683c?inline=true)  


  


  


Once the attendance marking screen opens, take attendance as usual. Remember to click**Submit** to save the records.  


  


![](https://help.opensis.com/galleryDocuments/edbsn7aa1e25dafafff396fe42a3b15dcd1e48897a30b82a2a733a54eea8a4c34b740d1fb769e5c774566060c552b9ea423f9?inline=true)

# Admissions

# Applicant Processing

Applicant processing or admissions management is for prospective students to apply to an institution and go through the selection process and if selected get admitted/enrolled.

To start capturing applicant data, you must first create the application form. Once a form is created and published the system will generate a public link that you can connect to your institution's website for prospective students to enter data.

  


If you have not created an **Application Form** yet, read this article on [How to create an application form](https://help.CrownSIS.com/portal/en/kb/articles/application-rorm-builder-for-admissions-management).  


  


If you have created at least one form and have received applicant data in the system, then navigate to the main menu and select **Admissions - >Dashboard. ** As you engage with the applicants and process them, the dashboard will show you key data for your convenience. The application timeline data gives you visibility of the applications received by month and is also broken down by gender.  


  


![](https://help.opensis.com/galleryDocuments/edbsne00c93347d35bcec849922bff67243c3c13c64610d817d16cc5f185b79c2473c5c5978e5b4e8948fbc00ba0c57d5436b?inline=true)  


  


Clicking on **Application Received** will take you to **Admissions - >Applicants **page where you can see the list of applicants.  


  


![](https://help.opensis.com/galleryDocuments/edbsn6b447f8739eef0ed9f554a36ddcf0ef55c110eec3cd0ed00b5dd90ce616a4feade5b2ddae6dc6c0c069dc1bda214c5f7?inline=true)  


  


You can search applicants based on Marking Periods by selecting the appropriate value from the drop down menu.  


  


![](https://help.opensis.com/galleryDocuments/edbsn59b78c821217abb3a0065ccb970cd1169e57f379f24ef7a1c6db1da27aa9f3d656e19f0bb6040e9ebe7d2fbddb3e4c4d?inline=true)  


  


You can also search, export to Excel or list more fields by clicking on the respective icons.  


  


A list of applicants will be displayed with these columns:

  1. Applicant's Name  

  2. Application ID  

  3. Mobile Phone  

  4. Email Address  

  5. Application Date  

  6. Status   

  7. Process



Click on an applicant's name to view the submitted record. On the upper right side of the record it will show the current status of the applicant. You can click on **Process Applicant** to start processing the steps. Clicking on the three vertical dots will show option to **Archive** or **Print** the applicant's information.  


  


![](https://help.opensis.com/galleryDocuments/edbsn3bb15c1775a18c92dc719392d4e9017e3c25232d6bd629d26ab51d0593b8bfc0567d3859bce4291913e6dda1148dd244?inline=true)  


  


At right side of the applicant record it will show the name of the **Form** that was used to capture the applicant data. You can click on it to view and edit the form if required.  


  


To facilitate proper workflow, there are **Assigned To** and **Tags** features. Click on Assigned To and type in a name of a staff to assign the applicant's case for processing. Click on the Tags to create new or select existing tags. It is a quick and easy way to categorize or filter applicant records.

  


![](https://help.opensis.com/galleryDocuments/edbsn2f7254fb0e2842d502ecce637115c104a9aecb48acaa06f68ebbef686b5a5d58eebbfb01573a6ba63d263c445bc42768?inline=true)  


  


![](https://help.opensis.com/galleryDocuments/edbsn3bb15c1775a18c92dc719392d4e9017effa79276f452a2508556c6a02475c2bcee0d27394be436bcca4e61880ca1edaa?inline=true)  


  


At the bottom of the applicant record, there is a comment section which you can use to capture comments about the applicant as you move the application from the applied to the enrolled state.  


  


![](https://help.opensis.com/galleryDocuments/edbsn59b78c821217abb3a0065ccb970cd116a699419d25155d923aa4b42cd1bf8108e0edab89124e058a12bb7c0f6a14f12b?inline=true)  


  


The last two columns of the grid view are important and given below:

  


![](https://help.opensis.com/galleryDocuments/edbsnfd9a08e97f109349908d0f0ee68cf6a905cc7853ec30fa09453cab3e9557224bb1284dd0058b0f143796d63335fa9b6f?inline=true)  


  


The **Status** column will show the current status of the applicant. Below are the available statuses:  


  


![](https://help.opensis.com/galleryDocuments/edbsn54d11a92d77671411a6075a7aea122920be0d9aa14c4d834283da2903d425f4346d5c2831b7d28c39a7be489604b446d?inline=true)  


  


![](https://static.zohocdn.com/zoho-desk-editor/static/images/exclamation.png)

When an applicant data is received for the first time, it will always default to "Applied".

  


Under the **Process** column there is a gear icon. Click that to process an applicant's data.

  


![](https://help.opensis.com/galleryDocuments/edbsn75c5e800714786c2db72af23d107de14b0852d7e78f69723a05d88e70b735e4ab344c17e4ebb9a94b092cf60a9e5c2f0?inline=true)  


  


Each of the **Process Steps** (decision gates) must be completed to convert an applicant into a student. Based on what the **Enrollment Status** you set, the applicant will get an automated email. _At this time these are system generated canned emails, but you will be able to edit them. This feature is coming soon._  


  


After all the **Process Steps** are checked, you can set the **Enrollment Status** to **Enrolled** and update the record.

  


![](https://help.opensis.com/galleryDocuments/edbsn83eb9c565fbf789aaa8beb27d7d008f4c65b5447d8d5520531e0b615250db3ec90f9255d6f7484b4a4d993e6c0bfc3dd?inline=true)  


  


At this time another box will open where you have to select the **Grade Level** and enter the **Enrollment Date** of the applicant.   


  


There are two more radio buttons. If you designed the application form to accept documents from applicants, then turning this switch on will copy the documents to the Student's document tab in the student record. You will be able to view them when you view the student record.  


  


The second radio button is to connect the application information to the Student 360, which means that you will be able to view the whole application data that the student submitted from the student master record without having to go back to the admissions module and search for enrolled applicants. This is a convenient way to view the submitted data.

  


![](https://help.opensis.com/galleryDocuments/edbsn38bfcf9af9a1f54e0144f216a16d463fdf9c0a2822a36bb846fff5c121d2b9ff70fec6d1878410eba0efbba6d0a05187?inline=true)  


  


Once you enroll the applicant, that data will show on the student list as an enrolled student. At this point, you can archive the applicant record.   


  


![](https://static.zohocdn.com/zoho-desk-editor/static/images/caution.png)

Please note that once an applicant has been enrolled, that record cannot be re-processed. The process icon will be greyed out.

  


![](https://help.opensis.com/galleryDocuments/edbsn2339f80dd87234e9b58bde769d72fc65adc3cb37acf046f6f1fd669976bfce889a6666a85724813d9216857964ff27de?inline=true)

# Application Form Builder For Admissions Management

Applicant processing or admissions management is for prospective students to apply to an institution and go thru the selection process and if selected get admitted/enrolled.

  


To start capturing applicant data, you must first create the application form. Once a form is created and published the system will generate a public link that you can connect to your institution's website for prospective students to enter data.  


  


Navigate to the main menu and select **Admissions - >Application Forms.**  


  


If you do not have any forms built already, then the data grid will be empty. Click on **+Add Application Form** to create your new first form. On click, the form builder designer will open up. On the very top you will notice that a default form name will be created like this (with the date and time of your creation). Click on it and change the name.  


  


![](https://help.opensis.com/galleryDocuments/edbsn4cb5905a4cc1b13743bec0545bdc518cc654c71e221ef4fefedf04f711a9df4a7c9d74a70513620ddd2048638bcb37bf?inline=true)  


  


On the left panel, under the **Field Manager** tab, there will be a list of system fields from the Student master record displayed. If you use these fields in the application form, the data collected will get mapped one-to-one when you convert the applicant into a student. These data fields will be available in the Student record. Just drag and drop fields from the left to the right (into the form builder designer) to use it.

  


Click on the **Basic Elements** tab and you will find many components to use in your form. Fields created with the components will not be mapped to the student record. However, the application form data will be available to view. Just drag and drop components from the left to the right (into the form builder designer) to use it.

  


![](https://static.zohocdn.com/zoho-desk-editor/static/images/lights.png)

If you need more system fields to to map from the Application form to the Student record, then create those fields as custom fields from the Settings menu. ["How to add student custom fields"](https://help.CrownSIS.com/portal/en/kb/articles/how-to-add-student-custom-fields-in-school-settings)

  


  


![](https://help.opensis.com/galleryDocuments/edbsn08c80e91c70d5a33983b91a9ee64bed533249a0b19a360599a5b2abc26cccf41cf188c4fe606cad8be8bf84687fc15f9?inline=true) ![](https://help.opensis.com/galleryDocuments/edbsnbe182018d0de191f6cccfe7a4f5f3a0e6c7c5305603184f5be89c40545756755843fd478a4047d89c840b04b82dc3eb1?inline=true)  


  


The form designer has a pre-built switch that says **Allow Direct Enrollment**. What this means is that if you turn the switch on, then the applicant will be directly enrolled into a student bypassing the processing steps. A typical use case will be if you are collecting applicant data for continuing education students or certificate course students, then you can enroll them directly without additional steps.  


  


You will notice that any new form will always open with the **Identification Information** as a header and the **Name** fields already pre-populated. You can click on the header and a gear and trash can icons will display. Click on the gear icon to change the name of the form. To delete the header click on the trash can.

  


![](https://help.opensis.com/galleryDocuments/edbsn7028b43a9ec7d594c465e6e6bc31d0cb4abf3d544bdcfc9c00d5ff92bcb22ceb93145c16295f73c1a10343f44dad4ba8?inline=true)  


  


The Name field with Salutation, First Name, Middle Name, Last Name and Suffix is pre-populated and cannot be removed or edited. Since an application form will always collect the name of an applicant, this is given for your convenience. Also, the form fields will listed vertically one below the other, Only the name filed will occur horizontally as a group since it is pre-built.  


  


In the **Address & Contact** section, when you drag and drop the Home Address or Mailing Address, the entire address block with street, city, state, country, zip will be displayed. This block cannot be edited and must be used as-is.  


  


![](https://help.opensis.com/galleryDocuments/edbsnfd9a08e97f109349908d0f0ee68cf6a95c62c4ca7e783c96aa5360442f3fa7422ae99ce66468448fc31823398b66fc56?inline=true)![](https://help.opensis.com/galleryDocuments/edbsn83eb9c565fbf789aaa8beb27d7d008f492affca748ff6243e43bfcf65dd959e0e063aaa9d3b4c16523db43159f20b200?inline=true)

  


To create a multi-page form click on **\+ Add New Page**. Another page with default heading will open. Edit the page header and continue building the form.  


  


![](https://help.opensis.com/galleryDocuments/edbsnfd9a08e97f109349908d0f0ee68cf6a98f73433535ba8a20f78d60c24808b451a60e54e7a19952e50b989f282a5e6baa?inline=true)  


  


At any given time, you can Save the form as a draft so that you do not lose your work by clicking on the down arrow key of the Save & Publish button.  


  


![](https://help.opensis.com/galleryDocuments/edbsnfd9a08e97f109349908d0f0ee68cf6a90427229569cf86b173426b2758602089de76c204adb5d996ddabc715688905c9?inline=true)  


  


When the form is built as per your requirement, click on Save & Publish. It will generate a public URL that you can copy and link to your website by clicking on the **Copy Published URL**. Click on the **Preview** button to see how the form will look on a browser.  


  


![](https://help.opensis.com/galleryDocuments/edbsn9f8b8fd49b5a4df840cdd14755b6a88a611ccf47f9cf0a1895ad2411ed57f0c6b70a492d043c31f4c7e1b13bd8125f1f?inline=true)  


  


Once the form is created and saved, it will show on the form list. The last three columns will look like this:  


  


![](https://help.opensis.com/galleryDocuments/edbsnc2ef9555f4d9c2348b01d305f403e8a2ed9f59e38838aaafc442a631ddaf71518e57a5c1ab5d54b62df6a4013a1be189?inline=true)  


  1. If you have the Allow Direct Enrollment switch turned on, it will show "Yes".  

  2. If the form is published, the Status will be "Active". when unpublished it will show "Inactive".  




The following are the features of the icons under the Action menu:

  1. The Pencil will allow you to edit the form  

  2. The Trash Can icon will allow you to delete the form. However, if you have published a form and used it to collect applicant data, you will not be allowed to delete it. It will have database association. You can "Unpublish" the form and make it "Inactive" so that it cannot be used.  

  3. The Envelope icon will allow you to view and edit the email templated associated with the form. _(This feature is not yet available but will be coming soon)._
  4. The Eye icon will allow to you preview the form.  

  5. The Double Document icon will allow you to copy the form. This is a very handy feature that you can use to create different forms for different uses. You do not have to start from scratch. Just copy an existing form and add, edit and remove fields and components.

# Attendance

# How Admin Can Mark Attendance For Students Before Teacher

Often the school Administrator has to mark student attendance before a teacher takes the attendance for a day. To do so, login as an admin and go to **Attendance >>Add Absences**  


  


Fill out the **Attendance Category** , **Attendance Code** and the **Attendance Dates**. You can select one or more dates. Finally select the **Student**. You can also select a group of students and mark their attendances.  


  


In this example below, the administrator needed to mark one student excused absence for one week since the student will be away from school for a week. Note that the admin does not know the student's schedule and therefore kept the **Course Section** field empty. The system will find the course sections the student is scheduled into and mark his attendance.  


  


![](https://help.opensis.com/galleryDocuments/edbsn2e259ebd71ab59f9d2602171d4b8c837493849cd96c95bb3a18862b1dcd43fc07cca6e98876479e67a40f5b25f33f019?inline=true)  


  


  


When the Teacher will try to take attendance for the day, the system will display the **Attendance** marked by the administrator along with the comment.  


  


![](https://help.opensis.com/galleryDocuments/edbsn99b97c3837eda71bfb670310aab2fcf902a0c4a4cdda1aebc663533a540b619a35c983a87b163426f3fc2e31cbf298e6?inline=true)

# How To Override Attendance Taken By A Teacher

Sometimes an administrator has to override attendance taken by a teacher. An example would be that a student was marked absent by the teacher, but the student was actually out sick and returned with a doctor's note. So the administrator had to go into the system and change the attendance from Absent to Excused Absence.  


  


To do this, login as an administrator and navigate to **Attendance >> Administration**.  


  


In this example, the Teacher has marked the student absent on March 1st. To override the attendance, the administrator selected the **Attendance Date** , **Attendance Code** , selected the **Student** and changed the **Attendance** from **Absent** to **Excused Absence**. Finally the administrator added a **Comment** by clicking on the comment blurb icon and updated the screen.  


  


  


![](https://help.opensis.com/galleryDocuments/edbsnf1bbf37033040537df3da5fd9d0aab934e8bb78cce055091c00925fa9389edc8e1f5a3ca16748cbaa30a22055f2c7494?inline=true)

# What Is The Significance Of Recalculate Daily Attendance

The full-day and half-day attendance minutes are auto calculated from the **Settings >>School>>Periods **setup screen. The total minutes are added to show full-day and divided by two to show half-day minutes. Users can edit the value to match the exact requirements.  


  


Often, the Period times are required to be changed, or a new Period is added or even the half-day and the full-day minutes are adjusted. If you make any such changes, you have to recalculate the attendances so that student attendances are correct.  


  


All above mentioned changes are made to this Period screen as given below, which can be accessed from **Settings >>School>>Periods.**

  


![](https://help.opensis.com/galleryDocuments/edbsnaade1f9892b44aba67c1cf355c4273a6a04cd8858c3132625ee750a2ac71182a6e5ffd84a9e326b6ea800313ad7ae45c?inline=true)  


  


To recalculate daily attendance, login as an administrator and go to **Attendance >>Recalculate Daily Attendance **  


  


Suppose you had changes to the Period setting on March 7, 2023, then you should make the new calculation retroactive from the beginning of this current Term that started on Jan 4th. Put the dates and click **Recalculate Daily Attendance**  


  


![](https://help.opensis.com/galleryDocuments/edbsn43665bcee64035dd7387fe44350bd7e58095bce64707bbb683b749e808c46fcd430b3481ae06e0b883f132b7f03f7be9?inline=true)  


  


While the system is recalculating the attendance records, it will display a screen like this. Once completed, you will get a confirmation message on screen.  


  


![](https://help.opensis.com/galleryDocuments/edbsnaade1f9892b44aba67c1cf355c4273a69931fd01828f7efe6bb1e850ca7c7bf204c8bba55d801b7d36ccd31bb123b239?inline=true)

# Behavior And Discipline

# Behavior And Discipline Management Setup

Student Success is the primary goal of the student Behavior and Discipline Management module. It is important to set up the data capture items correctly so that a student's behavior infraction can be accurately recorded and that data and information can be used to remediate the student.  


  


To view, add, and edit the data items of the module, navigate to: **Menu >>Settings>>Behavior>>Behavior Fields**  


  


There will be a list of default fields and values associated with them. Inspect each of these items and add/edit/delete as per your exact requirement. Students Involved, Witness, Date of Incident, and Time of Incident are fields that cannot be edited. These are system fields.

  


![](https://help.opensis.com/galleryDocuments/edbsn777b7eb2a9735541810a087304b25fe857c60ea7aa1e2cc63b2bbd41ba06ffca927ebae0df99b41aec9e8e37a7d853d3?inline=true)  


  


As an example, click on the field Possible Motivation, and the default options will be shown on the right. You can add to the list by clicking on Add Selection Choice. Edit an existing data by clicking on the pencil icon and delete an existing data by clicking on the trash can icon. Remember, if the field value (data) is already used in a referral, then that value cannot be deleted as it will have a database association.  


  


![](https://help.opensis.com/galleryDocuments/edbsn2c6a5127c1cbf1b5a42fa72073603f4d10d90e21051cbad99b63ffbf3ac449c70955174b971aa3ddb3ef1685d86554d9?inline=true)  


  


Once you are satisfied with the values of each item, you are ready to use the module to record student behavior infractions.

# How To Add A Behavior And Discipline Report Against A Student

Managing student behavior is a crucial aspect of maintaining a safe and productive learning environment. In CrownSIS, you can easily report and track disciplinary incidents involving students. Here's a step-by-step guide on how to add a behavior and discipline report against a student.

### Step 1: Access the Behavior & Discipline Section

From the CrownSIS dashboard, navigate to the **Behavior & Discipline** section using the left-side navigation menu. This section allows you to track incidents, manage behavior reports, and assign responsibilities for handling discipline cases.

### Step 2: Add a New Report

Once in the **Behavior & Discipline** section, look for the **Add New** button in the top right corner of the screen. Clicking this button will bring up a list of all the students in the system.  


![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUcHE1DgIr0URkiHqg9-6K3g1sh2ZgKBnFQBRw2EO_tx-gE30ZggKCT30HUwhlun2_-_2UUs-OskESudnpnEoHYbMWCoJiw10-l9M3CULA3mV2FYQoclCz-X4G9wKCnJO3VGhYu5Qci_x0APKv8e7YUjjEZ-4Fwr=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

### Step 3: Select Students

You will now see a list of students. From this list, select one or more students against whom you wish to file a behavior or discipline report. This flexibility is helpful when the incident involves multiple students. After selecting the students, click the **Next** button to proceed.  


![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUckBs0h4EHhmknHXJnmn391vg6bt2v63kyErQh2JJTI9EzjbHQOqBRDoPw7-m-2qN0_oFYAWpE_3QwdBIu2bAK0iniebW--88oG530qOQYTHOBCyOFRD7h44UNZPRjXwmbrF_kjCjhIZpJIt8LepwTJUR6y5nLp=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

### Step 4: Fill in Incident Details

On the incident details page, you will be required to provide specific information about the event. The following fields must be completed to ensure a thorough and accurate report:

  * **Witnesses** : Include the names of any individuals who witnessed the incident.
  * **Date of Incident** : Specify the exact date the incident occurred.
  * **Time of Incident** : Provide the time when the behavior or discipline issue took place.
  * **Possible Motivation** : Record any information regarding the potential motivation behind the student's behavior (e.g., bullying, frustration, misunderstanding).
  * **Location of Incident** : Select the location where the incident took place, such as the classroom, playground, cafeteria, or any other area within the school.
  * **Problem Behaviors** : Document the specific problematic behaviors involved (e.g., disrespect, physical altercation, use of inappropriate language). These behaviors should be selected from predefined categories, or you may use any custom behavior fields that have been added by the school.
  * **Detailed Description** : Provide a clear and detailed account of the incident, including any relevant context and how the behavior unfolded.  




Here is a sample form:  


![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUe6J2aPh2KfuIwUwCrvWXaJlHELYIUhPVqTK4fRavbwUy70_402qLmbeKE0iWD_kBiXVq-1Olx0PEmEXxSrZqHWA7ATxNf0MS3aPFl6Wc5qHvhnAUvIj27QqSDhC-Ys8zGH_iCABMsMMB5QyQTJHQy4OqJDT6GF=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

### Step 5: Assign Report to a Staff Member

On the right-hand panel of the details page, you will see an option to assign the report to a staff member. This could be a teacher, counselor, or administrator responsible for handling discipline issues. Select the staff member to ensure the report reaches the appropriate individual for follow-up action.  


![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUf02jBKm-y-D12bdANjvpkr6TpPE62z_0cEBNF1Up6FDVRJDxLd3TDFDCbXkvkY5C4mropdnpfwLt3wi_xvMZUYxmthdA_PnzdsHqDGqv-2zkLHIaYr4A4DXFeYn_x5UWiDKhFD4uROLkLe-jDCZWXGCBzvB4ES=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

### Step 6: Tag the Incident Based on Urgency

You can also tag the incident based on its seriousness or urgency. This feature allows the person in charge to prioritize and manage the issue accordingly. For example, incidents tagged as "Urgent" may require immediate attention, while less serious ones can be handled during a regular review.  


![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUc97k497AWwNd8Nci1x_kK4MAlLJ4yxPDzrni6t7W7O8DCgr00anh8mOUW5Zn8HC-sy_T42tdhqwxQ1Grl0gsEtrZtpLek0nyz8LcSJU1DiOUZlpXEVYpvlPun5C0jiunVvV2HJjBplKbWZ7kfGvyi1IR03B_XK=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

### Step 7: Submit the Report

After filling in all the required fields and assigning the report, click the **Submit** button at the bottom of the page. Your behavior and discipline report will be successfully applied, and the assigned staff member will be notified.  


Adding a behavior and discipline report in CrownSIS is an essential step in maintaining transparency and accountability in handling student behavior. By capturing important details such as the incident’s time, location, witnesses, problem behaviors, and possible motivations, the system ensures that each case is thoroughly documented and managed effectively.

This streamlined process allows schools to monitor discipline cases closely and respond appropriately, fostering a better environment for both students and staff.

# How To Add An Extra Field For Capturing Student Behavior Infractions In CrownSIS

When recording a behavior infraction for a student in CrownSIS, it’s important to capture all relevant details accurately. Sometimes, the default fields provided may not cover all the information you need. In such cases, you can add an extra field to the behavior record form. This guide will walk you through the process.  


## Step 1: Navigate to Behavior Fields  


  1. **Go to Settings:**

     * From the navigation menu, click on **Settings** to access various configuration options in CrownSIS.
  2. **Access Behavior Fields:**

     * Under the Behavior section, select **Behavior Fields**. Here, you’ll see a list of fields that currently appear by default when adding a behavior issue for a student.  




![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUeldbaeTkWqPeGqsAeg0iEFpAG6VUi95vSxdz5MDmr3CsWNEgaTzVp31qVJtA1YqxbkHBHi6BgjSxfn7a4KKKtIjH4hB7BkXEeLRmcvQAMBoruUo5L1kxccbZAbS_RteQAL0t-ccNy3tszGXpEwIkT9Ny9y1Dg=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

## Step 2: Add a New Behavior Field  


  1. **Click on "Add New Field":**

     * To create a new field, click on the **Add New Field** button. This will open a form where you can define the details of the new field.![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUcdXbEoMQD0bJ8srZVnuZlDIs9Ej-dK0QNGSh2rD1op3GUwKBPvqWBDwdiVtl8yx6NCDzgZUXz-DKmNoDUXx8am9_s_EcGmWz9lZKSj87f70IS4jQShQkXM3GxdoqaiUspRlTLGOpUYo3TeAo-pJAe8-Z7cE-kF=s2048?key=SEVS9Kbd7dPGixSIR36dtg)
  2. **Enter Field Details:**

     * **Field Name:** Provide a name for the new field. This is the label that will appear when adding a behavior record.
     * **Sort Order:** Specify the sort order for this field, which determines where it will appear in relation to other fields.
     * **Field Type:** Choose the type of field you want to add. The options include:
       * Text Field
       * Date Field
       * Multiple Select Box
       * Coded Pull-Down (a drop-down menu with pre-defined options)  




> > ![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUfNmoqL1K8kPeB_MQdhUJYs0NCKgibaEEvtZekr5SI93dbbfDvYPIvzZeOGium-067EhnK7FyjjzWxIYhTZzJrPgvfIJPclWXDAJO4-chtM0oFja5bb7cK0npgCFRdLB4dwhsjBZhidoDaliP8ZM7JqJ__IxnA=s2048?key=SEVS9Kbd7dPGixSIR36dtg)  
> 

  1. **Submit the New Field:**

     * After entering all the necessary details, click on **Submit** to save the new field.  




## Step 3: Configure Selection Choices for Coded Pull-Down Fields  


  1. **Add Selection Choices:**

     * If the new field type is a **Coded Pull-Down** , you’ll need to define the selection choices. Click on **Add Selection Choice** to open the choice configuration window.![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUfz3LjzuB_zIwX8PUQfdKuhQkouy8XknHQye75pW_A9SJVUgocoUP1xwKTUQ0_T0sfNgVZGKNJRfrHsEps6gShT6BSQK-xocoMa7pvDGD50DAH7CLTHV8Udg-dW9YHQawW9w6wRi2-XIIzAY--L7P8c9MTdriE=s2048?key=SEVS9Kbd7dPGixSIR36dtg)
  2. **Define Choices:**

     * **Title:** Enter the title for each selection choice (e.g., "Minor Infraction").
     * **Code:** Assign a code that corresponds to each title (e.g., "MNR").
     * You can add multiple selection choices by repeating the process.
  3. **Remove a Choice (if necessary):**

     * To remove an unwanted choice, click on the trash icon next to the choice you wish to delete.![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUf2E_y0kv605W0faTdkj4Jq09w5JS7gMzyQQlwPvtyK4o_XsamMBeGnn7J3PzD_NVpgiEgGlXg_gwWpIv2UZKr17qMmr-nz32L0lw_x410EPa_JiGE664nlKOicKjLwgO6iLtwjnJsKxVffVMhTjkB9N5HXMp3P=s2048?key=SEVS9Kbd7dPGixSIR36dtg)
  4. **Save Choices:**

     * Once all choices are added, click on **Submit** to save them.  




## Step 4: Delete a Custom Behavior Field  


  1. **Access the Behavior Field:**

     * If you wish to delete a custom-made behavior field, go to the **Behavior Fields** list and click on the newly added field.
  2. **Delete the Field:**

     * On the details page that opens, click on the **Trash** icon located at the top right side of the page. This will delete the custom behavior field from the list.![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUdRbgd1UxcOfKUSkv8_xPe9dIkPFR0dFbIkT1U98Oi_vOM7yMGj27fomJFB9zCvEhi77wufpPvBrOuyYfx5vx9jo9Qj8DVq0GHhZ39a0o_I4SO6GShIqfE3x8FDTxxQof062anUzUgCOCzCHgvdy_LJQg83XwBv=s2048?key=SEVS9Kbd7dPGixSIR36dtg)



## Step 5: Use the New Field in Behavior Records  


  1. **Add a Behavior Record:**
     * When you add a new behavior record for a student, the new field you created will now appear in the form. This allows you to capture the additional information required for the behavior infraction.  




By following these steps, you can easily customize the behavior recording process in CrownSIS to better fit your school’s needs. Adding extra fields ensures that all necessary details are captured accurately, allowing for more effective tracking and management of student behavior.

# Billing And Fees

# Assign Fee And Request Money

![](https://static.zohocdn.com/zoho-desk-editor/static/images/info.png)

Before you can assign fees to students and receive payments, you must complete the initial settings. Learn [how to set the billing items](https://help.CrownSIS.com/portal/en/kb/articles/billing-and-fee-management-setup).

# How to Assign Fees

To assign fees to students, navigate to **Main Menu >>Billing and Fees >>Assign Fee and Request Money**  


  


Search and select the students and click **Assign Fee.** On the screen, you will see the names of the selected students. You can remove anyone by clicking on the "-" sign.   


  * Enter the **Due Date** for the charges you are about to enter

  * Turn on the **Create Invoice** switch if you want to generate an invoice for the students

  * Select the **Fee Type** from the drop-down menu. The **Description** will be auto-filled if you have entered it in settings. If you have not, you can enter the description manually

  * Select the **Quantity** and the **Amount** will be auto-filled

  * To delete a line item, click on the "-" sign

  * To add multiple fee types, click on **\+ Add Another Fee Type**

  * Finally, click **Assign Fee** to assign the fee to the selected students.




Fees assigned to students will show on the Assign Fee and Request Money page. You will be able to receive payments directly from this page by clicking on **Receive Payment**. Under**** the**Action** menu, you will be able to **Print an Account Statement** for the student.  


  


![](https://help.opensis.com/galleryDocuments/edbsn9beadb7f442d123d521292bd16d2e3316f5fc917c2a53e6967d53a6e095b36be2317491e665251b004ac9c2cd20734f3?inline=true)  


# How to Deposit Funds

Students receive funds from many sources for education expenses. These funds can be deposited as a credit mount from the student’s general ledger screen.

  1. Click on a student’s name to open the ledger
  2. Click **Fund Deposit**  




**![](https://help.opensis.com/galleryDocuments/edbsnf9a04e22a103e961767224e886f3cde28c85b3c2398d8aafeb44d6624a754ff80ee003b61e8cb52dec1ef567e49bf84c?inline=true)**  


  1. Fill in the**Amount**
  2. Select the **Deposit Type**
  3. Enter the **Deposit Date**
  4. Enter the **Fund Source** , examples would be Scholarships, Grants, etc.
  5. Enter **Funding Reason**
  6. Click **Submit** to save  




You will see that the Deposit amount will show on the transaction detail with the transaction date as well as on the account header.

  


![](https://help.opensis.com/galleryDocuments/edbsn008b3fd39a5ce6598ee55c214d1178bdb5091f5801b9aad2d29f4926a318c4efbbd4687174163627e18efd7fd4849f5c?inline=true)  


  


You can edit the deposit transaction by clicking on **Edit** under the **Action** menu

# How to Receive Payments

To receive payments and record them, navigate to the **Assign Fees and Request Money** screen. Here, you will see the list of students with open and overdue balances. Click on **Receive Payment** link to receive payment for outstanding fees of that student.

  


![](https://help.opensis.com/galleryDocuments/edbsn4e5a026d5cb5e26d55d5a4f18ddf5cdd38f8fc7b00fc0c006a63640454ef32716b6dcff3374eee2fb13c8c9de45a3947?inline=true)

  


When the payment recording screen opens, you will be able to receive payments for a particular invoice, or a charge or all of the outstanding fees. Click **Submit** to save.

  


![](https://help.opensis.com/galleryDocuments/edbsn54a963171fc8bd5b7071da976bd3134eda8c5ce4b56f7de2d1b941d0575014413a6a581cb55eec31a2806c78a43d894f?inline=true)  


# What is a Student Ledger?  


The student ledger is an useful screen where it shows all the transactions between the student and the school. To get to the ledger, navigate to **Assign Fees and Request Money** screen and click on a student's name. The ledger will display with transactions if there are any.  


  


At the top, the overview of the student's account is presented as given below:

![](https://help.opensis.com/galleryDocuments/edbsn040055e0e95c9de6e7c09bb13de5e1f4a03a12df029bfab8e43b4270664882036468c8f22331752ad5b31bb24a7488fd?inline=true)  


  


Within the Date drop down, you have the ability to filter the transactions by preset days or by custom date range.  


  


Below the overview bar, there is a search, filter, download to Excel and print options providing the following features:

  1. Ability to search by fee type or amount
  2. Ability to select the columns to display on the grid  

  3. Ability to print a statement of account   

  4. Ability to download the transactions as an Excel sheet 



Under the **Action** menu, you can **Receive Payment** for a particular transaction. The triple dots menu offers additional features like:

  1. Ability to **Send Reminder** about an outstanding charge
  2. Ability to **Print** all the payments against a charge  

  3. Ability to **Void** a charge  

  4. Ability to **Waive** a charge



![](https://static.zohocdn.com/zoho-desk-editor/static/images/info.png)

The **Transaction** column displays small icons as a visual queue for the type of transactions that were recorded.

# Billing And Fee Management Setup

The Billing and Fee management module allows the school administrator to charge fees to students and receive payments. To get started with using this feature you have to first go to **Main Menu >> Settings >> Billing and Fees.**  


  


There are three setup items:

  


![](https://help.opensis.com/galleryDocuments/edbsnbad92a61a37245b04d3afac52518962a285e320dd3a8d4ea90302f22ec46102940f9498340c476e77827918191959c18?inline=true)  


  


**What Is General Ledger (G/L) Accounts?**

General ledger (G/L) accounts is an inventory of all the accounts that your school uses to code every individual transaction. It is an organizational tool. A good list of G/L accounts for school business can make it easier for your team to locate specific accounts, transactions, and more.  


  


Your school's G/L accounts does not need to look like anyone else's—each school can customize its chart of accounts to best suit its bookkeeping needs. In fact, it's important to do just that; every single school has unique accounts and transactions.   


  


Click on **General Ledger (G/L) Accounts** to set it up.   


  


Here you will set up the chart of accounts which allows your school's accounting and/or bookkeeping team to categorize each transaction. If you do not have any accounts in the system already, click on the **\+ Add New G/L Account.** A form will open and you will need to fill in the G/L code, give it a name and an optional brief description. Click **Submit** to save.  


  


![](https://help.opensis.com/galleryDocuments/edbsnfdbc2487000c0e65a94290efbee0f6859182ce802894ef34254cb219101a03226e7715d368f033620dda474abf280e4e?inline=true)  


  


Once you setup the G/L codes it will list it for you.

  


![](https://help.opensis.com/galleryDocuments/edbsnc14ea6ccbc92c3778b0b67881cc5e9a739bfbc60a3483dfd7dd1f16e2ba06b04edf778ec386eb51a9c4c26af25458021?inline=true)  


  


If you need to create one or more sub accounts under a main G/L account, then check the **Is Sub-Account** switch when creating the G/L account.

  


![](https://help.opensis.com/galleryDocuments/edbsn6df73bd7326031321598a01b04a71ee9dfe5d63a5496ef175637f368e1eaa9d0b5c14f924b1cb9397ff783e8ef1d8ab7?inline=true)  


  


G/L account with sub accounts will look like below:

  


![](https://help.opensis.com/galleryDocuments/edbsn01822cc1fbbd77a5e84b435bef5dc00408f23557f0de153f30a1bc5bf595c1d9b5116ef16ed717eed45b0c6ecc2bd455?inline=true)  


  


  


**What are Fee Types?**  


Fee types are the types of charges or fees that you assign to your students. These fee types usually align with your G/L accounts and are more verbose so that users can understand them. However, each fee type must be associated with a G/L account so that the revenue collected is accounted for in the general ledger for accounting and tax purposes.  


  


To add a new fee type, click on **\+ Add New Fee Type**. **** Fill out the form with relevant information. Here the G/L account is mandatory. If you have a G/L sub account, you can select and assign that too. Click **Submit** to save.

  


![](https://help.opensis.com/galleryDocuments/edbsna525474e15a566df79833273d1bf60242f786f811b29d0ed4536589bcc704f0f0f06eeca52cf3f3f374ae4f51b920858?inline=true)  


  


After you enter several **Fee Types** , it will look like this:

  


![](https://help.opensis.com/galleryDocuments/edbsnfdbc2487000c0e65a94290efbee0f685d11dc6e010b41b7205aa2919ffd2eb5a030b2f5b46b786ddb6c5f7d1745c0285?inline=true)  


  


**What are Payment Types?**  


Payment types are the methods of payments your institution accepts from Students and Parents for the payment of invoices and charges. Most common payment types are Cash, Check, Credit and Debit Card, Electronic Fund Transfer (EFT).  


  


Click **\+ Add New Payment Type** to get started. Fill in the Payment Type and a short description. Click **Submit** to save.  


  


![](https://help.opensis.com/galleryDocuments/edbsn54a963171fc8bd5b7071da976bd3134eaa0bf010980e0eae1ac8e5f66e799f7dadff494779ed0503b508d05ead2d8430?inline=true)  


  


After you add a few Payment Types, the data grid will look like this:  


  


![](https://help.opensis.com/galleryDocuments/edbsnfc5bb5e3479d0fce52380f497d5de44f5c3ddb79a8942586d5f9c8a7f0d9711ea44271aed08383acb7419c5441cb1aef?inline=true)  


  


![](https://static.zohocdn.com/zoho-desk-editor/static/images/info.png)

Now that you have completed the basic setup, you are ready to assign fees to students and accept payment. Follow this article on how to assign fee to one or more students, create invoices, and receive payments. [How to assign fees and receive payments.](https://help.CrownSIS.com/portal/en/kb/articles/assign-fee-and-request-money)

# How To Assign Fees To One Or More Students

Assigning fees to students in CrownSIS is a straightforward process that ensures accurate billing and efficient fee management. Here's a step-by-step guide on how to assign fees to one or more students.  


## Step 1: Access the Billing and Fees Section  


  1. Log in to your CrownSIS account.

  2. From the navigation menu, go to **Billing and Fees**.

  3. Select the **Assign Fees and Request Money** sub-menu.

This will bring up a list of students who are eligible to have fees assigned.  





![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUconMopaTFldJKr0KuSZae2pAOvTS-jrFF3XeGIr5-HMeqYOly1ZQhmT3vcBmq3aVuum0vAwqEejZ1OA5TsaSeI6eJlMoTetuNj4L7udLWuvn3KoFpfNAOR_vJ66RiOsf1V1TDmWJtduoo2HMAJ9ujgNUolkZA=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

## Step 2: Select Students  


  * Review the list of students and select those to whom you wish to assign fees. You can select multiple students if needed.  




![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUdL4Z47zlhIfWVC9M8J5ZHb2rGnFZiijkOmfHgh0UIPimjTXST0YS5HeFey7jOQUGj7vHmtTzwjP-VGtygMU8G93XQqm7S1lgg5UFHgUHrLMlD7sgbYv7dVaQo_PTSyhRKohTGOZ8T1YjvrgCZH_uIkkORjKCr_=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

## Step 3: Assign Fees  


  1. **Click on "Assign Fees":**

     * Once you’ve selected the students, click on the **Assign Fees** button located at the top right corner.  




![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUdGmBbWx1OwpaTuBH5fFu32yRlx1dkyrK8p3m7Z_t8SJcbe7E6lgXOlF2zPiEiE0nwqvkYH9WJg3jr832cdQxuFhd4Z_xi4XdGwup3acY0xrbfE6rnXj0gO6U2-ao2vcsVkghlxxxXlkfFi1evlsCxvI7d57Aoj=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

  1. **Fill Out the Fee Assignment Form:**

     * **Fee Type** : Choose the fee type from the dropdown menu. The available fee types will be those you have already set up in the billing setup.
     * **Description** : Provide a brief description of the fee being assigned.
     * **Quantity** : Enter the quantity if applicable.
     * **Amount** : The amount will auto-populate based on the fee type setup. However, you can edit this amount if you need to assign a lower fee.  




![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUccZN5hJDx66w1ppzDLcQ4URZLqNMgcKITglnToHvBAZ8hqR2FSF-NkjoiCwJmwQ8ltcJv2RaHxVxt1pd0E34I2Hj0pAy-QLDVW223nas5iH6faNcDiS7-4gd0eW2J4OyLtcwS5I0FvBPeWfRtJzqlMRlStTiY9=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

  1. **Set a Due Date:**

     * Enter the due date by which the students are required to pay the fee.  




![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUceTIKx6XoPKmitTQboOldPY9Qx2yB07FIVZRI2F4Q1C2x1EOYqEn3g4MsZOEeTZJXEWBU_fik5qc4IHKWgozrWoQvL1S1IVU_7KhPwH6euQfYWkk7qz2665MqxekpjDulHoqniSuomrsi_6VMFgXUVqasN418=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

  1. **Create an Invoice (Optional):**

     * If you wish to send an invoice to the students, toggle the **Create Invoice** switch.  




![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUeJWHo3VpXr_9J8ju7bSL4BGxmQdaSaEiDBQSJ7oZKuS_ubmZ9UKjkTTLyhL_kXmMR_Xt3Ss6TDFixtqIblyr-2gjLClcJ6nL5kLKL1O6TMGeqHaxI1PiX5Zt9DafTUBkof8gBEI2ZT7w5ooJPm-yPa_WZDCfzI=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

  1. **Adjust Selections if Needed:**

     * If you need to remove a student from the list, click the remove icon beside their name.
     * To assign additional fees to the same group of students, click on the **Add Another Fee Type** button. This will allow you to add another fee with the same options.  




![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUfIGqHtqoRDed4RYf-qtIGtWcEs48iCKtKC4QiDsZLyHQ_tJNvh30saLem31zTh-A8rFdGOMTAAQFUG3ncPNV_9NJYF5f57vm6uIMGQI6oD5S8qpSfEvaiDwKesPrh_ROM8XlEljijqHe9LYEE9hT_Zt4b30f5_=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

## Step 4: Finalize and Assign Fees  


Once you’ve completed all the necessary fields and reviewed the information, submit the form to assign the fees to the selected students.

By following these steps, you can efficiently assign fees to one or more students in CrownSIS, ensuring that billing is accurate and up to date.

# How To Integrate Quickbooks With CrownSIS

**Integrating QuickBooks with CrownSIS** allows you to automate and streamline financial operations like student billing, payment tracking, and fee reconciliation. This guide walks you through the entire setup process—from configuring your QuickBooks Developer account to activating the integration inside CrownSIS.

* * *

  


## **Step 1: Access the Intuit Developer Portal**

To begin, access the Intuit Developer Portal:

  1. Go to <https://developer.intuit.com>

  2. Sign in using your Intuit credentials.

  3. Once logged in, you’ll land on the workspace dashboard.

  4. You can either:

     * Use the default sample workspace provided by Intuit

     * Or create a new workspace for your institution




* * *

## **Step 2: Create Your QuickBooks App**

Now, create an application to enable the integration:

  1. Inside the workspace, click **Create an App**.

  2. Give your app a name (e.g., “CrownSIS Integration”).

  3. Select **QuickBooks Accounting API** and grant all required permissions.




After creation:

  * QuickBooks will generate a **Client ID** and **Client Secret**.

  * Use the visibility toggle to view and copy them.

  * Store these credentials securely, as you'll need them in CrownSIS.




**Set the Redirect URI:**

  1. Go to **App Settings → Keys and Credentials**.

  2. In the **Redirect URI** section, enter the URI provided in CrownSIS documentation or by support.

  3. Save the changes.




* * *

## **Step 3: Configure CrownSIS with QuickBooks Credentials**

Now, use the credentials inside CrownSIS:

  1. Log in to CrownSIS as a **Super Administrator**.

  2. Navigate to: **Settings → Billing and Fees → Integrate with QuickBooks**.

  3. Enter the **Client ID** and **Client Secret** copied from the QuickBooks Developer Portal.

  4. Choose your environment:

     * **Sandbox** for testing

     * **Production** for live data

  5. Click **Save**.




* * *

## **Step 4: Connect to QuickBooks**

After saving:

  1. Click the **Connect to QuickBooks** button.

  2. You’ll be redirected to the QuickBooks authentication screen.

  3. Sign in if prompted, and select the company you want to connect.

  4. Once connected, you’ll see your company’s name, address, and time zone appear in CrownSIS.




This confirms the connection was successful.

* * *

## **Step 5: Enable Synchronization**

To activate real-time syncing:

  1. Locate the **Sync Toggle Switch** in the QuickBooks integration area.

  2. Turn it **ON** to enable continuous syncing.




**Important:**  
If this toggle is left off, integration won’t function. Student billing and fee data will not sync between CrownSIS and QuickBooks.

* * *

## **Integration Complete**

Your CrownSIS system is now successfully integrated with QuickBooks. Billing data will sync automatically, helping your institution reduce manual work and maintain accurate financial records.

* * *

## **Need Help?**

For assistance, contact us at: **opensishelp@os4ed.com**  
Visit: <https://CrownSIS.com>

# How To Manually Register A Payment Of A Fee Against A Student

Manually registering a payment in CrownSIS ensures that all student fees are accurately tracked and recorded. Here’s a step-by-step guide on how to register a payment against a student's fee.  


## Step 1: Access the Billing and Fees Section  


  1. Log in to your CrownSIS account.

  2. From the navigation menu, go to **Billing and Fees**.

  3. Select the **Assign Fees and Request Money** sub-menu.

This will display a list of students and their respective fees.  





![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUdYWvSXiX1wl9tjE2jf0WIaD2D99nGhXEB_5hqw8smgGljaa7uFfxS28_Z6pyCsRYqtWCgJgW0r7zoldnsv16Ggqn9hg4dGgGjR2qcjwksxck5LFoEuRpcUa2lPlTlGr74v2yEckWm-yejUmy_j8RUcj9zsLAMy=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

## Step 2: Receive Payment  


  1. ### **Click on "Receive Payment":**  


     * In the row corresponding to the student you wish to register a payment for, click the **Receive Payment** link.
     * This will open a detailed view of all the unpaid fees assigned to that student.  




![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUd2gJr7AG9ol-hEdoQnxSbGUPb7EH8K4CKrMBYlChB9Z9s5ctZ970FE7IqrbdQUIZw8AgwT_gRSKmuUzX5rjKOWWSJWY4KORuy4jKXozIlO7TgHz-wpEvC_-Qw7twQfrwTw2rRcET2vqp9LvpSUtLYK4lnzctw6=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

  1. ### **Adjust Fees with Student Deposit (Optional):**  


     * If the student has a deposit that you wish to use to adjust the fee, switch ON the **Use the deposit** toggle.  




![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUfqpjIY7v2Aa_kB5CzqT2PF3viFNvMgupFoDOTG3ycP5kDFmP8TDN98SMAG5gHgxKFFfYPhkstCr4AGp0lA3mWzfOGK0h0bLt23-HhhRHPNwsUiRpZM3eB7qzpJ83rA6phSfyrYBjKPjfaayWQXOFMREFX7z14=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

  1. ### **Enter Payment Details:**  


     * Enter the **Amount Received** against each respective fee.
     * Select the **Payment Type** from the dropdown menu, which you have previously set up in the billing settings.  




![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUcvkXDBwZQF9cDH5VNR0heXAO1XTuMI5ufIwwhnqXhV6El3sDqnuN3KMH7KWWf7meG3y6IBGJ6eOUzeC1NyXK4hTliwNIjzSf5mOxv_XtC51FTSTEDJ0iRVV2qutUZh7aRkN9ybSOSfxsrThWYrHsf2_Z9pRlX6=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

## Step 3: Finalize and Save the Payment  


  * Once you’ve entered all the payment details, review the information.
  * Click on **Submit** to save the payment record.



By following these steps, you can efficiently register payments manually in CrownSIS, ensuring that all student fee records are kept up-to-date and accurate.

# How To Send A Money Request To Students Or Parents With A Payment Link

Sending a money request to students in CrownSIS allows you to efficiently collect payments for fees via email. The request includes a payment link, making it easy for students and their parents to complete the transaction. Here’s how to send a money request in CrownSIS.  


## Step 1: Access the Billing and Fees Section  


  1. Log in to your CrownSIS account.

  2. From the navigation menu, go to **Billing and Fees**.

  3. Select the **Assign Fees and Request Money** sub-menu.

This will display a list of students who are eligible to receive a money request.




## Step 2: Select Students  


  * Review the list of students and select the ones you wish to send the money request to. You can select multiple students at once.  




![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUdPciUsiNF-9b2HxXOgvm3oJBs8srZyoHzs7vHlKMQJf9V1aGPsRpUirFwDpE8lY6d3GslAofiIDVEW6N0bZfLBuf7j22JIVDIJ-YBjkMf-hIjU10TfFvvYobeIEPn2uzfzVmbZy6d_jg1oJvMvDApbwaVkNOtn=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

## Step 3: Request Money  


  1. ### **Click on "Request Money":**  


     * After selecting the students, click on the **Request Money** button located at the top right corner.  

  2. ### **Fill Out the Money Request Form:**  


     * **Fee Type** : Choose the fee type from the dropdown menu. The available fee types are based on those you’ve set up in the billing setup.
     * **Description** : Provide a brief description of the fee.
     * **Due Date** : Enter the due date by which the payment should be made.  

  3. ### **Send Payment Link:**  


     * By default, the payment link will be sent to both the students and their parents via email.
     * If you want to send the payment link only to the students, turn ON the **Send payment link to students only** switch.  




![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUe2KnADtWwyDcMoC7uUmGmBwvFktYE1SBvnyJmIXApqIio38rEa4n_gw57D_woUuIGTzbQMj0YcAq31jaJn8-YsOzSk6UivPYhGupRcu95-VB0rtbI46IWDdZgdLOSLA-ephlAHqYJX-w9uWaQcs6FAINZrufY=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

## Step 4: Finalize and Send the Money Request  


  * Once you’ve filled in the necessary details, review the information, and click on **Submit** to send the money request.

The payment link included in the email allows payment via credit card or ACH, making it convenient for students and parents to fulfill the payment request.




By following these steps, you can easily send money requests to students with a payment link in their email, streamlining the payment collection process in CrownSIS.

# How To Set Up Subscriptions In CrownSIS

## What is a Subscription?  


A subscription is a recurring payment charged to a user at specified intervals. In CrownSIS, this feature enables schools to set up automatic deductions of subscription fees from student accounts. For the system to work seamlessly, schools need to have a **Stripe account connected to CrownSIS**. Without a Stripe account, the school cannot receive subscription payments. Therefore, connecting Stripe is the first step to setting up subscriptions.

## Step 1: Connect a Stripe Account  


If your school has not already connected a Stripe account, you need to do so before setting up subscriptions. This connection is required to process payments directly from the student’s account to the school’s account. You can easily connect your Stripe account in CrownSIS by navigating to **Settings** and configuring the **Online Payment Acceptance** under **Billing and Fees**. Follow the prompts to connect your Stripe account or Go through the following article.  
  


## Step 2: Set Up Subscription Items  


Once Stripe is connected, you can set up the subscriptions that you would like to offer to students.

  1. Go to **Settings** and then to **Billing and Fees**.
  2. Select **Setup Online Subscriptions**.
  3. Click on **Add Subscription Item** to create a new subscription item.  




![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUeUh4Y6jpFa3kmflMA3w1jL1uY1OK04KqOHKGm5NowK9mF92sobsmTvzmFVwANYqB5XHYWzs-yBRZud23afCaAuohTIj9OmFvJh0ji3diy50qXC6WrWSFXs8sG5-Pk_JMFgKP37YvO8SefeJ5vTKIr5xVF2hj7G=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

You will be asked to fill out the following details:

  * **Title** : Name of the subscription.
  * **G/L Account** : The General Ledger account to which this subscription is linked.
  * **Sub Account** : Any sub-account related to the G/L account.
  * **Amount** : The subscription fee to be charged.
  * **Frequency** : Choose how often the amount will be charged. Options include daily, weekly, monthly, or yearly.
  * **Description** : Provide a short description of the subscription.
  * **In Use** : Toggle this switch to activate the subscription. Only active subscriptions will be visible to students.  




![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUf_T1TdZ-v0D7hv665Yf94aEG_RJ6YUCsc78ZDDltkdbBMM_knwwaAschcneE6Lkm_LmoMfX5D34acdA9-Fj4j5G59hI0NrcXVVbr9UU6q9yUcgXaGFMCbWpZ94QplT04551iZA9YG8jvQJMvkn4ntTL19MSM3g=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

Once you've completed these fields, click **Submit**. The subscription item will be created both in CrownSIS and automatically synced to your Stripe account.

## Step 3: Assign Subscriptions to Students  


With the subscription items in place, the next step is to assign them to students:

  1. Go to **Billing and Fees** and select **Assign Subscriptions**.
  2. A list of students will populate. Select the students you wish to assign subscriptions to.  




![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUcF5XM8RjC6qpcsLhJUwOxclXTLt8IWdl2TFjiJkV-TU65ji_9IMB0KxStCO1nixpPbo_4Tpg3Dc5NWyg6gbDB7B6nPwG9_H9WgDAxDbwEO6YZwd1JlG_BOMxIw9nlP1fjonJyA4DPfRjgVGrKFQZnB62ykJFs=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

  1. Click on **Assign Subscriptions** and you'll be redirected to a form where you can choose the subscription items to assign.  




![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUdaU6a2RgCs6CnzWMAgaSooNK_jWQZL2P0WB-cfABGJz8RZekd-WwJloIxin7W98lxeSHW4w9DpR1YjzR6VuhbalYvt5lXv-l52BP6rrAx7ApD3IPOKI0S5Pw1-cKkxDbBBahCqjLjzlAicdJtLl4Ua6hVelgg=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

  1. You may assign multiple subscriptions by clicking **Add another Subscription Item**. The total amount will update automatically.  




![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUeCwvun2CSql4lDv18QuEM1j1wcx_hnHMoQSfar8QQcF0m7i1UYWYOyTja8Tuazt88BlSMCczzffvFAJLq4cwGJFzSz6eKnEvi0QbDLw2FmGByXM1cxmDgXyqqKbJiAGUn8COIjZ0qkVQDvVJ9VqgYs_8HJKESa=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

  1. After selecting the subscription(s), click **Assign Subscription** to finalize.  




## Step 4: Student Activation of Subscriptions  


The subscription will not start until the student activates it. Here's what students need to do:

  1. The student will go to **Billing and Fees** and click on **My Subscriptions**.
  2. A list of the assigned subscriptions will appear.  




![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUe-IK0wfgBMuhWgQr34vBT0bHHs8YgQ3FeoRgWo7gCzg4ZAVVlKqBXudJGOR591PKLY_jqNsPsaRaNrnP8jdah9LQcPN41D4no4WhUVYkZRTSRIVw_vXPAxY61iVRtczEoaU4e-QKsHsKclp4nmoYOC5PCT4yRk=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

  1. If the student has not yet completed any online transactions in CrownSIS, they will first need to enter their card details to connect their account with Stripe.
  2. Once the payment details are entered, the student can click **Start Subscription** to activate it.  




![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUdN6hrb0SgOjflhWN2YzGfKhtj80IZCTgoPOjnaFSAodWEX0ZAK9h7FBAcs5gVaayTwx5nAX_mPtVUdTJu5JZ4Z0HA5PGpJkRTq43M7oAK1NvbwzDnZvVQVP04AkgGJfc7rWgD5bdGBq27uy4QNbDMjjKaS798z=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

  1. The student can also view the invoice details for any subscription by clicking on **Invoice Details**.  




## Step 5: Managing Subscriptions  


Once a student activates a subscription, administrators can track the status of the subscription:

  1. Go to **Billing and Fees** and select **Assign Subscriptions**.
  2. Select the student, and on the details page, you’ll see the status of the subscription marked as "Active," along with the start and end dates of the subscription.  




![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUfkQP2_sYXGWPUANbl3Slv39dH_ql3fLH6FMfUj5Gq4MqXqdn3Et-bro2MMKz9MPRZQv8i1W2Zx6-E1MnbgffjpIY32pz7ifIWXbn0qvslKe08VosbQSblviSUkJU_-exCIz1lzEFY3_A85PRXdDDF072BATF28=s2048?key=SEVS9Kbd7dPGixSIR36dtg)  


The subscription model in CrownSIS allows for a seamless and automated process for charging students recurring fees. By integrating with Stripe, the system ensures that payments are securely processed, with minimal manual intervention. Once set up, administrators can easily assign, manage, and monitor subscriptions, while students can activate and pay for subscriptions directly from their account.

# How To Use The Deposit Functionality In CrownSIS

The deposit functionality in CrownSIS provides a streamlined way for students to manage scholarship funds, prize money, or other financial contributions by depositing these amounts into their CrownSIS accounts. These funds can then be used to settle fees assigned to them. Here’s a step-by-step guide to using this feature.  


## **Depositing Funds into a Student Account**  


### ** _For Students:_**  


  1. **Log in to the Student Portal:**

     * Students must log in to their CrownSIS portal using their credentials.

  2. **Navigate to the Billing Section:**

     * Go to **Billing and Fees** in the main menu.

     * Select **Fees and Charges** from the dropdown.

  3. **Initiate Fund Deposit:**

     * Locate and click the **Fund Deposit** button.![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUeXI5u2NpAJTqf0MdQYksOrqqPKrKm4juA-ffYLQ_VcATmJzujFwW5IfHnRw9PwO_dtkhC1wVG7IlLfHQvnp5ttBbJppc4_5OelVJ_Oor6OYCAbrADKf1fnxMWi23IVKbn_j7sK=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

  4. **Enter Deposit Details:**

     * Enter the amount to be deposited.

     * Provide a brief description for the fund (e.g., "Inter-School Chess Competition prize money").

![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUdejG5UOu2m-udm6E6qLDfcjQN-wggCq1vbA-SIYlvEHti8bLZFA-59-jMBUGYuAmqs6SlwcRRH60W23_N2C6OlG3_TT041-6ls4wMuq9_0PAMwjX8o7cBloUuGBTXdJ5-t1-ibhg=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

  5. **Complete Payment:**

     * Fill in the card details in the payment form.

     * Submit the form to complete the deposit process.

![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUed4DSREFMSMN99Kgx5bJq_pO7gY_EjX5LScaghHxyMJ-naGwsDyUHqjj6dWQ7IjYtL5fRqhsDpKpbvby0M0x7TyTY_PKSK-VIT6rljNc3aa4O5rMLwxtl0buRrLWkungJs61ePeQ=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

  6. **Confirmation:**

     * Once submitted, the deposited amount will be credited to the student’s CrownSIS account balance.  





### **_For School Administrators:_**  


  1. **Log in to the Admin Portal:**

     * Administrators must log in to their CrownSIS admin profile.

  2. **Navigate to the Billing Section:**

     * Go to **Billing and Fees** in the main menu.

     * Select **Assign Fees and Request Money** from the dropdown.

  3. **Select a Student:**

     * From the list of students, select the student on whose name you wish to deposit funds.

  4. **Access the Student's Ledger:**

     * The student’s ledger screen will appear.

     * In the top right corner, click on **Fund Deposit**.![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUd-eT62xPXPWzZjjgl8yumlQjVkuWwz2_e384e1I58pDjbpbmzySxoksyodUwfmK26T66ZiB0oAwMpK4F2bvYTMyzRHSkf04KpzW4_JB2XQN7jCCZs_-F4t-D1iNIvErdkpeG7uSA=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

  5. **Enter Deposit Details:**

     * Enter the amount to be deposited.

     * Fill in the payment method, deposit date, fund source, and funding reason.

![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUeDAs52k7OTzbM2OPA_XtAzLQouxn3gFifImL0sesYjMKvGiA6NT-RpL-_eLFM3F8i6If_CdzdESdphTb_o_8RCrPKmXW0_TRjBp8U0NjC0hi3euVYELkAvAo1lsePRew9UMoyLnA=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

  6. **Submit the Deposit:**

     * Click on **Submit** , and the amount will be added to the student’s fund deposit.




* * *

## **Using Deposited Funds to Settle Fees**  


  1. **Assigning Fees to the Student:**

     * The admin assigns a fee to the student through the **Assign Fees and Request Money** option in the Billing and Fees section.

  2. **Adjusting the Fee with Deposited Funds:**

     * The admin navigates to the assigned fee for the specific student.

     * Click the **Receive Payment** button for the fee.![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUc5rT7knKWy9xStq3lHN9PhhoLLOSecWMpAS17xXGscPV3hQ2JqUFVkrA_N2HyfiTLQXvw8Oo1ZSvMYoHkUpmQon-cjRsm4FuwTWNOICRttZEDq0-mqfOe5du7JdannQiZ2ZlXXwg=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

  3. **Activate the Deposit Adjustment:**

     * In the payment form, switch on the **Use Deposit** toggle.

     * Submit the form to deduct the fee amount from the student’s deposited balance.![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUdME8euva2KZxyZBjgzO3kgM5kxE4912rs-CAq1ecQHADxNLl3fVW0kBJwmMiGDYzOSwzGrh3me_by5PyacnIS7kfZXmEy5HZX6Em5whGFmxohPV9H0qnSrP66R7UHdA2B7EX74=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

  4. **Confirmation:**

     * The fee will be marked as settled, and the deposited balance will be updated accordingly.




  


By leveraging the deposit functionality in CrownSIS, students and administrators can simplify financial transactions, ensuring a seamless and transparent process for managing educational expenses.

# Communication

# How To Create A Broadcast Group And Send A Message In CrownSIS

Creating a broadcast group in CrownSIS allows you to send messages to multiple users simultaneously, streamlining communication within your school management system. Here’s a step-by-step guide on how to create a group and send a message to that group.  


## Step 1: Create a Broadcast Group  


  1. ### **Access the Communication Section:**  


     * Log in to your CrownSIS account.
     * From the left navigation bar, click on **Communication**.
     * Select **Groups** from the options.  




![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUfGtSwkBSupNJso2iOS1J7fve5ucexZ6U1a2ApHuft0GkL7Sot9ieN7gHac630YBpyeJxviSb90g8yGhkHSPmf3Ojk_GdkI1SPAJzzWTEQOg2DKlEGjuB0kyifaX2n5cWKdNpiapk7Rc7FeWDYwVnv1PmZM9vKB=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

  1. ### **Create a New Group:**  


     * A modal window will open where you need to enter the **Group Name**.
     * Click **Submit** to create the group name.  




![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUeu62aG1oFfmOdD0LHGBk28T7nb6ZTuGE1N7HHnTOVhNTEbgyLhO4JtYU_BrjP89xroRV7gs39G-RKyyPBFNnKlHZ94I2q5Dq0pz2jnNIdLWIVP1_P2n1uU2mdKfF8K9_6NWFfjACYHclxwJmzBNt8n7k0FPxI=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

  1. ### **Add Members to the Group:**  


     * After creating the group, the next step is to add members.
     * You will be presented with a list of students, parents, and staff.
     * Use the filters to locate specific users and allocate them to the group.
     * Once you’ve selected all the desired members, click **Submit** to finalize the group.

![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUfvdroy_PS8pDGcHlC1EXdJzKkAsHXiN1LE7RThlmrOnD3SeSSKifjPx7849e6i2IwxKH2VMk3JEZ1LEdPcYbcGB5iifgUqsIn9oXqqH5Xf94mBNwF5sZo0KOKAd2gNrJHJB9Sq6cUKdO55g8Ip2o68ZMklKaZ1=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

  


  2. Your group is now successfully created and will be listed under the **Groups** section.  





![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUfmvfePHqpq__a--MBKm-2fGI5LGaeGsdXmENeVWlmKqzrfG85XA3UIlRlsgl89U_eBpPvaHsejQNw0B0Oz8bKGmRmfDymlEnFo41wGI65AWFld1gaEFR-fa7ZpeHOBMlt2NZ8zP1X3DxsE04c5f6ZPQ5eawQ_x=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

## Step 2: Send a Message to the Group

  1. ### **Compose a Message:**  


     * In the **Communication** section, click on **Compose**.
     * Under the **To** field, you will see a list of the groups you’ve created.
     * Select the group you wish to send the message to.  




![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUfr8aNwBGF9o5VDvk7_8d-0X886-CQp29F5uh4b2mpLt5TcxE_fPVZszDz_lo2ul0aExjgrFxz4gqoxLcgyAB3gX4FSAdNKUNOOXTdfsBXdaqARJhaCWT-F6QfH_LVFgDZVCpMR2qno6wKnvg7_noggLKXWHbVE=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

  1. ### **Write the Message:**  


     * Enter the **Subject** of the message.
     * Compose the **Description** or body of the message.
     * If needed, you can upload any relevant files to attach to the message.


  1. ### **Send as Email (Optional):**  


     * If you wish to send the message as an email, toggle the button located at the top right corner.  




![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUdx4xHVzWyyN82TIm2RK5KK5HchzgAc0CfqwdBzpuwo6QaEGkg7z7R7weVIfus8tmgmqLVuNtObZHMGcpDQ7DtqphIGK7nUVRziyYCr4v9A3Bp0-A5phmen38SIJlwHwq0Lav0eLBpuQHLWGUbPUxJMdgcr1kmz=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

  1. ### **Send the Message:**  


     * Click on **Send Message** , and the message will be sent to all members in the group.  




By following these steps, you can efficiently manage group communications within CrownSIS, ensuring that important messages reach the right audience quickly and effectively.

# How To Set Up An Email Server In CrownSIS For Sending Messages

Setting up an email server in CrownSIS is essential for sending notifications, alerts, and other important communications to users directly via email. CrownSIS offers two methods to set up the email server: **SMTP relay server** and **API**. Below are the steps to configure the email server using either method.

## Step 1: Access the Communication Settings  


  1. Log in to your CrownSIS account.
  2. From the left navigation bar, click on **Communication**.
  3. In the Communication section, click on **Settings**.



  


![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUcFmmAfXUr0PzUdSRHUsZlZdd8IgHSk3o3mduu3DBvKGEFAGVmJgZ0rZCg4xXP_2VWyw-LgWLjeEvxm_EGQt6Gey4AXz6bddo11oJu7IG9Lpm4CekB5WKFMDB6bHFVgiCYe99VNFZf3SFgx85qhwa47vK9yRgHP=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

  


  


  


  


  


## Step 2: Choose Your Email Server Setup Method  


In the Settings page, you will see options to configure the email server either via **SMTP relay server** or **API**.

### **Option 1: Setting Up via SMTP Relay Server**  


  1. **IP Address** : Enter the IP address of your SMTP server.
  2. **Port** : Specify the port number for your SMTP server. Common port numbers are 25, 465, or 587.
  3. **SMTP Type** : Choose the SMTP type (e.g., SSL/TLS) based on your server's configuration.
  4. **Server Username** : Provide the username used to authenticate with the SMTP server.
  5. **Password** : Enter the corresponding password for the SMTP server.
  6. **From Email Address** : Specify the email address that will appear as the sender of the email.  




![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUfU6sO6Bwu2JAhctyCTotbMqJhkwn_Pga9PDFRwhvApi_p-u9ttAIUIjqgXBY8sBwyUmjeVruPQ-IZk59PNtpHEURCGjNAiCPhtSp29y853aXRFud-l-H3bBIPYZn1iIEm5XGzDvEiR6q3OpCKwbOgPFTLhJEY=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

### **Option 2: Setting Up via API**  


  1. **Service Provider** : Select your email service provider (e.g., SendGrid, Mailgun, etc.).
  2. **From Email Address** : Enter the email address that will appear as the sender of the email.
  3. **API ID** : Input the API ID provided by your email service provider.
  4. **API Key** : Enter the API key associated with your service provider account.  




![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUdcwBB6nLafscKVWWf5OMBFuA2PceaaMpGn7oiVdj0YTl-u4NScGPvQe-og50XzvsJyJ4N0fsbpvu99c9sSodLH6ITD_rKnjYx1Po3FEM6nqN-JgOa_T7lqWME_M44WXU6-SD_w2wcT5Ep1jbDkmRBo5FwWjPpZ=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

## Step 3: Finalize the Setup  


Once all the required information is filled in, review the details, and click on the **Submit** button to save the configuration.  


![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUfQRkhLYDMQqygW586KgaCBsJNWqWJ861oL5r8zrBXnKCM59hPAv9K50uZCnwa1ZmqoT6Zsjlb-b3yPs9wObwjExb5Vsp0jZ-COkC8PX4NjxFaLzPlcywpmm47XZ0Ha39fVHCjOJbUJz9lbYDYDeesD80e3s5fW=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

  


Congratulations! Your email server is now set up in CrownSIS, and you can start sending messages to users via email.

# Course Setup

# Add A Course Section

To create a Course Section, navigate to the Course. Click on the **\+ Add New Course Section** button.

  


We will describe the form by part. Let's start with the top portion.

  


![](https://help.opensis.com/galleryDocuments/edbsn77749a06a5ae954a3f94cc67dea902afe5d6e3013ebbcea0e4a1a898f9a995d4eae1c09f297e575f28a4eb1e593f1628?inline=true)  


  


  


By default, the **Active** toggle button will be turned on. You can turn it off if you are not ready to publish the Course Section and it won't show on the course catalog.

  * Fill out the **Course Section Name**. This is a mandatory field.

  * Select the **School Calendar** that will be associated with the course section.

  * Select a **Grade Scale**. You can select "not graded" if the course is not graded. Select "numeric" if a numeric grade will be given. Select the school's grade scale if a letter grade will be given. It will list the available grade scales the school has. You can also select "allow teacher's own grade scale" which means that the teacher will create his own grade scale and the course will bypass the school grade scale.

  * Fill out the **Credit Hours** field. If the credit hours were entered in the course level, then the course section will inherit it and display it here. You can edit it if required.

  * Enter the number of **Seats** for the section. Remember the sets must be equal to or less than the classroom that will be assigned to it later in the form.

  * Select an **Attendance Category**. Usually, most schools will have only one to choose from.




  


The **Course Section** switches are explained below.

  


![](https://help.opensis.com/galleryDocuments/edbsn77749a06a5ae954a3f94cc67dea902af2dbb3212da3a7f5f0159602bccaab3c18ddd83f05643ef40b62c1c26852c1573?inline=true)  


  


**Allow Student Conflict** enables scheduling of a student into multiple course sections running at the same day, time and room. All conflicts will be ignored.  


  


**Allow Teacher Conflict** enables scheduling of a teacher into multiple course sections running at the same day, time and room. All conflicts will be ignored.  


  


**Allow Room Conflict** enables scheduling of multiple course sections running at the same day, time in the same room. Conflicts will be ignored.  


  


**Course is Weighted** \- when turned on, will make the system look for the weighted grade scale values for calculating GPA and CGPA. It is usually used for AP (Advanced Placement) classes in high schools that carry more weight than a normal course.  


  


**Affects Class Rank** \- when selected, will calculate and rank students in the class.  


  


**Affects Honor Roll** \- when turned on, will contribute the grade towards the calculation of honor roll. You should setup the honor roll first by navigating to Settings->Grades->Honor Roll.  


  


**Use Standards** \- when turned on, will allow you to enter US Common Core standards or school-specific standards for the course. You have to create the standards ahead of the time by navigating to Settings->Grades->Standards Based Grades.   


  


**Virtual Class** \- when turned on, the system will not require you to enter Schedule Type, Room, Period, and Meeting Days.   


  


**Online Meeting Link** \- when turned on, this will allow you to enter the web address (link) of the live meeting and its password if required).  


  


**Duration** of a course section can either follow a marking period or occur on a custom date range.  


  


![](https://help.opensis.com/galleryDocuments/edbsn7742a2a98404b0ee09d5099f65964e9b67d16db854d8402ff13637244490c8b95c62b58063e34849515096c10b2bd187?inline=true)  


  


If the course section occurs during a pre-set marking period, then select the value from the drop-down. If it occurs in a custom date range, then select the start and end date from the date picker.  


  


![](https://img.zohostatic.com/zde/static/images/info.png)

The custom date range allows trade schools to start and end a course within any date range without having to setup marking periods. 

  


Let's discuss the **Schedule Type**. There are several options.   


  


![](https://help.opensis.com/galleryDocuments/edbsn77749a06a5ae954a3f94cc67dea902af7cb03b089c7aa74e4e5150e1acf392721090697667e56e9756cfad1effa8d8f0?inline=true)  


  


**Fixed Schedule** \- this option is used when a course section occurs one or more days (in a week) during the same period (time) and in the same room. Select the **Room** , **Period** , **Meeting Days** and turn on **Take Attendance** switch if the teacher marks attendance for the class.

  


![](https://help.opensis.com/galleryDocuments/edbsnf4e012fae8148d784bf39d8ec14ab32b54b1496d7da19e129a3f0ea868541def179f81e6cbfc2538d0d144dbcf75f079?inline=true)  


  


**Variable Schedule** \- this option is used when a course section occurs in different periods and rooms in different days of the week. Select Day (meeting day), Period, Room and turn on Take Attendance switch if the teacher marks attendance for the class.  


  


![](https://help.opensis.com/galleryDocuments/edbsn5823018f6a7ccaba8e9a789c13fc54b6633e62f3e3c2ea17025ae52318a14838f1a1ec970d2ad7a83c21fad76f654fb2?inline=true)

  


**Enter by Calendar Days** \- this option is used when a course section does not follow any pattern and is totally random or dependent of demand and teacher availability. This is recorded in CrownSIS like users add meetings to their calendars. Open the calendar and click on any work-day. The Add Class modal will open up. Enter **Period, Room** and turn on **Take Attendance** switch if the teacher marks attendance for the class. Finally Submit the form and the system will create the course section occurrences for those dates.

  


  


![](https://help.opensis.com/galleryDocuments/edbsnc19ffcfd42277ae83ddd9ca577353dd30526cfbe56ee17f94c9c850418fc8cd0a65fa5e60a6be2022de89939273983cd?inline=true)   


  


**Block/Rotating Schedule** \- The rotating block schedule is designed to maximize time, resources, and relationships. Students have more opportunities over their four years at high school to engage in a greater variety of learning opportunities or concentrate on areas of their interests.   


  


This type of schedule provides students with the responsibility to enhance their high school experience by engaging these enriching opportunities unavailable in the traditional schedule.   


  


The student goes to every class every day, usually in the same order, but classes meet at a different period each day. For example, a class that meets first period on Monday will meet second period on Tuesday; Monday's second period meets at third period on Tuesday; etc.  


  


To setup Block/Rotating schedule, the school admin must first define the block days in the **Settings - > School->Periods setup**. In this example given below, there are three rotation days defined by A Day, B Day, and C Day. Each day must have its own periods with start and end times defined.  


  


  


![](https://help.opensis.com/galleryDocuments/edbsne535541364745ebc6f5319d5de38520ef34550ad52ffbc8cf64e49344c99704b79795827513fff49975891dc65a7a1bf?inline=true)  


  


Once that is set, then in the Course Section, select the **Block/Rotating Schedule** option and enter the **Block/Rotation Day** , **Period,** and **Room** information. If the teachers takes attendance, turn on the **Take Attendance** switch.

  


![](https://help.opensis.com/galleryDocuments/edbsn6b6760bf9743121247ce9060ea37b74390f65bcab269870533911fcf186e3dfa6b0b70cdbead4bdcc170e02e3bba9222?inline=true)  


  


  


Lastly, open up the calendar associated with the course and mark the rotation days. The school days will have a single select drop down option. In this example, the school uses A Day, B Day, and C Day that rotates each school day for the length of the term.

  


You can have unlimited such rotation days in CrownSIS.  


  


![](https://help.opensis.com/galleryDocuments/edbsn16ddb7cd65b332d4150243b67835c96a0dfb36b9458185dbde89aafc0f7ec9c083cc6635bebaabf4fc419c04d5c79f9f?inline=true)

# Add A Course

You can create a Course from the quick create feature in the upper right-hand corner as well as navigate to the course manager menu on the sidebar.  


  


To create a new course click on**'+ Add New Course'**

  


A data entry form will open where you need to fill:

  1. Title - any text to identify the course  

  2. Short Name - course code or a shortened version of the course name  

  3. Program - this is the main track where students are enrolled. High School Diploma or MBA, BSc etc.  

  4. Subject - the parent subject under which the course falls, e.g. Mathematics >>Algebra (here Mathematics is the subject)  

  5. Course Category - this is the credit categories that are required to fulfill a degree program
  6. Credit Hours - number of credits a student will get after successful completion of the course  

  7. Standards - standards based grading are common methods in USA. You can use the common core or school specific standards  

  8. Description   




  


![](https://img.zohostatic.com/zde/static/images/info.png)

 _Note: You can select the subject and program from a drop-down menu as well as enter new values by clicking on the +Add New Program or +Add New Subject._

  


  


![](https://help.opensis.com/galleryDocuments/edbsnb87e4c33ad089c746f842a3459b4729ae131dddb239c66aaed570ba8d3dd4cd5922d58af14b9bddf0ba02c57a1871c75?inline=true)  


  


If your institution uses Standards-based grading, whether it is US Common Core or school-specific standards, you can enter them here. You can manage Standard Grades from the [Setting](https://help.CrownSIS.com/portal/en/kb/articles/how-to-add-standard-grade-setup-in-school-settings) menu.  


  


After submitting the course will look like this.  


  


![](https://help.opensis.com/galleryDocuments/edbsnd6ccf77dfb640aaedb8ce3215e02e1b68e38683a61fd2c3d382b21c70869f22a69f14f7c92dc75e195857599deaeb61e?inline=true)  


You can add more courses by following the same steps.

# Add A Program

The Course Manager allows you to associate a Program with the course. There is often a need for an institution to group subjects and courses within a Program. Especially the higher education institutions run multiple programs like BBA, MBA, BA, MA, Ph.D., etc. Each of these programs has its own group of subjects and courses associated.  


  


When you click on the Course Manager sidebar menu, you will see a screen like this:  


  


![](https://help.opensis.com/galleryDocuments/edbsnb281287afd0b207393104d0e10b164340ea74230811d97e43491b23ff37d03e23da4fe2bcf3133fa24b6428a6cb783f7?inline=true)  


  


Click on the gear sign next to Program. It will open up a table where you can enter a new program and edit or delete an existing program that is offered in your institution.  


  


Whatever program you enter here will be available to be associated in the Course entry screen.  


  


![](https://help.opensis.com/galleryDocuments/edbsnc591046c978d401e34e92b8d8b8208ec017db8472327b9899c0068f4f1c9244e6715e8dcbf3a7acfc621caf97072bd3a?inline=true)

# Add A Subject

The Course Manager allows you to associate a Subject with the course. Typically a course is within a subject. Example: A course Algebra is within the subject Mathematics.  


  


When you click on the Course Manager sidebar menu, you will see a screen like this:  


  


![](https://help.opensis.com/galleryDocuments/edbsnb281287afd0b207393104d0e10b164340ea74230811d97e43491b23ff37d03e23da4fe2bcf3133fa24b6428a6cb783f7?inline=true)  


  


Click on the gear sign next to Subject. It will open up a table where you can enter a new subject and edit or delete an existing subject name that is taught in your institution.  


  


Whatever subject you enter here will be available to be associated in the Course entry screen,  


  


![](https://help.opensis.com/galleryDocuments/edbsn24c407a49b256effcb4db1feaa02f8e3b29d0e2ae5723e3d71cb31696bc63b6cfb6e074ee870c7706224872867ded327?inline=true)

# View And Print Course Catalog

Course catalog can be viewed and printed under courses.  


  


Navigate to**Menu >> Course >> Course Catalog**  


  


You can filter the course catalog by Marking Period, Subject, Course or Grade Level. Keeping the default value of "All" will display the course catalog with all active courses. Simply choose a value in the single select filed to filter by that field.  


  


For printing the catalog click on the 3 dots/hamburger menu in the upper right corner and you will be able to see an option that says '**Print Course Catalog** ' click on it to print.  


  


  


![](https://help.opensis.com/galleryDocuments/edbsn31b7ef173813aa80ff793271decb8f51aae9f4d1a28ef3ab7a6c67fc2bdbede3e5ba5bf47c7d6205a94a31dbf8679d55?inline=true)

# Grades

# Addedit Historical Grades And Historical Marking Periods

# Add/Edit Historical Grades and Historical Marking Periods

Login as an administrator and navigate to **Grades >> Administration**  


  


In this area of the system, there are two major functionalities. One is to **Edit Report Card Grades** received by students and the other is to **Add/Edit Historical Grades**.   


  


Click on the **Add/Edit Historical Grades**. Select a student from the list, or search and select.

  


![](https://help.opensis.com/galleryDocuments/edbsndbbad1b7af94a1e2d7e0a85a6bcf7787913d129649f98a25f3ab1ca6a4f7f9133449e9307ff2818f45d47de752650743?inline=true)  


  


You will get a screen like this:  


![](https://help.opensis.com/galleryDocuments/edbsn17c51ac1ff3481e40ce25bf567b588e1e345121f3e25620db76048b0f7b5dec7b420032a78820533cbf137782cf99c3b?inline=true)  


  


If you do not have any historical marking periods defined in the system, you can click on the link (marked by the red arrow) and it will take you to the historical marking period entry screen. A sample is given below:  


  


![](https://help.opensis.com/galleryDocuments/edbsn49dd297ecc5e84e8efbd54fdc35f1642535eaf0fb6e8064532e7c7c9044b6c298677450d48a0814242513d2e146712a4?inline=true)  


  


To continue with the data entry, fill out the following fields:  


  1. Select the Marking Period from the drop down. This will show the marking period you just created using the historical marking period entry.  

  2. Enter the name of the school the student was attending during that marking period  

  3. Select the grade level in which the student was enrolled in that school  

  4. Enter the course code  

  5. Enter the course name  

  6. Enter the grade percentage received  

  7. Enter the equivalent letter grade received  

  8. Enter the GP value  

  9. If you want this grade item to be included in GPA calculation, then turn on the toggle switch  

  10. Select the course type  

  11. Enter grade scale  

  12. Enter credit attempted  

  13. Enter credit earned



Submit the form. The data will be saved and it will reflect on the student's **Transcript**.  


  


To add more courses, click on the **+Add another Course** link and repeat the steps listed above.  


  


To add another marking period click on **+Add Another Marking Period** at the bottom of the screen.

# Edit Report Card Grades Marked By Teachers

Login as an administrator and navigate to **Grades >> Administration**  


  


In this area of the system, there are two major functionalities. One is to **Edit Report Card Grades** received by students and the other is to **Add/Edit Historical Grades**.   


  


To edit report card grades received by students from their course teacher, select a student from the list, or search and select.

  


![](https://help.opensis.com/galleryDocuments/edbsn5bcb5ddaec731b715ce7af1773fca90ddb3b5c7386aa74fac07ba1438b20873b870ce169a68de8f089d64f68bf9342ee?inline=true)  


  


  


Once selected, it will display the grades received like given below in the screenshot. Suppose you want to change his grade from D to B, click on the pencil icon and edit the grade and then click update. The grade will be updated. This change will reflect on the Student's **Report Card** as well as on the **Transcript**.  


  


![](https://help.opensis.com/galleryDocuments/edbsn16eafaf8f773f1b938a8bb8a8e14807cac0e83a940757d31c101e1eae320bf859b855f3f19161735089c54de7cc87fba?inline=true)  


  


![](https://help.opensis.com/galleryDocuments/edbsne9a49da2db129e720eeb350bef0235a029c1ca06e9d95bd082500960b6bc692792b4da9820e90b9055b77c42aca4c26e?inline=true)

# How To Set Graduation Requirements In CrownSIS

**Graduation requirements** are the specific criteria that students must meet to earn their diplomas, degrees, or certificates. These requirements ensure that students have successfully completed the necessary coursework and accumulated the required credits in various subjects.

In CrownSIS, setting up graduation requirements involves defining the degree programs offered by your institution and the associated course categories. This article will guide you through the steps to set up graduation requirements in CrownSIS.

#### Step 1: Accessing Graduation Requirements

To begin, navigate to the **Settings** section in CrownSIS. Under the **Grades** header, you will find the option labeled **Graduation Requirements**. This is where you will configure the degree programs and their associated course categories.

![](https://help.opensis.com/galleryDocuments/edbsn9b0da08b980ebf482294e649d42caa913cfbd21633e9dc2f11b0aab7a8565ebb2f5996551eab6edfb7697e5eaed51154?inline=true)

#### Step 2: Adding a Degree Program

A degree program in CrownSIS represents the diploma, degree, or certificate that students are working towards. To add a degree program, click on the gear icon. 

![](https://help.opensis.com/galleryDocuments/edbsne8ac3d3ddf0c4cb06237c26535c9ad7c809d435d4ebb7a7bdb301c46f5d662ea5a492297c0debb0ee115f33e40e36ffe?inline=true)  


You will be prompted to input a program name. This name should reflect the degree or certificate, such as "High School Diploma," "Bachelor of Science," or "Certified Nursing Assistant."

![](https://help.opensis.com/galleryDocuments/edbsne8ac3d3ddf0c4cb06237c26535c9ad7c81d7c8f398d35cb52446e14181fe81064844d60780f3934a46a2a73f4a5a9dcf?inline=true)  


Once you've added the program name, the degree program is created and ready for the next step.

#### Step 3: Adding Course Categories

Course categories represent the different areas of study or subjects that are part of the degree program. Each category requires a certain number of credit hours to be fulfilled by students. To add course categories, follow these steps:

  1. Click on the **Add Course Category** button located at the top right-hand side of the Graduation Requirements page.

![](https://help.opensis.com/galleryDocuments/edbsn1f7382f86397e9d5256d2a229c4f7521c5870255b2d7e77d0780268bf413a1c419440d5557ce4395ccc5651a0e70268b?inline=true)

  2. Select the degree program for which you want to add the course category.
  3. Input the category name (e.g., "Mathematics," "Science," "Humanities") and specify the required credit hours for this category.

![](https://help.opensis.com/galleryDocuments/edbsnc0822e3128404f96399e04c1d10cf70bad59c21c0a08f7c4a51a4aab3b7c81e15ce8a0f80009e6d719d282ecc044e66f?inline=true)




You can repeat this process to add multiple course categories under the same degree program or across different programs.

#### Step 4: Assigning Courses to Categories

When creating courses in CrownSIS, you will be asked to select the appropriate course category. This selection assigns the course to the corresponding category within the degree program.

As you add courses to categories, the number of courses assigned to each category is displayed in the **Graduation Requirements** section under Settings. This feature helps you track the courses that contribute to each category's credit hour requirements.

![](https://help.opensis.com/galleryDocuments/edbsn845936c56c20df15c7f9c135c85c9869c1d0f866527d4023dcbab18e945e607c2ef884d34696b52b1264b7cd6218c366?inline=true)

#### Step 5: Tracking Graduation Requirements

In the Graduation Requirements section, you can view the required graduation hours for each degree program. These hours are automatically calculated based on the course categories and their associated credit hours.  


![](https://help.opensis.com/galleryDocuments/edbsn4c29c60a8f5e6a6b57fda0bc4988cc7bd517e4df36a3b1a546a5f2532f550385967b59ed1cc3fcb294ece9e3a80d8f46?inline=true)  


  


  


  


  


  


  


  


  


  


By following these steps, you can efficiently set up and manage graduation requirements in CrownSIS, ensuring that your students meet all necessary criteria to graduate from your institution.

# How To Set Up An Effort Grade System

Setting up an effort grading system can provide a valuable way to assess and motivate students by focusing on their work ethic and engagement. This article will guide you through the step-by-step process of configuring an effort grade system in your school's grade management software.  


## Step-by-Step Guide to Setting Up Effort Grades  


### Step 1: Access the Settings Menu  


To begin setting up effort grades:

  * Navigate to the **Settings** from the main navigation menu in your school management system.
  * Once in the settings menu, locate the **Grades** header.



### Step 2: Select "Efforts Based Grades"  


  * Under the Grades section, choose the **Efforts Based Grades** option.
  * This will lead you to the interface where you can configure your effort grade system.  




![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUeoOl17nf_mDCVHM4A3Abaf2bRjSTKJ3TBcTF5MgaIzctX8LtP55dzwmBYXKs2TGWnKeSpRf3EncTtBs1BQ_O2yjJaxYNJIRvvAnRBg74UZoH2zDFrtCGKN6w8gRZuGGWwLDNAzVYXt8pBjrYd8gSw-l2XBDxxe=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

### Step 3: Define Effort Grade Scale  


  * Click on the **Efforts Grade Scale** tab to define the scale on which students will be graded based on effort.
  * To add a new scale, click the **Add New Effort Grade Scale** button.
  * A form will appear where you can fill in the **grade value** (e.g., A, B, C or 1-4) and a **description** (e.g., Excellent Effort, Satisfactory Effort).  




![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUdLLmll_Pszzk2k29kNQzeLmqiNcDgV2YyA2lgPcbPhNQ0TLYMbjmbhxXSEiThylxTpRG3dIzhIZWmuaTXXk_Mu08LJfzum278apdMKo1470edeWM_vRiMVoEnfcYCoE4Mkt7kLzMLUqiq9pMu0vO9-KV65bo9k=s2048?key=SEVS9Kbd7dPGixSIR36dtg)  


![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUdFdb58DvCGxuStCoxFqD4Wjfkjnrkw10oFfWheVFBbm5SEbHqNOjxkznXE-YYsz2HWB6UDD13OOZIBuNwteObiaJCKNXusbiHeVcVLPCLcLrtKO2lG398SvFVqLhprTlRrDYn43Z9U-R8D8EPCBIuH1RpkWBwW=s2048?key=SEVS9Kbd7dPGixSIR36dtg)  


### Step 4: Configure the Effort Grade Library  


After setting the grade scale, you need to configure the criteria by which students will be assessed.

  * Navigate to the **Effort Grade Library** tab. This section allows you to create categories and items that will define specific effort-based evaluations.  




![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUe1T09QKVh93rETRQMFemkaCAeBbTbDq4mL2egvBnwNqUkCnXj3c-8qS_zyamT2jsJDO28t_F3YnZprk0EAODuuwibeF5UUDW73zb3aLCH6kUXEW-NAc7T5VqBGyM38rQDcpdM76mkLvQ4tVdDlFZ4iul7Gpcfw=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

### Step 5: Create Effort Grade Categories  


Effort categories represent broader areas under which specific effort items will be grouped, such as **Class Participation** or **Homework Completion**.

  * Click on the **Add Effort Category** button to create a new category.
  * Enter the **Category Name** (e.g., "Class Engagement" or "Homework Dedication") and click **Submit**.



![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUdoU2ldK6dW_XyzTWCC0UVxFleT785aYRotQL7V3ld_WxoOnJzUBJosfRq944oWfxLkzmUhEA-8069yGK85Vh4PmWDYR81Td-sIlT9QX7TOc1oaxU1kGf3iAmfSl5OBBsQR_fiSKQRH60teQUM9c-MCaYOWNQsP=s2048?key=SEVS9Kbd7dPGixSIR36dtg)  


### Step 6: Add Effort Items  


Effort items are specific criteria within each category, representing how students will be graded.

  * Once your category is created, click the **Add New Item** button to add an effort item.
  * You will be prompted to provide the **Item Title** (e.g., "Timely Homework Submission" or "Active Class Discussion") and click **Submit**.  




![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUfkTn8mUB5cbOVG_gBbm3bfTDxe_U6ZrVon8iznC5SnCci92lZxdMZ6Rl8K2jZ7xB-ZKX0tKfgxSux9drohabaqSe4-asqNdP9akSzdpTfeRF67m06vNV1FoCShPLpNRBJUh_0qtP-u0QD5ZoNfP9gXR1Q8Wgaj=s2048?key=SEVS9Kbd7dPGixSIR36dtg)  


![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUd8oL4IkBNhwrn9HXqnVnFBMvt3-EXjoOrf2To0RPaZ8X_KHsUqF1DNdk4-nGk0tEv52NV437U18lvpYtMbqDCWSURwPeyVKEYr29GFWP3gSZ9xll_Wka2cXnJ7F3_JQOY5NxuT91rw7_wPrRML_LwO-8KUF-7U=s2048?key=SEVS9Kbd7dPGixSIR36dtg)  


## Managing Effort Grades  


### Editing Effort Grades or Items  


If you need to adjust any existing grades or effort items:

  * To edit an **effort grade scale** , click the **pencil icon** next to the grade you want to modify.
  * To edit an **effort category** , click the **three dots** next to the category name and select **Edit Item**.
  * For editing **effort items** , use the pencil icon next to the specific item within the category.  




![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUcC5BlXqyVgXRS0xfkLFfgv2tObuM2w-knL5WYrz3ZYaB-JfldxzXM2cjU2B1lkrhNZm2qatZuL_RDakcyRjSvKlbo8fU8-rbEKJBRbu9darpnAkk9o1JamCZSpV-2NRoZWwqaO6kOsjcRRrX_MebZOTsIn81KX=s2048?key=SEVS9Kbd7dPGixSIR36dtg)  


![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUdlUmzMPkxyfbsE81pYLBsHMUis2TwgwuBUlSiVdfSrEOH5xEJZldGJdK5syxjB2yad8u95KERBxe8sECtwR7vey0UBr3UACFAXq3GQiTPU5GLsgmEVZuZBtE9ScEDml60iKxbZqhW3f_-u6E97VBHEvWozJmsM=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

### Deleting Effort Grades or Items  


In case you need to remove any scale, category, or item:

  * To delete an **effort grade scale** or **item** , click the **trash icon** next to it.
  * To delete an **effort category** , click on the **three dots** next to the category name and select **Delete Item**.  




![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUf0DGQMv2zkJJzYX082_X5as3UmBkIdrGV_Dz7k-gF21LFcgz1ZyFnvPXiW5J1yFYKJRW6Gryb1h1Jt7eH2VfZgqbkq1BJXDXyl5XcWhCFRm18lMd6OnVhbNiAU5YpL5Raa5kv0H_eRcmEIo0jo38Pe2eTOPS8n=s2048?key=SEVS9Kbd7dPGixSIR36dtg)  


![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUe9HW3zPX5L010YX_zb_mRxEQnrQCYQQkUZdLzUn1TALA0-OYfs24RCDiXunNbJV0L5oEbNmQPvaS6nIz0H9vkKcFHsL_z8wPIo7kpjGKDpiAmPzR8poWJudLR58WrL_Dqxi8I8ZA91eTyPB3WOM_RtN4OB79Wn=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

By following these steps, you can effectively set up an effort grading system that helps track and reward student effort in various aspects of their academic experience. This system not only encourages a strong work ethic but also provides students and teachers with clear criteria for evaluating engagement and effort.

# Setting Up Standards Based Grading In CrownSIS

# Setting Up Standards-Based Grading in CrownSIS

Standards-based grading (SBG) is a system of evaluating students' mastery of specific learning goals or standards, rather than relying on traditional letter grades. Unlike conventional grading systems that assess performance based on percentages or averages, SBG focuses on how well students have mastered the content in relation to established standards. This approach gives students, teachers, and parents a clearer understanding of student progress and areas needing improvement.  


  


## Step-by-Step Guide to Set Up Standards-Based Grading in CrownSIS

Here is how you can set up a standards-based grading system in your school’s information platform.

### 1\. Access the Standards-Based Grades Section

  * Start by logging into your school’s system and navigating to the **Settings** menu from the navigation panel.
  * Under the **Grades** section, look for **Standards Based Grades** and click on it. This will take you to the area where you can configure your grading system based on the standards.  




![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUd2_y-Yy-w55iR3pUA5MxrY1cdN3m9X65cxmcdlSikBN4sGLxCPMhjg3EWLhaRXVPc8V2EUwFqptZRidsbG_BITpU21vEptb_Jb8hKyJkmwVWppxCTO_wQh1dixFyhGV8Sp_T1uNTxVSMF51GBFSyQA66B_g5cN=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

### 2\. Setting Up the Grade Scale

Before adding the specific standards for each course, you need to set up the grading scale that will be used to assess students’ performance.

  * In the **Standards Based Grades** area, click on **Standard Grades**.
  * Here, click the **Add Grade Scale** button to create a new grading scale.
  * Give the grading scale a name. For example, you could name it “Mathematics Standards Scale” or “Science Performance Scale” depending on the subject.  




![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUfhcMylK_OjwwEODqNBRFpxJdfX7uOuIG9f5L-szTSvKoBoZ6IyPp4YDp38U4DlqHHRtMgQu6emmf-x9Pm_-kxkaadXWI2uCvNe6NQzzp3l_QMSMtHnuTKTPuuVpW__B3ACzu0Lev_jFJOn9dibjqWp-LQY4gx2=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

### 3\. Adding Specific Grades to the Scale

Once your grading scale is named, it's time to define the performance levels (standards) that students can achieve.

  * Click on **Add New Grade**.  




![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUeXSrCmFME0hK-zCTvxlfha-8JHiix8kx7UX5z7xZzvmzS8ViHeW2LBDeEjnnNe7_RLNQ6Zc1K3qRRH0jLvJutBXxL3FiFOvwhN4A8KgFEl_VGvJBxZfBf4x_eQwoxCGvzO1oGTkRjskOOgGislGuueaACnR9dL=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

  * You will be prompted to add a **Title** and a **Description** for each grade level.
    * For example:
      * Title: “1”  
Description: “Below the Standard”
      * Title: “2”  
Description: “Approaching the Standard”
      * Title: “3”  
Description: “Meets the Standard”
      * Title: “4”  
Description: “Achieved the Standard with Excellence”



![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUeZJ1tTxcnJNVbA3SkcQMxTy6JX9GkFM-wn_hY272aJAoY8agL9Ed5rO5W5zc40zEgydlLcpgo-m569bMKRU7IlXANJhKKfOmZ4dGwZIcN8d7E-ACOl5SLEMJ_a07fKoown3AwKe17Hj8BzHERZiqRNzKb_Jsw=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

These labels should reflect varying levels of mastery for each standard, helping teachers provide clear feedback.

### 4\. Adding Standards

Now that your grade scale is set, it’s time to add the specific standards that students will be assessed on. These standards will vary based on the subject, course, and grade level.

  * Go to the **School Specific Standards** tab.
  * To add a new standard, click on the **Add New Standard** button.  




![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUezyPXrZU_C-J5FL_OSvbaMP4QkncaKQovWmXLtNaIn9F4XxPkbBvvuK1_cETkfHcVDXJ9EpEzE7DyEULlJU89_WyKkyYV3FF5ypLoCqCDY7XLf4fTqfn3emQ4R1ByuIfZId_KA2bffMhW3tUoppwjufiayYRWP=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

  * Fill out the following fields:
    * **Subject** : Select the subject (e.g., Mathematics).
    * **Course** : Choose the course associated with that subject (e.g., Algebra).
    * **Grade Level** : Select the grade level this standard applies to (e.g., Grade 8).
    * **Standard** : Name the specific standard (e.g., Mathematical Reasoning).
    * **Description** : Write a brief description explaining what this standard entails (e.g., “Ability to explain reasoning in basic mathematical processes.”).  




![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUe_THUKhVvAp_Tj7MbtjcqYFLjig1sWmEMnTGcihjA1Cs5keRPrmuuAWmM4e75jLdYachkJmjfYt6YcE89aHwWGFcqCpQpDAwpmze4CF8nGnLUI8tmPZ5JpLp15OzgXQCMneXnbc6uXwCHN2KlOEvzjQJy1L-jx=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

### 5\. Applying Standards in Grading

Once the standards and the grading scale are set, teachers can begin using them to assess student performance. For example, in an Algebra class (Mathematics), the teacher might evaluate a student’s “Mathematical Reasoning” based on the standard you set.

  * If the student demonstrates a deep understanding of the material, the teacher may assign a “4” based on the “Achieved the Standard with Excellence” grade description.
  * If the student struggles, they might receive a “1,” indicating that they are “Below the Standard.”



### Benefits of Standards-Based Grading

  * **Transparency** : Students and parents understand exactly what skills and knowledge are being assessed.
  * **Targeted Feedback** : Teachers can provide detailed feedback on specific areas where a student is excelling or needs improvement.
  * **Focus on Mastery** : The emphasis is on learning and growth rather than achieving a particular letter grade.



Setting up standards-based grading requires careful planning, but the transparency and clarity it provides to students, teachers, and parents make it an incredibly valuable approach to education.

# Lesson Plans

# Adding Lesson Plan To A Class Calendar

A Teacher can associate one or more lesson plans on a school work day from the class calendar.   


  


Login as a teacher. To add lesson plan, select the course from the dashboard. Navigate to the Class Calendar tab of the course.  


  


Click on any work day on the calendar and there will be an option to attach a lesson plan. You can choose to attach plans available for the current course or all the courses you teach.  


  


![](https://help.opensis.com/galleryDocuments/edbsnbdd029dc3b2b7b2193c59b61a686b177fc069f2b96a3cebdd8330e47743f1fa8ec83c1139d82820772ea4525e8481264?inline=true)  


  


After it is attached, it will like like the sample given below. Students and parents will be able to view the lesson plan from their respective portals.  


  


  


![](https://help.opensis.com/galleryDocuments/edbsn37347788f9e9e54c38eecb1a2c1b6c55c5e3ca1b713a43307a82c529953eccac51882467ceeaee886be9e8ce745254ae?inline=true)

# Lesson Plan Management

A lesson plan is a teacher's guide for facilitating a lesson. It typically includes the instructional goal (what students need to learn), how the goal will be achieved (the method of delivery and procedure) and a way to measure how well the goal was reached (usually via homework assignments or testing).  


  


To create a lesson plan, click on the **Lesson Plan Library** on the main menu. If you already have plans, it will list them in a grid view. You can download the list by clicking on the Excel icon. You can select one or more lesson plans and print them by clicking on the Print icon.  


  


You can narrow the list of plans by selecting a Subject and a Course to display the pans under a particular course. You can also search for a plan by entering text and clicking on the magnifying glass icon.  


  


![](https://help.opensis.com/galleryDocuments/edbsn48606027397bfa21c9c376a31715c4dbd66df9b0cf80702dbf57887f8f32ec621f116bde7570b48486a14e26ad008ae5?inline=true)

  


At the top, there is a toggle switch that you can turn on to view only the plans that are owned by you. If there are lots of plans available in your school, this is a quick way to filter the ones that were created by you.  


  


![](https://help.opensis.com/galleryDocuments/edbsn43254b8a3223cb29ed4918cbbe407804fa1cafc5b9d84afbd7c762e40edeea4e670632b87467086d3a58ba3636df8a97?inline=true)  


  


Under the Actions menu, there are three icons. The pencil icon is to edit the lesson plan. You can only edit the plans that are owned by you. The trash can icon is to delete the plan. You can only delete plans created by you. The copy icon is to copy the lesson plan. You can copy anybody else's plan and edit it yourself to suite your needs.  


  


![](https://help.opensis.com/galleryDocuments/edbsne32b6d7c2bd651e00598637545d93396987355e2b012d6d9a45550e24ce12f99f1c3510ed53ebc0106a74988d919a5c9?inline=true)  


  


A sample lesson plan is provided as a guide to help you fill out the lesson plan content.  


  


![](https://help.opensis.com/galleryDocuments/edbsnddfbfe98ca274f1527dee0c5d330f62b425765e331b9c5c111196ac44dca49af8b27144f73cacb18d84712ea79fcea1c?inline=true)  


  


To add a new plan, click on the **\+ Add New Lesson Plan** button. A form will open up. Select Subject, Course and enter a lesson identifier. These three fields are mandatory. The unit field can be left blank.  


  


![](https://help.opensis.com/galleryDocuments/edbsnc06817fd560e097ca8f9678018aad4823a8b73f224edc98d380faf317aa8b61eee9dc6d3f5322f9a4cfb2da1874a0d3e?inline=true)  


  


The Instructional Goal field is mandatory. The rest are optional. However, you should enter relevant text to make the plan effective.  


  


You will notice that each text entry box has a WYSIWYG editor with a row of formatting options. You can also embed an URL link. These features allows you to create readable, colorful text with embedded links.  


  


![](https://help.opensis.com/galleryDocuments/edbsne515acb70cd9c5b665b979ca29a33e5b606833db2126185ff867a8721d9ab6c0bcc19840fd37602ebde9a3a159b44be2?inline=true)  


  


At the very bottom of the form, there is the **Standards** entry screen. This is optional. However, if you want to create a plan and connect it to learning standards, you can do so from here. You will have to define the standards beforehand. Follow this article to add standards: [How to setup standards based grading in CrownSIS Student Information System](https://help.CrownSIS.com/portal/en/kb/articles/how-to-add-standard-grade-setup-in-school-settings).

  


![](https://help.opensis.com/galleryDocuments/edbsnb8a263b62154a74c521bddfa27cba561fd448f7012c712fdf2c7adec7378cc6e6e43fe7170227a3686bdda022c0d18a9?inline=true)  


  


Click **Submit** to save.  


  


Follow this article on how to associate a lesson plan to a class calendar: [Adding Lesson Plan to a Class Calendar](https://help.CrownSIS.com/portal/en/kb/articles/adding-lesson-plan-to-a-class-calendar)

# Parents Siblings

# Add A Parentguardian Record

# Add a Parent/Guardian record

To add a parent or a guardian's record, select a student record and click on the Family Info tab. The system will prompt you to add a primary contact as given below:  


  


![](https://help.opensis.com/galleryDocuments/edbsna071c009db305844ee9e291054e4acf9d4d2af03f78ea45f4b442a0559d323465fd9bde0e2515b6bb885968fe9c66cdc?inline=true)  


  


Click on **\+ Add Primary Contact** and fill out the form.  


  


![](https://help.opensis.com/galleryDocuments/edbsnb87e4c33ad089c746f842a3459b4729ad24fcd2d9c9087f13ebe3f056fd0c65a80e1405c742f278e53233617a8530f1c?inline=true)  


  


  


When you select the Custody of the student to 'Yes' the system will show you an icon denoting that the parent has custody. If a parent is entered with no custody, then the system will not allow that parent to view the student's address information.  


  


![](https://help.opensis.com/galleryDocuments/edbsnc591046c978d401e34e92b8d8b8208eced439726dd4a30d5147747d367d27ba298cacdd2b4793aafcd772894000db85a?inline=true)  


  


  


By turning on the Portal Access switch you can allow the parent to login to the parent portal. You can send an email invitation to set a password for the portal or create a temporary password.  


  


![](https://help.opensis.com/galleryDocuments/edbsna83c921f843ca6c567440965042e54cfd4565bebf9c1a1d6d072deb254d1f2a59ac43296cfea928c4ab5eb832cf3800e?inline=true)  


  


You can also link an existing parent with a student. Click on the **\+ Primary Contact** or the **\+ Add Other Contact** button and on the form, you will be able to enter key identifiers to search and link a user as a parent.  


  


![](https://help.opensis.com/galleryDocuments/edbsnc591046c978d401e34e92b8d8b8208ec3daf423da295d5e785db95e61ecc6fdb610feade23f0e72b9c883b4e64b7ee80?inline=true)  


  


  


  


![](https://help.opensis.com/galleryDocuments/edbsn24c407a49b256effcb4db1feaa02f8e3fc98110166207ff73483e6a449b60bfd31286cd2f0a4b00d2a4d784f133faccc?inline=true)

# Associate A Sibling

When there is more than one student from the same family attending one school, you can associate them as siblings. This allows the administrators to put the students on the same bus route.  


  


Select a student's record and click on the family info category. Navigate to the Sibling Info tab. Click on **\+ Add Sibling**  


  


Search for the student to link as a sibling by entering key information.  


  


![](https://help.opensis.com/galleryDocuments/edbsn1c044fdcea1c86dbf3fe97425ac37abade8669a6b1c19dbbc59cfc40f21e3e493c35e5444e53aed8f2e9c458eee2ab5e?inline=true)  


  


  


Once the students are connected, it will look like this:  


  


![](https://help.opensis.com/galleryDocuments/edbsn1c044fdcea1c86dbf3fe97425ac37abaf1d9d55fc10b9fab4eee09ac7a238ecbbb1431a3e3da45302c29968dd865849e?inline=true)

# View And Impersonate A Parent

An administrator can click on the **Parents** menu on the sidebar and view a list of parents in the system.   


  


  


![](https://help.opensis.com/galleryDocuments/edbsn6c5cbf53b5bbccfd0f8bbf02aa747789367a27d343a1a22892e70b74c78bcf5580028a30ec0a8db14216b8478413c8d9?inline=true)  


  


  


Clicking on the name of the parent will display the parent record.

  


  


![](https://help.opensis.com/galleryDocuments/edbsnaa1fbce680befa57e83a5c3a7ef738beb586f8dd0aefab7f8178b61b97e25470d601b6998b8456dadf9056ed24f2975c?inline=true)  


  


  


Clicking on the first icon under the **Actions** column will allow the administrator to log in as the Parent by impersonating the parent login. This is a very useful functionality to troubleshoot parent portal related issues.

# Reports

# Custom Report Builder In CrownSIS – Step By Step Guide

# Custom Report Builder in CrownSIS – Step-by-Step Guide

## Introduction

The **Custom Report Builder** in CrownSIS allows you to create tailored student reports based on any field, including custom fields. You can filter data, save reports for future use, and drill down to Student 360 for detailed information. This guide walks you through the process step by step.

* * *

## Steps to Use Custom Report Builder

### Step 1: Access the Custom Report Builder

  * Navigate to **Reports → Student → Custom Report Builder**.




* * *

### Step 2: Add a Field and Condition

  * Select a field to report on (e.g., _Date of Birth_).  
![](https://help.opensis.com/galleryDocuments/edbsndc358c2e31e143c9f5fe03da492d6b34ce6935f99519470edf92b257eb2added7577309b369d8166163d41fad413c934?inline=true)

  * Choose a condition (e.g., _Between_).  
![](https://help.opensis.com/galleryDocuments/edbsn5aeafd2f84b867bf36395dea0d3879f06b207ea524f5a63b80c972b506250ebbe75dd606673bac31117c1391fae67c71?inline=true)

  * Enter the filter values.  
![](https://help.opensis.com/galleryDocuments/edbsn5aeafd2f84b867bf36395dea0d3879f0cad38146b9865b89ede9a3c42ad21c3d9fe442ac2ddf321c85fa7d6f244a26f5?inline=true)

  * Click **Review** and then **Run Report** to see the results.  
![](https://help.opensis.com/galleryDocuments/edbsn68ba2e3e847bf7b225ff0411c9aa96e373ec0aad1c4b0120b1d9f6c91424343851b54b190668feacf1eccbf8d9f01578?inline=true)  





* * *

### Step 3: Refine the Report with Additional Filters

  * Add another field (e.g., _Gender_).  


  * Set a condition (e.g., _Gender = Female_).  
![](https://help.opensis.com/galleryDocuments/edbsnf2c2cb9acb344ce3dd411bd4111198e9241017456d4c3a48a84d6b83f6964f07cc51bbabbe33322077dceff863ec28c0?inline=true)

  * Run the report again to view the refined list.  
![](https://help.opensis.com/galleryDocuments/edbsndc358c2e31e143c9f5fe03da492d6b344613291084598dea336e8727ebbcb9bc8f58ca4137104397b0942cc5d120d7ca?inline=true)  





* * *

### Step 4: Save the Report for Future Use

  * Click **Save Report**.

  * Enter a **Title** and **Description** (e.g., _Sweet 16 – Female Students_).

  * Save the report.  
![](https://help.opensis.com/galleryDocuments/edbsn5aeafd2f84b867bf36395dea0d3879f0bca6a5514d6448986ce996036520378c45fa3076367daea9c03aef1955f68554?inline=true)  





* * *

### Step 5: Run a Saved Report

  * Go to **Show Saved Report**.  
![](https://help.opensis.com/galleryDocuments/edbsn6cc4d88e7e5e8c4e4a3093e9607ae20fec2cced69d39302ad9a8c07ebd4697ddca5dca04e9f193e8c504ab8459c5204f?inline=true)  


  * Select a report from the list and run it.  
![](https://help.opensis.com/galleryDocuments/edbsn4245245c192a4d99f8469268612e1eb26c11e731ee00e2cf7dc2f2c6092d2399f08bd9953463cab444ed8d0a17d634dd?inline=true)

  * Click a **Student ID** in the results to open Student 360.




* * *

### Step 6: Use Custom Student Fields

  * Custom fields created under **Settings → Students → Student Fields** can also be used.

  * Add the field, set a condition, and run the report.




* * *

## Conclusion

The Custom Report Builder helps administrators quickly generate, save, and refine student reports with powerful filtering options. By combining standard fields, custom fields, and conditions, you can create reports that perfectly match your institution’s needs.

# How To Generate A Progress Report Of A Student In CrownSIS

Generating progress reports in CrownSIS is a practical way to monitor and evaluate student performance. These reports can be customized to include detailed or summary information about assignments and overall progress. Here’s a step-by-step guide to generating a student progress report in CrownSIS:

#### Step 1: Accessing Progress Reports

You have two options to access the progress reports in CrownSIS:

  1. **Via Grades** : Navigate to the **Grades** section and select the **Progress Report** submenu.
  2. **Via Reports** : Go to the **Reports** section and select **Progress Reports** under the **Grades** header.



Both options will lead you to the progress report generation interface.

#### Step 2: Selecting Students

Once you access the Progress Report section, you’ll see a list of students. You need to select the students for whom you want to generate the progress reports. You can select multiple students if needed.

![](https://help.opensis.com/galleryDocuments/edbsn6d3adae4239889e589e30c1e3e30fcb19b48b4c81c95ffc0df0a8dd9281cf1a2fe66c95beeabeff89e9fd992933606c0?inline=true)

#### Step 3: Customizing the Progress Report

You can customize the report using several switches to tailor it to your specific needs:

  1. **Format Selection** :

     * **With Assignment Details** : Includes detailed information about each assignment within the course sections the student is studying, showing the progress in each assignment.
     * **Totals Only** : Provides a summary view of total progress for each course section, combining all assignments into a collective total.

![](https://help.opensis.com/galleryDocuments/edbsn6e8a8e8c27643105a073bc8c7a4cead9c5e186924e62f557e4afc61eabee796d0dd9575d22f02d4477a8022b25f45b33?inline=true)

  2. **Customization Options** :

     * **Assigned Date** : Choose to include the date when each assignment was assigned, available with the "With Assignment Details" format.

![](https://help.opensis.com/galleryDocuments/edbsne8472c3d65262a06cc6baf47f33edf7cd3f05c736d5ef1163db849994dac15e752425e63cbea2b9752ce4408788c6b3e?inline=true)

     * **Exclude Ungraded E/C Assignments** : Excludes assignments that are ungraded but have reached their due date from the progress calculation.

![](https://help.opensis.com/galleryDocuments/edbsna0c6d11de72618466bccfcec3e912dfa852463d094936c12005ddbc59cd84bd5b6dc0683981b42fc15a3a72b5c412d47?inline=true)

     * **Due Date** : Optionally display the due date for each assignment, available with the "With Assignment Details" format.

![](https://help.opensis.com/galleryDocuments/edbsna0c6d11de72618466bccfcec3e912dfa6084e9e57ba18cf7d510ceda71c8255a6e3d479d927150a9a0234c2500d91dd2?inline=true)

     * **Exclude Ungraded Assignments Not Due** : Excludes assignments that are ungraded and not yet due from the overall progress calculation.

![](https://help.opensis.com/galleryDocuments/edbsnbee3167d54a00e46e21f6ea6f1ece556db8e89634e4f71af930df914deb9a15b51144b6e582534557759baff7f46015d?inline=true)




#### Step 4: Generating the Report

After selecting the students and customizing the report settings, click on the button labeled **"Create Progress Reports for Selected Students"**. This action will generate the progress reports based on the selected options and students.  


![](https://help.opensis.com/galleryDocuments/edbsnc30ac3e8e54065d3e3edc97b757ebec05ece6e70952a75ea7c3edf2a1dcd72bcf98039920476795fb5b8bd292134f676?inline=true)  


#### Step 5: Reviewing and Distributing the Reports

Once the reports are generated, you can review them to ensure they meet your needs. You can then distribute the reports to students, parents, or other stakeholders as necessary.

By following these steps, you can effectively generate and customize progress reports in CrownSIS, providing detailed insights into student performance and helping to support their academic journey.

# How To View Graduation Progress Of A Student In CrownSIS

Monitoring a student’s progress towards graduation is essential for ensuring that they meet all necessary requirements. CrownSIS provides a straightforward way to track this progress through its Graduation Progress Reports. Here’s how you can view and analyze a student’s graduation progress.

#### Step 1: Accessing Graduation Progress Reports

Start by navigating to the **Reports** section in openSIS. Under the **Grades** header, select **Graduation Progress Reports**. This option will bring up a list of students, each of whom is on a path towards graduation.![](https://help.opensis.com/galleryDocuments/edbsn308ffc963dfb7e67db08eb2edc4943398cbbcfde5d82c445d99fe0bb78ce3512b191d24451da8b0d3678833cab66b54f?inline=true)

#### Step 2: Viewing the List of Students

After selecting **Graduation Progress Reports** , you’ll be shown a list of students. From here, you can choose any student to see their detailed graduation progress.

![](https://help.opensis.com/galleryDocuments/edbsn4c29c60a8f5e6a6b57fda0bc4988cc7b58b4b14b304155c36acc34ea27650adaf3073f7082c20b35b73336131c58faf1?inline=true)

#### Step 3: Reviewing Individual Student Progress

Once you select a student, the system will display their progress across all the graduation categories defined for their degree program. This includes:

  * **Required Credit Hours**
  * **Completed Credit Hours**
  * **Enrolled Credit Hours**
  * **Outstanding Credit Hours**



You will also see an overall percentage of progress for the student, giving you a clear picture of how close they are to meeting their graduation requirements.

![](https://help.opensis.com/galleryDocuments/edbsn4426e5655246326d766b76398f7429104e5efe16cd599dbe8e5f4ba2befc15c91dd378b147d99b1c82cc1df9ecfe0dfa?inline=true)

#### Step 4: Detailed View of Categories

For a more in-depth analysis, you can click on the detailed view of each category. This view breaks down the student’s progress in the specific courses under that category. You’ll be shown:

  * **Required Credit Hours** : The total credits needed for this category.
  * **Completed Credit Hours** : The credits the student has already earned.
  * **Enrolled Credit Hours** : The credits the student is currently working towards.
  * **Outstanding Credit Hours** : The remaining credits needed to fulfill the category’s requirements.



Additionally, an overall percentage of progress is displayed for each category, helping you assess whether the student is on track or if any intervention is needed.

![](https://help.opensis.com/galleryDocuments/edbsn1f7382f86397e9d5256d2a229c4f7521c42870fde63cb5889d18b44ab9cd4d4833a5e3f18330fab680fcd1374e8475f3?inline=true)

#### Step 5: Utilizing the Graduation Progress Report

The Graduation Progress Report is a crucial tool for administrators and academic advisors. It provides a comprehensive overview of where each student stands in relation to their graduation goals. Regularly reviewing these reports ensures that students receive the guidance they need to complete their programs successfully.

By following these steps, you can effectively monitor and manage student graduation progress in CrownSIS, ensuring every student is on the right path to achieving their educational goals.

# Scheduling

# Approving Or Rejecting Student Coursecourse Section Requests

# Approving or Rejecting Student Course/Course Section Requests

In educational institutions, managing student course requests is an essential task for ensuring that students are placed in appropriate courses and sections according to their needs and preferences. This guide provides a comprehensive overview of how to approve or reject student course or course section requests using CrownSIS.

#### Step 1: Accessing Student Course Requests

  1. **Navigate to the Courses Section** : Log in to your SIS and locate the “Courses” tab in the main navigation menu.

  2. **Select Student Course Requests** : Within the “Courses” section, find and click on “Student Course Requests.” This will open up a page where you can view all the requests submitted by students.




#### Step 2: Managing Course Section Requests

  1. **Choose the First Tab for Course Section Requests** : If your aim is to approve or reject specific course section requests, make sure to select the first tab within the “Student Course Requests” section.

![](https://help.opensis.com/galleryDocuments/edbsn74ff3e458933feeb241f1c687348a9acd41ede15d7de4b05c378b80e05625893b3279b85474aa205e6584f4fd04956b5?inline=true)

  2. **Filter Requests** : Use the various parameters provided (such as course name, student name, or course section) to filter the requests and easily find the ones you wish to respond to.

![](https://help.opensis.com/galleryDocuments/edbsn668d5ca6094493ee7b092b8943a641b0641cdf82b8de605806187df5e038e1787d4fdf4848fe1a0aace094a60ce1f6ef?inline=true)

  3. **Select Requests to Respond To** : Choose the student requests you wish to address by clicking on the checkbox next to each request.

  4. **Approve or Reject Requests** : Once you’ve selected the requests, you can either approve and schedule the requests or reject them. To do this, click on either the “Reject” button or the “Approve and Schedule” button as per your decision.

![](https://help.opensis.com/galleryDocuments/edbsn4897d15db2d802d9b8dc8a123a8f55a633c7a1d4e674d4a338e0955a4f56d3c2f023887aaa5ce6224401419d081dfd6a?inline=true)




#### Step 3: Managing Course Requests

  1. **Choose the Second Tab for Course Requests** : If you wish to give your opinion on the overall course requests rather than specific sections, select the second tab in the “Student Course Requests” section.

  2. **View All Course Requests** : Here, you’ll see a comprehensive list of all the courses for which students have submitted requests.

  3. **Select a Course** : Choose the course you want to manage. This will display the available course sections within that course.

![](https://help.opensis.com/galleryDocuments/edbsnb6cc8b83c55f9620202c8b9f95e5d855f0afd50ab5d38dc24bd3ddfe4fd309896962d0d801238cd77597277efc1abc19?inline=true)

  4. **Add a New Course Section (Optional)** : If the current course sections are full and you need to accommodate more students, you can add another course section to the course. This option helps manage overcrowding and ensures students can enroll in their preferred courses.

![](https://help.opensis.com/galleryDocuments/edbsn935aa2bd99c156f8f6c703fa043da7dba94d7f5c9835514f7376094a16e84a44760b8cc0e79d33e89bd4ff97e157070a?inline=true)

  5. **Select Students** : Once you’ve chosen a course, select the students for whom you want to approve or reject the request.

  6. **Approve or Reject Requests** : After selecting the students, click on either the “Reject” or “Approve and Schedule” button. Students approved for the course will be randomly assigned to an available section based on a first-come, first-served basis.

![](https://help.opensis.com/galleryDocuments/edbsn7b647a1b58974c61886aad4f920b5556d177fedc4a11bdf1d02feb3f41efd87a4a97e06556c4ea8a0fafdfa0d78801b8?inline=true)




#### Conclusion

Effectively managing student course requests is crucial for maintaining a balanced and efficient academic schedule. By following these steps, you can easily approve or reject requests, ensuring that students are placed in appropriate courses and sections. This process not only helps in maintaining an organized schedule but also contributes to the overall satisfaction of students and faculty members.

# Group Delete Students And Teachers After Scheduling

**How to delete students and teachers from a course section after they have been scheduled.**  


  


Sometimes school administrators are required to delete students and/or teachers from a course section after the scheduling has been completed. By deleting the schedule, the system does not keep a record of the transaction and the admin user can start over.  


  


To group delete students or teachers, go to **Main menu >> Scheduling >>Group Delete. **Search and select the course section. The system will list the scheduled Teacher(s) and Students. Select who you want to delete and click on the **Delete Selected Students and/or Teachers from the Course Section** button to complete the deletion.  


  


![](https://static.zohocdn.com/zoho-desk-editor/static/images/file.png)

Remember, if there are attendance or grades given by the teacher, then none of the users can be deleted. This feature is useful for erroneous scheduling remediation.

# How To Enter A Course Enrollment Request For A Specific Course Section On Behalf Of Students

Managing course section enrollment requests for students can be a straightforward process when you know the steps involved. This guide will walk you through the process of entering a course section enrollment request on behalf of students, ensuring a smooth experience for both administrators and students.

#### Step 1: Accessing Course Requests

  1. **Navigate to Courses** : Begin by logging into your Student Information System (SIS) portal. Once you’re in, locate and click on the “Courses” tab in the main navigation menu.

  2. **Select Course Request** : In the “Courses” section, look for an option labeled “Course Request.” Clicking this will display a list of students for whom you can submit course enrollment requests.




#### Step 2: Selecting Students

  1. **Choose Students** : From the list of students that appears, select the students you wish to register for course requests. You can select multiple students if needed. ![](https://help.opensis.com/galleryDocuments/edbsn699b7d678eb02579fb9f11602b41c5c035de185441b7a1bad922513bee5195aeef3ac290643dfd652dbe212e9c42ac9e?inline=true)

  2. **Proceed to Next Step** : Once you’ve selected the desired students, click the “Next” button to move on to the course selection phase.




#### Step 3: Choosing the Course Section

  1. **Filter Courses by Year and Period** : In the next screen, you’ll be asked to select the school year and the marking period. This will filter the list of available courses, ensuring you only see the relevant options for the chosen timeframe.

  2. **Select Course Section** : Click on a course to view the available course sections within it. A list of all the course sections for the selected course will be displayed.

  3. **Choose a Specific Section** : For each course section, you will see a “Select” button. Click on this button for the specific course section you wish to enroll the students in. ![](https://help.opensis.com/galleryDocuments/edbsn4d395c05322aacbcfc816e0a555d05816760ebfc62efc043d95e83b9e9b0e38e16727ad820ce66be6aecf9c4f6603aa5?inline=true)




#### Step 4: Finalizing the Enrollment Request

  1. **Review Selected Courses** : After you’ve selected the desired course sections for each student, a summary list of all selected courses will appear in the bottom right section of the screen.

  2. **Submit the Request** : Once you’ve reviewed and confirmed the selections, click on the “Request for Enrollment” button. This will finalize the enrollment request process, submitting the selected students’ requests for enrollment in the chosen course sections. ![](https://help.opensis.com/galleryDocuments/edbsn4d395c05322aacbcfc816e0a555d0581338432e6a92fcbb7ec39e6969659324cd5a56fdd21156de86aa1945520b353e6?inline=true)




#### Conclusion

By following these steps, you can efficiently enter course section enrollment requests on behalf of students. This process not only saves time but also ensures that students are enrolled in the correct sections according to their academic needs and preferences. With practice, managing these requests will become a seamless part of your administrative duties, contributing to a well-organized and effective learning environment.

# How To Enter A Course Enrollment Request On Behalf Of Students

**Course enrollment** is a critical process in managing a student's academic journey. Whether you're a school administrator, counselor, or teacher, it's essential to know how to request course enrollments for students efficiently. This step-by-step guide will walk you through the process of entering a course enrollment request on behalf of students using CrownSIS.

### Step 1: Navigate to Course Requests

Begin by logging into the student information system and navigating to the "Courses" section. Within this section, look for an option labeled "Course Request."

### Step 2: Select Students

Upon entering the "Course Request" section, you will be presented with a list of students. Select the students for whom you need to register course requests. You can choose one or multiple students, depending on your needs.  


![](https://help.opensis.com/galleryDocuments/edbsn86cf510bdc39869d3283c7cd72a1de11f0071d6598b3e9d4f8d8a08e985a3f76c4c608c30c75b52d8f03c84635a7dd6a?inline=true)

### Step 3: Specify School Year and Marking Period

After selecting the students, click on the "Next" button to proceed. You will now need to specify the school year and marking period. This step ensures that the list of courses presented to you is accurate and relevant to the selected time frame.  


![](https://help.opensis.com/galleryDocuments/edbsn668d5ca6094493ee7b092b8943a641b05766f387b6b2da1dd0c502b79105d7777091d6eadc89a91270db7d2e875d04ad?inline=true)

### Step 4: Choose Courses for Enrollment

With the school year and marking period set, click on "Request Course Enrollment." You will see a filtered list of courses available for the selected students. Carefully review the courses and select the ones you wish to add to the students' enrollment requests.  


![](https://help.opensis.com/galleryDocuments/edbsn74ff3e458933feeb241f1c687348a9ac9f11eed0403f56ab6c48c7a8875300e76f92b6a4bb0c0fab90e2371a90b99cf6?inline=true)

### Step 5: Review Selected Courses

Once you have finished adding courses, a summary of your selections will appear in the bottom right section of the screen. This list allows you to review the courses you have chosen for the students before finalizing the request.  


![](https://help.opensis.com/galleryDocuments/edbsn3ed6b1a5a4cf1768a3229d13ba8d5b0d1f157931d1ef67b63573ed2ec986fa37a2a8db3de41d8028e428fb86472373e6?inline=true)

### Step 6: Finalize the Enrollment Request

After reviewing the selected courses, click on "Request for Enrollment." This action will apply the enrollment requests to the selected students. A confirmation message should appear, indicating that the students' requests to enroll in the chosen courses have been successfully applied.  


### Conclusion

Entering course enrollment requests on behalf of students is a straightforward process that helps ensure students are on the right path in their academic journey. By following these steps, school administrators and educators can efficiently manage course enrollments and provide students with the support they need to succeed.

# How To Schedule A Student To A Course Section In CrownSIS

Scheduling students to specific course sections is a crucial task for ensuring that their academic plans are properly managed. In CrownSIS, this process is streamlined to make it easy for administrators to assign students to their desired courses. This guide will walk you through the steps to schedule a student to a course section efficiently.

## Step 1: Access the Scheduling Menu

  1. **Navigate to the Menu** : Log into your CrownSIS account with administrative access.
  2. **Select ‘Schedule Student’** : Go to the 'Scheduling' section on the menu. Click on ‘Schedule Student’ to begin the scheduling process.



## Step 2: Search for and Select Students

  1. **Click on the Plus Sign** : You will see a plus sign (+) next to 'Student.' Click on this icon to open the search box. ![](https://help.opensis.com/galleryDocuments/edbsn3ed6b1a5a4cf1768a3229d13ba8d5b0d9157ac06d774f158ef74dd0a1d01a255c4a4fb857d08c6dda0e17acdb09eb089?inline=true)
  2. **Enter Search Criteria** : In the search box, enter any relevant criteria to find the students you wish to schedule. This could include student name, ID, or other identifiers.
  3. **Click ‘Search’** : After entering your criteria, click ‘Search.’ A list of all active students matching your search criteria will appear. ![](https://help.opensis.com/galleryDocuments/edbsn74ff3e458933feeb241f1c687348a9acab37a12daead5940fd6e8720fed2f98045df6635c31a45915e1eaff5e9909c76?inline=true)
  4. **Select Students** : From the list, select the students you want to schedule for a course section. ![](https://help.opensis.com/galleryDocuments/edbsn95a17761f214dd3a8426e54ec852513dc8e9d6bb12e31134b3f67cdde25e3f0a756b6eeb0a20333e927502be4d06464d?inline=true)



## Step 3: Search for and Select Course Sections

  1. **Click on the Plus Sign Beside ‘Course Section’** : Now, you’ll see a plus sign (+) next to 'Course Section.' Click on it to open another search box.

![](https://help.opensis.com/galleryDocuments/edbsn7a9f80090df4788d80c78960db5164c635891775f591d07313caecd7ca1ba9ff2dd084b7b4da805cd12cb698c6dfddb1?inline=true)



  1. **Enter Course Search Criteria** : Input the relevant search criteria to find available course sections. This might include course name, section number, or other details.
  2. **Click ‘Search’** : Click ‘Search’ to view a list of all available course sections in the system. ![](https://help.opensis.com/galleryDocuments/edbsn86cf510bdc39869d3283c7cd72a1de11856a960e7abedaebcbdcc16812c62b775b538a50faf7cadc470a91dec06eda48?inline=true)
  3. **Choose the Course Section** : From the list, select the course section where you want to schedule the students.

![](https://help.opensis.com/galleryDocuments/edbsn7a9f80090df4788d80c78960db5164c6b98e57a008fdda758a54bb717b003fd682ad3a989bb6969f01c27e6280aeac59?inline=true)




## Step 4: Confirm Scheduling Details

  1. **Review the Summary** : After selecting the course section, a summary of the scheduling details will appear below.
  2. **Alter Start Date** : You can adjust the start date for when the students will begin the course section if needed.
  3. **Click ‘Schedule Student’** : Once you’ve reviewed and confirmed the details, click on ‘Schedule Student’ to finalize the scheduling process.  




![](https://help.opensis.com/galleryDocuments/edbsn13719b10e8db2ea52aa6f22ea9693cf040fbf7a10306642e464713e0485bc71b2e89f3af14222ce7dc434a4818f39b98?inline=true)

  


## Step 5: Handle Scheduling Errors

  1. **Review Scheduling Report** : If any students are not scheduled successfully, a detailed report will be generated.
  2. **Click ‘View Report’** : To access this report, click on ‘View Report.’ This report will provide information on any issues encountered during the scheduling process, allowing you to make necessary corrections.

# How To Schedule A Teacher To A Course Section In CrownSIS

Scheduling teachers to the appropriate course sections is a vital task for school administrators, ensuring that courses are properly staffed and run smoothly. In CrownSIS, this process is user-friendly and can be accomplished in just a few steps. This guide will walk you through the process of scheduling a teacher to a course section.

## Step 1: Access the Scheduling Menu

  1. **Navigate to the Menu** : Log into your CrownSIS account with administrative privileges.
  2. **Select ‘Schedule Teacher’** : In the 'Scheduling' section of the menu, click on ‘Schedule Teacher’ to start the process.  




## Step 2: Search for and Select the Teacher  


  1. **Click on the Plus Sign**: You'll see a plus sign (+) next to 'Teacher.' Click on this icon to open a search box.

![](https://help.opensis.com/galleryDocuments/edbsn45fd915e13e98e73c2a47013206cb67e7a3e6198d8b04c5fc7cdf425ed388118f92148fbdb341d8317bf6662ff18fb1d?inline=true)

  2. **Enter Search Criteria** : In the search box, enter relevant search criteria such as the teacher's name, ID, or department to find the teacher you want to schedule.

![](https://help.opensis.com/galleryDocuments/edbsn45fd915e13e98e73c2a47013206cb67e02101e8e9e1b31132dfc2ed59109d4c0f3b50eb091151ad3c183706a50565e03?inline=true)

  3. **Click ‘Search’** : After entering the criteria, click ‘Search.’ A list of all teachers in the system matching your criteria will appear.
  4. **Select the Teacher** : From the list, select the teacher you wish to schedule for a course section.

![](https://help.opensis.com/galleryDocuments/edbsn95a17761f214dd3a8426e54ec852513d8e92b0b14eebedc0ee46c691342015266d251c9011dcff478d51cf4a91a63c3e?inline=true)  





## Step 3: Search for and Select the Course Section

  1. **Click on the Plus Sign Beside ‘Course Section’** : Next, you'll see a plus sign (+) next to 'Course Section.' Click on it to open another search box.

![](https://help.opensis.com/galleryDocuments/edbsn668d5ca6094493ee7b092b8943a641b02320bb14ac0722b477e94895a7ada2429beeb45a33b766a6d04edee5d2971f7e?inline=true)

  2. **Enter Course Section Search Criteria** : Enter the relevant search criteria to find the course section. This could include the course name, section number, or other details.
  3. **Click ‘Search’** : Click ‘Search’ to see a list of all available course sections in the system.
  4. **Choose the Course Section** : From the list, select the course section you want to assign the teacher to. ![](https://help.opensis.com/galleryDocuments/edbsn74ff3e458933feeb241f1c687348a9ac8156872174d17cf6a40b846628c7e9145ca87355db908f92bd406f27b473b4e4?inline=true)



## Step 4: Confirm the Teacher's Availability

  1. **Review the Summary** : After selecting both the teacher and the course section, a summary of the scheduling details will appear below, showing the teacher and the course section they will teach.
  2. **Click on ‘Check Availability’** : To ensure that the teacher is available to be scheduled for the selected course section, click on ‘Check Availability.’
  3. **Handle Availability Issues** :
     * If the teacher is unavailable, the system will mark this in red.
     * You will need to remove this selection and either choose a different course section or another time for the same teacher, then check availability again. ![](https://help.opensis.com/galleryDocuments/edbsnb6cc8b83c55f9620202c8b9f95e5d855d37ca7eaf4f27bfb1aa58333126741640ecd00b68897cb90c76490796267b96a?inline=true)



## Step 5: Schedule the Teacher

  1. **Start Scheduling** : Once you've confirmed the teacher's availability, click on ‘Start Scheduling’ to finalize the assignment.  

  2. **Success Confirmation** : The teacher is now successfully scheduled to the selected course section.

# Student Class Reassignment

**How to reassign a student from one course section to another.**  


  


Sometimes school administrators are required to reassign a student from one course section to another course section of the same course in the middle of a session (for various reasons that are irrelevant to this article).  


  


After such reassignment, the new teacher gets access to the student's old attendance and gradebook information.  


  


To reassign a student from one course section to another, go to **Main menu >> Scheduling>> Reassign Student**.  


  


Search and select the course section. The system will list all the students who are enrolled in that section. Choose the student you want to reassign.  


  


Search and select the new course section. Once you have correctly chosen the new course section, click on the **Reassign Student** button.  


  


The selected student will be reassigned to the new course section.

  


  


![](https://help.opensis.com/galleryDocuments/edbsn32285f9aee2c102de83585178875feaada01466dc37524632be3b79c67406d2f163d38a0ccd0e8f0c1c6f39b29bea867?inline=true)

# Teacher Class Reassignment

**How to reassign a teacher from one course section to another.**  


  


Sometimes school administrators are required to reassign a teacher from one course section to another course section of the same course in the middle of a session (for various reasons that are irrelevant to this article).  


  


After such reassignment, the new teacher gets access to all the attendance and gradebook information of the enrolled students in the class.  


  


To reassign a teacher from one course section to another, go to **Main menu >> Scheduling>> Reassign Teacher**.  


  


You can search by teacher or by course section. If you search by teacher, the system will list all the course sections that the teacher is scheduled to. You can select one or more course sections to reassign. If you search by course section, then it will list all the teachers who are scheduled to that course section (CrownSIS allows multiple teachers to be scheduled to one course section). Select the teacher you want to reassign and then click on **Select New Teacher.** You can search for a teacher or blank submit to get list of available teacher. After you select the new teacher, click on **Check Availability**. The system will check for conflicts and if there are none, you will be allowed to assign the course section to the new teacher. Click **Reassign Teacher** to complete the reassignment.  


  


![](https://help.opensis.com/galleryDocuments/edbsn34ecd653ff14aee1868e0fb9c65072890c32362f056369ff80cb41f3041cda89570373c556019d56461abc09bb07d2da?inline=true)

# What Is The Difference Between Group Drop And Group Delete

When students are dropped from course, you need to put a drop date and the system records transaction for students being dropped out of a course on that date. Any attendance and assignment grades given till that day will be preserved. Schedule reports will show the start and entry date of the students in that course.  


  


If an administrator makes an error in scheduling students into a course, then using the group delete function, that schedule can be deleted. Once deleted, the course enrollment transaction will not show in the students' schedule. Essentially you can start over.  


  


Dropping retains schedule details. Deletion erases schedule details.

# School Information

# Add A School

# Add New School

  


After logging in to CrownSIS you can create a new school. Click on the**'+'** button on the top right corner of the page  


  


Here you will find options to create a new school, new student, new staff, a new event in the calendar, and notices and can bulk import student and staff data.

  


![](https://help.opensis.com/galleryDocuments/edbsnfccc979ac3dbcd7832be4744da53bd8b5cd77501c3fc7f5c4db229358534e4c3ee47dff7633341fc1284de6ac792e2e7?inline=true)  


  


Click on School. You will be redirected to a page where you will see a pop-up where you are required to fill out the school's beginning date for this school year.  


  


  


After submitting the form you will be on the school information page to fill out the school details. You can start with the mandatory fields and slowly populate all the fields.  


  


![](https://desk.zoho.com/galleryDocuments/edbsncefe41edfe51d994a80c6bbf3290dc6aaca16b474279c54342be187b44a6b37fb2c82eef0dcfedc549f4948ed003123d?inline=true)  


  


  


In the Address Information section, enter all the fields and the system will automatically Google map the address.  


  


![](https://desk.zoho.com/galleryDocuments/edbsnfc4e0788261405bc674b5dd042d6930b4346a62328ca4a9427d671821e84ce8d86e542e928860a04565cbd634dd3a87c?inline=true)  


  


In the **Contact Information** section, the Principal's name and Telephone number fields are mandatory. After entering that information, click Submit.

  


  


![](https://desk.zoho.com/galleryDocuments/edbsn24ea836f331c436ac977876a878f75d600d489105ddaeac3b7351481256397038f7875be3b498e35bb259278340c4bb1?inline=true)  


  


  


You will see the following screen where you can capture water, sanitation, and hygiene information.   


  


![Alert](https://img.zohostatic.com/zde/static/images/exclamation.png) _Before you can enter data in the drop-down fields, you must to Settings >> [List of Values ](https://opensis.zohodesk.com/portal/en/kb/how-to-use-the-settings-to-configure-your-school/setting-list-of-values-parameters)and enter the WASH-related data_

  


  


  


![](https://desk.zoho.com/galleryDocuments/edbsn0e5d1cec75fcc9891a1cba18a2b6046f5f3b0c149bbfc39933a9722cc11403b7b43c083863ae45e18ecf4e00759309f1?inline=true)  


  


  


# Upload School Logo  


To upload the school logo, click on the default logo placeholder image. The file selection box will open where you will be able to select the logo from your computer. After you do so, it gets uploaded and will display at the logo placeholder.   


  


![](https://desk.zoho.com/galleryDocuments/edbsn97992ac790919d41885ba24e6ec86c1dd7bb8ac964c6f014c615c9423e00c76cbb51e4663c98b9f8b3f8cdeb20d61896?inline=true)  


  


Once the logo is uploaded, it will appear on progress reports, report cards, and transcripts.  


  


![](https://help.opensis.com/galleryDocuments/edbsn6efaa5f3dbf1067f3eec534e98491109f59393d4365071e293dd247675d20cf6fe5f3e68b8accefb3be5a454daaec7b5?inline=true)  


  


# View All Schools  


  


To view all schools within your account, click on view all schools and it will list the schools that you have access to.  


![](https://desk.zoho.com/galleryDocuments/edbsn8f7503ce4b0d1f336ef6a2e6dbdfbfa86491281961f4b832f64fb54d4ac4ed6756c334b5d8d23c8d017b35e4c46c968e?inline=true)  


  


# Adding Custom Category and Fields to Capture Additional Information  


Sometimes there is a need for a school to capture additional information than what is already provided in the system as default. You can create custom categories to organize your information and add multiple fields within each category.  


  


Follow this article to read how to create [custom categories and fields](https://CrownSIS.zohodesk.com/portal/en/kb/articles/how-to-add-school-fields-in-school-settings).

# Add Mental Health Information

Mental health information displayed to students has become a necessity for schools. CrownSIS allows an administrator to quickly add such information and display it on the school portal.  


  


Mental Health Info will show on the **Dashboard** as soon as the user login into the site.  


  


Navigate to **School >> Mental Health Info >> Add New**

  


Click on**'+ Add New'** and**** a new mental health setup page will popup.

  1. Add 'Title'   

  2. Add 'Body'  

  3. Add 'Sort order'  

  4. Select 'Visible To Profile' from the option given below  

  5. Click 'Submit' to publish the mental health info on the dashboard  




  


![](https://desk.zoho.com/galleryDocuments/edbsn97992ac790919d41885ba24e6ec86c1d579b91b3114be6ef389047f46571e433f1ba87794b792c9ae65ada5af935601f?inline=true)  


  


![](https://img.zohostatic.com/zde/static/images/info.png)

 _You can publish this for Students only by checking visible to Student_

# How To Add A Calendar For Your School

Managing the academic calendar is crucial for keeping the school’s schedule organized and accessible. Here’s a guide on how to add a new calendar for your school, ensuring that it is appropriately configured for school operations.

#### Step-by-Step Guide to Adding a Calendar

**Step 1: Access the Calendar Management Section**

Begin by navigating to the calendar management section of your school’s administrative portal. This is found under a section labeled '**Calendar'** ” under '**School'**.

**Step 2: Click on the 'Add Calendar' Button**

Once you’re in the calendar management section, locate and click on the “Add Calendar” button. This will initiate the process of creating a new calendar.  


![](https://help.opensis.com/galleryDocuments/edbsnefb09d8573375e4a74cb499673f5acf7aad31c962c7625f457e6df80343df0675450b09405e412009e7c452382c300cd?inline=true)

  


**Step 3: Enter a Title for the Calendar**

Provide a descriptive title for the calendar that clearly identifies its purpose or time frame, such as “2024-2025 Academic Year”.  


![](https://help.opensis.com/galleryDocuments/edbsn223882c89609f726824b3cf5a6e59694893805563fd1ab108ee3022ef87d617d299f98cb8c7f25d5c640628f6bf99f87?inline=true)

**Step 4: Set as Default Calendar (Optional)**

If you wish to make this new calendar the default calendar for the school, click on the checkbox labeled “Default calendar for this school.” This step is optional and should only be used if this calendar will be the primary one used by the school.

**Step 5: Enter Start and End Dates**

Specify the start and end dates for the calendar. This is crucial for defining the period this calendar will cover. For example, you might set the start date as July 1, 2024, and the end date as June 30, 2025.

**Step 6: Mark Operational Days**

Check the boxes corresponding to the days of the week on which the school operates under this calendar. This ensures that the calendar reflects the actual days the school is open for instruction.

**Step 7: Assign Visibility to Profiles**

Determine who will have access to view this calendar. Check the boxes next to the profiles or groups of users, such as teachers, students, and administrators, who need access to this calendar.

![](https://help.opensis.com/galleryDocuments/edbsnf2a5026c85b749a0584b3caf5d81e041d88ddaf2af9a82947a9b48312dac637f88e2b5b3edc80aca71529d3fa04b9768?inline=true)

**Step 8: Submit and Create the Calendar**

After reviewing all the entered information, click on the '**Submit'** button. This action will create the new calendar and make it accessible to the designated profiles.

#### Conclusion

By following these steps, you’ve successfully added a new calendar to your school’s administrative system. This calendar will now serve as a vital tool for organizing school operations and ensuring everyone stays informed about important dates and events. Remember to periodically review and update the calendar to reflect any changes in the school’s schedule.

# How To Copy A School In CrownSIS

Copying a school in CrownSIS is a useful feature that allows you to quickly create a new school by duplicating the setup and configurations of an existing one. This can save you time and ensure consistency across multiple schools within your organization. Here’s a step-by-step guide on how to do it.

## Step 1: Navigate to School Information

  1. **Go to Schools:**

     * From the navigation menu, click on **Schools** to access the list of schools managed in CrownSIS.
  2. **Access School Information:**

     * Select **School Information** from the options available under Schools. This will take you to the details page of the current school you wish to copy.



## Step 2: Initiate the Copy Process

  1. **Click on "Copy School":**
     * Under the actual school name, you’ll find a button labeled **Copy School**. Click on this button to begin the process of copying the school.

![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUe8OXf2xccOpliNUU9YYuKMGnGJTZKZ37KQmZ_AZYLryaXFm70IV6-kLJ3gcJG94FN5Td4zVpqIlrPQHiVmkT08GNgYrCSqSAelshxExWFKe9ucvMwIR6J3NR0zUPbThzJq2gk-GGcgyvD0yL8q-vxAtJP3TokK=s2048?key=SEVS9Kbd7dPGixSIR36dtg)




## Step 3: Configure the New School

  1. **Enter the New School’s Name:**

     * A modal window will appear where you need to enter the name of the new school. This is the name that will be assigned to the copied school.  




![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUdNuzja_dGZwgIPjQtvJ3LzMdI7NHAM_8egulE6iEylK4z3aMK7n6f7Olfe4c3vYPp0jKCllu8nHQMiRIX3DlgG4fMTznqQZqNpU5owXoKcat_bTNCwhwpUNfwDH9Htol6iQPBiEU6rfsskphbuMi_XJwvYWfhT=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

  1. **Select Items to Copy:**

     * In the same modal, you’ll see options to switch on or off the items you wish to copy from the current school to the new school. These items might include things like:
       * **School Calendar**
       * **Grade Levels**
       * **Student Fields**
       * **Staff Fields**
       * **Courses and Sections**
       * Switch on the items you want to include in the new school and switch off the ones you do not wish to copy.

![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUcloZ-iwhVX-vAeiTQfJNhorVGrzuHdBlOyb4prEUynEeFvB1lFYBmy1PeisNNXf2uLxr2d8SZuLfiSM4uDMtnERs2Fx_oxJRdV60O_CxW7DQ-KDi0L6qqDODNbhdUjtZR9mVltg42o80d8CQ3W9X2iLTJMBDGM=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

  




## Step 4: Create the New School

  1. **Click on Proceed:**

     * Once you’ve selected the items to copy, click the **Proceed** button. This will initiate the creation of the new school with the configurations and data you’ve chosen to duplicate.

![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUdzI9dWIZ8XR87oL5QJ9-hkbCVHpmQJrIDy__tS2GwW4Rte67TMlC02SuRvm90tWTiObFN3veMCSZMaVb67obMY5ZZYPBX3LhFegZ9-Qp0KGCRLfTBJL9i6Z0Qjxgjw7nqaKI5Cb-5qv1gdn213Zi9PseuqLiEl=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

  2. **Confirmation:**

     * After the process is complete, the new school will be created and added to your list of schools in CrownSIS, with the selected items successfully copied over.



By following these steps, you can efficiently create a new school in CrownSIS by copying the setup from an existing one. This feature is particularly useful for managing multiple schools with similar configurations, ensuring that your setup is consistent across the board.

# How To Create Custom Categories And Fields For A School In CrownSIS

Creating custom categories and fields in CrownSIS allows you to store and manage school-specific information tailored to your unique needs. Here's a step-by-step guide on how to create custom categories and fields for your school.  


## Step 1: Access the School Fields Settings  


  1. Log in to your CrownSIS account.

  2. From the navigation panel, go to **Settings**.

  3. Under the **School** header, select **School Fields**.

Here, you’ll see the existing categories like **General Information** and **Wash Information**.  





![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUdCq183fE3henuMaeH1E28sxfiHkQLmRabg2fg1j3El_XnwRnzSJkTB9dI40Aq75i7yPKx0Uai5u4-YrnA2uwVCUXDWfpuD4JrAAsMaVYHPHvIdWV0oC_JLDYg0MmNVLgzurNLesOeGZBto6UgzMf2QotUnkCbZ=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

## Step 2: Add a New Category  


  1. ### **Click on "Add Category":**  


     * At the top of the categories list, click the **Add Category** button.  




![](https://help.opensis.com/galleryDocuments/edbsnceea771bd2d44756517b9e49c6e06b60a206d887d4754bfbfcd53f43bd0b0b21c8348ee7fef4fd30fc839603a77e4a94?inline=true)  


  1. ### **Enter Category Details:**  


     * A modal will open where you’ll need to input the **Category Name**.
     * Enter the **Sort Number** to determine the order in which this category will appear in relation to other categories.  




![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUcy7qLWMijTIGNxTY5hxQtBWzXlMwB5BkoBrDrAg6xIWV1CbPLrgVPbpSo1r7URNRxbEAdp-rclyWWEgg4EiWwEvFcnDhv9cRikkGGVT-VtY7x2Icmqpf9j7eoBz8J26owO4cD2t_KFd5r9iOedHZLA-7xVsmI=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

  1. ### **Submit the Category:**  


     * Once you’ve entered the details, click **Submit** to add the new category.  




## Step 3: Add Custom Fields to the Category  


  1. ### **Select the Category:**  


     * Click on the name of the category you just created.  

  2. ### **Click on "Add New Field":**  


     * In the top right corner, click the **Add New Field** button.  




![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUcHNqkKSxY1BizpypW3cg11S_3DEALlCT0ULngSQzSCuS2BrL9lZTMm49cJOy69iGkAmL_-OA0F1eWCtInY5FNeuyg3hyXlrMWyv--S3FVuD9XtRp5DLNdOufneizLtrzeWCTaLIG0_2OidSN9Vmqw3dIXkhf7Q=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

  1. ### **Enter Field Details:**  


     * **Field Name** : Enter the name of the field.
     * **Field Type** : Select the field type from the dropdown menu. Options include checkbox, radio button, textbox, or simple text field.
     * **Default Value** : If the field requires a default value, enter it in the **Default** field.  




![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUdUQ9SnSb91uwSNIQIDVDwhGBQaGtzBAUzj8ax9128RYuL8l2EOgjqv4uzOwJY7mVyOFq2lM1-YUR0eJPLS5cxFXA87cmD_OZeB7cy29abQDpO8JMhEUKf2cdOvNl-V1i32mYuJthLmi1P5wfZaQt2kdD_Vxmk=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

  1. ### **Configure Field Options:**  


     * **Required** : Toggle this switch to make the field mandatory for users.
     * **Hide** : Toggle this switch if you want to keep the field hidden from the form.
     * **All Schools** : Toggle this switch to make the field visible in the form for all schools.  




![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUdBUQBwqbPWfJkZGuIv07MRIsX2ybUvcIfLqqSyO0ExNzSgMGjV5qdBbO3inOJK84epXp7LdW1aWGmELuGXC9jUJkU0E-tDBii6XIk_jfe5t4GQ-W0JK3h0pJ6XsXgoNnZ1oyOgmfbPtN9DY69Z7AV5uVrv_mhk=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

  1. ### **Submit the Field:**  


     * After filling in the necessary details, click **Submit** to add the new field.  




## Step 4: Verify the New Category and Fields  


  * After creating the category and fields, go back to the **School Information** section under **Schools** and check if the new category appears in the navigation submenu.  




![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUdBy7YofbSFOlkqaExc1Es_Ms-GZX1Uz9lgMz_zqrL74UHWR2c6CZt979e_MlFeepjXfFqD7zM--Ao24SZGHCNxksnQahHTQWKuBx8-xZc3kIN9Q9cBjqQnz0yggBUjWQ01qMC5qW5auGPh0wo_MR57iABkYoF5=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

By following these steps, you can easily create custom categories and fields that suit your school's specific requirements, allowing you to manage information more effectively in CrownSIS.

# How To Extend A School Calendar Beyond 365 Days

Extending a school calendar beyond the default 365 days can be crucial for institutions needing more flexibility in their academic scheduling. This step-by-step guide will walk you through the process of adjusting the calendar to fit your specific needs.  


## Step-by-Step Instructions  


### **Step 1: Navigate to the Menu**  


  * Start by logging into your school management system.
  * Once logged in, locate the **Menu** option, typically found in the top or side navigation bar.



### **Step 2: Select 'School' and then 'Calendars'**  


  * From the menu, select the **School** option.
  * Under the school menu item, find and click on **Calendars** to view the list of active and archived calendars for the institution.  




![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUf6f8RYsjB5xApvuZzEJLeB71e1JQoO5dxSiMPELSX8OTnwfkIB42AT78-hQXns4508_EzLXij0PyOL_wRUPVx_Od_RhwpOJXEqG4KFT1WFUafw5eKomq0WMQVJm4kHJbMIlDgXKCKn31Jrpbkw_hjG7cZosgo=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

### **Step 3: Find the Calendar to Edit**  


  * Scroll through the list of calendars to find the one you wish to extend. Each calendar should be labeled by name and the academic year or term it pertains to.



### **Step 4: Edit the Calendar**  


  * Once you've identified the correct calendar, look for the **pencil icon** next to it, which indicates the "Edit" function. Click on the pencil icon to enter the edit mode.  




![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUdVycrGGVvz_Sq_6v9w6W74937mNONe2L3rqraaqGEMt054QIUXMaiO-UmvOkT6c0eUvfeOnpZxQPbn_WourPPLVfo7_TflkRtQrASDoEob049RJkk27nrbksauFQmMeD9qfImwVWZJBFLE_BRoYB0t1xaWWmLb=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

### **Step 5: Adjust the End Date**  


  * Within the calendar settings, locate the field labeled **End Date**. This field typically contains the pre-set last day of the school year or term.
  * Click on the **End Date** field, and a date-picker or calendar tool will appear.
  * Select your desired end date, whether it's one day, one week, or several months beyond the default 365-day mark.  




![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUdeIokiH6zmc8HnlE0BJy4IIZke77SuC5rSmG43493Zse4elq7vJ7eWc6rMuqPHsjPmxUZBuZfsY2hwkC7bdYasKISuHklNtKfWsGNjgd5gZLq9S7ADajCgkJlvoHHQi9tlk7UYL7iWii8R1ey2A20nXo7Tauk=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

### **Step 6: Save Your Changes**  


  * After setting the new end date, click the **Update** or **Save** button to apply the changes.
  * The system will confirm that your changes have been saved successfully.



Once you've completed these steps, you have officially extended the school calendar. Be sure to inform relevant staff and stakeholders of the new end date to ensure that the extended calendar is reflected in all academic planning and scheduling.

By following these simple steps, you can easily modify your school calendar to extend beyond the typical 365-day limitation. This flexibility ensures that your institution can accommodate special circumstances, such as extended academic years or unique scheduling requirements.

# Marking Events And Holidays In CrownSIS

It’s essential to mark events and holidays in the school calendar to keep everyone informed and ensure smooth operations. Here’s a step-by-step tutorial on how to mark events and holidays in CrownSIS.

#### Step 1: Access the School Calendar

  * **Navigate to the Schools Menu:** Start by going to the “Schools” menu in CrownSIS.
  * **Select Calendars:** Click on “Calendars” to view the school’s calendar.



#### Step 2: Add an Event or Holiday

  * **Choose a Date:** Click on the specific calendar date on which you want to add the event or holiday.   




![](https://help.opensis.com/galleryDocuments/edbsn760a92b7539a607291e96eeaab93c0ad499a605701ef563561cd1dc5038fc6f62366c29370efa62d912e89771aa37687?inline=true)

#### Step 3: Enter Event Details  


  * **Title:** Enter the title of the event or holiday to provide a clear and concise description.
  * **Start and End Dates:** Set the start and end dates for the event or holiday.  

  * **Notes:** Add any additional details in the “Notes” section if needed.



#### ![](https://help.opensis.com/galleryDocuments/edbsnbe40c91677f9c7ac27065208a0aed845d5d1801a9220c3d4345b2a85cb4cab1b44b73a1726f53190ab0c406606e45fc0?inline=true)

#### Step 4: Customize the Event Appearance

  * **Choose Color:** Select a color for the event to make it easily identifiable on the calendar.



#### Step 5: Set Event Visibility

  * **Select Profiles:** Check the profiles whose calendars you wish to mark, such as students, teachers, and staff.
  * **Apply to All Schools (Optional):** If you want to apply this event or holiday to all schools, switch on the “Apply to All Schools” option.  




  


![](https://help.opensis.com/galleryDocuments/edbsn760a92b7539a607291e96eeaab93c0ade41fa062560c5e38f3637a149359f06111c3da1fa8c72bf8fdbdd705f5cc4414?inline=true)  


#### Step 6: Save the Event or Holiday

  * **Submit:** Finally, click “Submit” to save the event or holiday in the calendar.



By following these steps, you can efficiently mark events and holidays in the CrownSIS calendar, ensuring that all relevant parties are aware of important dates and school activities. With a Holiday and an Event marked on your calendar, it will look like this:  


  


![](https://help.opensis.com/galleryDocuments/edbsnbe40c91677f9c7ac27065208a0aed84584f50c2099d4d9f96660aab73bdedc1d862fb65ef8492c2cd05c95c97d15aa7e?inline=true)

# School Notices

Notices allow you to create a school notice that will be displayed on the Dashboard.

  


Menu >> School >> Notices

  


When you select the 'Current' tab on the top right corner you can see the current active notices listed below.

  


When you select the 'Upcoming' tab on the top right corner you can see the upcoming date's notices listed below.  


  


When you select the 'Past' tab on the top right corner you can see the past date's notices listed below.

  


![](https://help.opensis.com/galleryDocuments/edbsnee967b8211cd839390b16c01415054ae045a9e4575f93559345c81666abbc243391687b5984d802e1d189f8c941df151?inline=true)  


  


To start with creating a notice click on '+ Add Notice' and a popup notice setup page will appear.  


  


Here you will need to add:

  1. Title of the notice.  

  2. Body text of the notice. This section has a WYSIWYG editor, which allows you to insert external website links as well as color and format the body text.  

  3. From and to dates - these dates let you control the visibility of a notice by date.
  4. Sorting order to your notice.  

  5. Click on 'Visible to All School' if you want this to be visible for all schools within your account.  




You can select 'Visible To Profile' from the options below to target a particular notice to a particular audience.  


  


![](https://help.opensis.com/galleryDocuments/edbsn4de9a5021982d04bb1b9e4edfd13e69414ffcc54230affa868b85b3bf51ff9763c3c38b907ce7ab057a49e333f4dfba2?inline=true)  


  


Click **Submit** to save the notice.

# Staff Management

# Add A Staff Record

In CrownSIS, an Administrator can add a Staff record by clicking on the **\+ sign** of the "quick create"**** feature at the upper right corner of the screen.

  


![](https://desk.zoho.com/galleryDocuments/edbsn4d3efa9c82bbc4dcd09cc7365251408a3a9aac6db439e8a921b233bfde5734bfa4172e8a2ec045748cf50c608a75fa21?inline=true)

  


  


  


  


You can also navigate to **Menu >> Staff >> Staff List**, and create staff by clicking on **'+ Add New Staff'**. You can also upload multiple staff records from a spreadsheet template by clicking on the down arrow key and selecting the **'Import Staff'** option. Once selected you will be redirected to a page where you can download a template of the staff master record, fill it out and upload it to the system. You will be prompted to review the automatic mapping of the fields and once approved, all the staff records will be imported from the spreadsheet in one click.

  


When you click on '**\+ Add New Staff** ' you get redirected to a page where you can add details of the staff like-

  1. General Information  

  2. School Information  

  3. Address & Contact  

  4. Certification Information  

  5. Course schedule



Start with adding the official Information under the school information of the staff member.

  


In official information, you can fill in:  


  * Job Title
  * Joining Date
  * End Date
  * Grade Levels Taught
  * Other Grade Levels Taught 
  * Primary Subject
  * School Information ( the values will be filled with pre-filled data of the school. You can add another school by clicking on '+ Add School Info')



  


Click on the Address & Contact. By clicking the 'Edit Information' you can find the place to fill in your information.  


Here you need to fill out forms like: 

  1. Personal Contact Information ( this will contain all personal contact information of the staff member)  

  2. Home Address ( this should contain the home address of the staff member)  

  3. Mailing Address (If the home address and mailing address are the same clicks on the check box same as the home address otherwise you can fill in the details directly)  

  4. Emergency Contact Information ( here you need to add the contact of anyone whom the school can contact in time of any emergency).  




  


In personal information, you need to fill in information like **home****phone, mobile phone, office phone, personal phone,** etc.**** as shown below.

  


  


Add the home address of the staff member like a **street address, country, state,** and**city** as shown below.

  


If the home address and mailing address are the same clicks on the check box the same as the home address otherwise you can fill in the different mailing address details.  


  


![](https://help.opensis.com/galleryDocuments/edbsnb281287afd0b207393104d0e10b1643410471c259d0c58cf5dd64fe766fc2cfa31dd99d539acc4d034ab113212932e06?inline=true)  


  


In the emergency contact information, add the contact of anyone whom the school can contact in time of any emergency.

  


![](https://help.opensis.com/galleryDocuments/edbsne8896789888ae3e11fe44438dced3417b86a9b318da3c2619768a63bc89d8fdd75b11caded9a3d63c70308adf61ddeb3?inline=true)  


  


  


To add the Certification information of the staff by clicking on '+ Add New Certification'.  


  


  


By clicking on '+ Add New Certification' a popup field will appear where you can add:

  1. Certificate Name  

  2. Certificate Short Name  

  3. Certification Code  

  4. Primary Certification Indicator  

  5. Certification Date  

  6. Certification Expiry Date  

  7. Certification Description

# Delete A Staff Record

How to Delete a Staff Record.  


  


Sometimes when a user uploads a group of staff records or enters staff information incorrectly, it is required to delete the records. You can do so by going to the staff list view, clicking on the three-dotted menu in the far right corner of each row, and choosing Delete Staff.   


  


![](https://help.opensis.com/galleryDocuments/edbsn32285f9aee2c102de83585178875feaad195e46305f01ad6eec54cf22cf6c0e355c5a3e11c6cef6fc505a6c7b3ca5d93?inline=true)

  


You can only delete the staff record if the staff has no transactional associations like attendance, grades, discipline etc.

  


If you have entered a staff record and scheduled the staff to one or more courses and then you want to delete the record. Then, go to **Main Menu >> Scheduling >> Group Delete** and delete the staff schedule. After that the system will allow you to delete the staff record. However, after scheduling if the staff has taken attendance or given grades, then the record cannot be deleted.

# How To Add A Staff Member To Multiple Schools In CrownSIS

In CrownSIS, administrators can assign staff members to multiple schools, allowing them to manage their duties across different institutions. Follow these simple steps to add a staff member to multiple schools.  


## Step-by-Step Instructions:  


  1. ### **Access Staff Information:**  


     * From the **navigation menu** , go to **Staff** and then click on **Staff Info**.
     * You will be taken to a page listing all the staff members registered in the current school.  

  2. ### **Select the Staff Member:**  


     * From the list, click on the name of the staff member you wish to assign to multiple schools. This will open their staff profile page.  




![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUfToXFrQjmVWZmpjqQR-LCLDaW7G2JJiLI5wCZaw-gm3E_hcjtUTFv6rqzQLgpPC25ZsLdQu52dbxvSC4DMnne5Pu_gUvtz9ddtplHPNbyYZfg2KFvgUChexpKHGBxZillbtw3GPYmJ6vVjRFO4pkXnoHmCmGln=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

  1. ### **Navigate to School Info:**  


     * On the left-hand side of the staff profile, you will see a panel titled **Staff Details**. In this panel, click on **School Info**.  

     * This will show the staff member's current school assignment and service information.  




![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUdZ3N912Sx6d2HZfwaw8wmSGdW0EwqZ_50xOH03I3Y34Td_Nt8HlruATmGeCCUZoB8Vi3bjvSXPdNPaOifAXUwJmh4PExdMtEeuXpo1dpCzPeBF70QluDOZa06VVGjjJIdPmlO5nw7kcFhF22hxUtadtjMsG_ex=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

  1. ### **Edit Staff Information:**  


     * To add the staff member to another school, click on the **Edit Information** button located in the top right corner of the page. This will enable the form in editable mode.  




![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUfdeXfI7YAkhVF5gNMV7A-Y9TPfswB7jbfnDtDDc3eh4jmNqNY4EgFydiNfmx6IgEJo2nnQrz7x9sZ18cMwBJGQ1VUxSFJlrefUcC05lHPyxdP_afK_Utt_5UqZjis7HChWlo9UAKIz1A9-swCpbOWo3FDwZgE=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

  1. ### **Add School Info:**  


     * Under the **School Information** section, look for the **Add School Info** button and click it. A new row will appear, allowing you to enter additional school details.  




![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUfHTfmG1HnjxJuryoYORYxulBGYgUc9_58Qz686dcoOY00I9qJoBZTy04k5sK1ZfOp6cPwrLp9AsmvTyXRQu450Fnp5W8Fx-HXgUsTM1rrlZKsLIHO6pX9Cosg-KIIgGIrjK3QP4280kR7IJDCYndEWOgImfCeG=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

  1. ### **Fill in New School Details:**  


     * Select the **school** in which the staff member will also work from the dropdown menu.
     * Specify the staff member’s **role** or **profile of work** at that school.
     * Enter the **start date** for the staff member's assignment to the new school.  




![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUf_CBywKSL8gHJ1OLfN3kV2Prhix9UfEZe4zsZvaQl_KmEODtsC7_HGZb0_b-1x6rgxUWHQtCE4H3wB9u2nBy_X3CRALwxprw0kKl8saqVT0yCM3L0o_ZxDkW3Hm9oqnMfjF47JoBmhz0LtGxvERfSXvjGNCXg=s2048?key=SEVS9Kbd7dPGixSIR36dtg)

  1. ### **Save the Changes:**  


     * Once you’ve filled out the necessary details, click on **Update** to save the changes.  




Your staff member is now successfully assigned to multiple schools. This allows you to manage their work and responsibilities across various locations without creating multiple profiles.  


Assigning a staff member to multiple schools is especially useful for administrators managing staff who work in different locations or have responsibilities spanning more than one institution. With CrownSIS, this process is made seamless, ensuring all school information is centralized under one profile.

# Student Management

# Add Address And Contact Under Student Information

In this section, the User can add the address details of the Student. You can find it just beneath the student information sub-menu.

  


Menu >> Student >> Student Information >> Address & Contact

  


Here you get a few sections with different fields starting with Student Home Address. 

  


In this section, you need to fill in the student's home address like -

  * Street Address 
  * Country
  * State
  * City
  * Zip Code
  * Bus no.
  * Bus pickup location and drop-off location



Then you also get the option of adding a student mailing address. You can either choose the address to be the same as the Home Address or can add another Address manually if any. 

  


At the bottom is the student's Personal Contact Information section. In this section, you can add the student's contacts and social media handles and then click **Submit** to save.

  


![](https://help.opensis.com/galleryDocuments/edbsna5d5f5e052f9df3188bc023a21c20981062679acdbbf436735c13fa5bcb3724b50aca4a0293f11e41b4152f9a2077ccb?inline=true)

# Add Comments Under Student Information

The **Comments** section in the student record is a very useful tool. Here the staff members can add opinions and observations about a student and that will be available to all the other staff members. You can add multiple comments and they will show as individual entries.  


  


Select a student record and click on the Comments tab and **+Add Comment**  


  


Below is an example of an observation entry.

  


![](https://desk.zoho.com/galleryDocuments/edbsne02fe89e0a04e73acbe6efed643139845dc19ebb13799cb59d2619002d87f6c0f496091295b06b1d3d154b7a08fabadb?inline=true)

# Add Documents Under Student Information

To add documents to a student record, select the student. Here you can add pdf files, MS Office files, and most image files. The file size has to be less than 20 megabytes per file.  


  


The system will show the user who uploaded the document along with date and time.  


  


Click **Upload Document** and you will be able to drag and drop files into the uploader. Click **Upload Selected Files** to complete upload.  


  


![](https://help.opensis.com/galleryDocuments/edbsn74510e97289086990774c3bd38fa512d2df862e4e9e7dd11233157bd1e653d796981b020efb42c1c85090c04ebd007bc?inline=true)

  


![](https://help.opensis.com/galleryDocuments/edbsn74510e97289086990774c3bd38fa512d0ff0e9e6ae59cc62bad061b28bea595e4dc290967200eefb226ed59194c4b0b4?inline=true)

# Add Enrollment Information Under Student Information

Student's School and Enrollment Information are critical so inspect the field values closely.  


  


**Enrollment Calendar** \- The system will use the default calendar. You can choose to associate the student to any academic calendar. The calendar will be used for attendance marking.  


  


**Rolling/Retention Option** \- This field is set to Next grade at current school by default assuming that the student will get promoted to the next grade level.  


  


**Section** \- If your school has many students and needs to group them into sections then use this field to assign a section to the student.  


  


**Estimated Graduation Date** \- This date can be used to determine the student's cohort.  


  


There are several eligibility and accommodation switches that can be used as per requirements. The options are searchable also.  


  


**School -** The student record from the general information will default to your school in the system. CrownSIS allows multiple school enrollment for students. Click on the **+Add Enrollment Info** to add an enrollment to a second school.  


  


![](https://img.zohostatic.com/zde/static/images/lights.png)

_Sometimes a student is enrolled in a home school but also attends a secondary school for special courses. You can use this section to capture all enrollments._

  


**Grade Level** \- Select the grade level the student is enrolled in the current school year.  


  


**Enrollment Date** \- This is the date when the system recognizes the student to be active in the school. Therefore make sure the date is correct, otherwise, the student will not be available for scheduling.  


  


**Enrollment Code** \- This code is customizable and you can do so from the Setting menu under Students >>Enrollment Codes.   


  


**Exit Date and Code** \- This information is often required for reporting purposes especially when a student drops out of school before graduation.  


  


If a student is transferring out to a school that is within the system, you can put an exit code "Transfer Out" and select the new school. The student will automatically get enrolled in that school and the student's record will be available to that school's staff.  


  


Additionally, as a student gets promoted from one grade to the next, the enrollment history will be displayed in this section.  


  


  


![](https://help.opensis.com/galleryDocuments/edbsnf6357620d97ac77b41cf1000d7314b673444638e59d00efd38ae160bf31fa29a3a0c02b77855e93fa9a2d1211c7d6993?inline=true)

# Add Family Information Under Student Information

Select a Student from the list and click on the **Family Information**. To add contact click on '**\+ Add Primary Contact** ' for secondary contact click on '**\+ Add Secondary Contact** '. Also by clicking on '**\+ Add Other Contacts** ' you can add more contacts.  


  


When clicked on one of the above you will find a popup with the fields like:

  1. Salutation  

  2. First Name  

  3. Middle Name  

  4. Last/ Family Name  

  5. Suffix  

  6. Contact Relationship  

  7. Custody of Students ( Yes/ No)  




Before you start entering new data, try and look up the contact and see if the parent information is already present in the system or not. If present, you can simply link the user.

  


![](https://help.opensis.com/galleryDocuments/edbsn71f98a0b455b2ca3fd9cba8c87b13bffb088e6682c8afd9970d883ac63211a4d3ed53c23e25df20c45823de73ee7258e?inline=true)  


  


![](https://img.zohostatic.com/zde/static/images/exclamation.png)

_Remember if the custody of the student is set to "no", the that parent will not see the student's address information in the parent portal_

  


Using the 'pen' icon you can now edit the contacts of the family members.   


  


Using this icon here you can delete a contact.  


  


Besides the Contact tab is the Sibling Info tab user can add Sibling Information by clicking on '**\+ Add Sibling** '   


  


![](https://help.opensis.com/galleryDocuments/edbsncef8cf41888076050e612a91ca816ac3f78fdc827651f14ccd3a3f01db6774b9d34b1a8c67c58353ab39e93e1cebec8c?inline=true)  


  


Enter **First** and **Last Name** and click **Search** to find a student to link as a sibling. You can turn on the **Search All Schools** switch to search for a student to link. If no students are found, then you have to enter a student via add student function and then link that student as a sibling.

# Add Medical Information Under Student Information

To add students' medical information, click on the Medical Info tab and fill out the form.

  


Select the Activities tab, here you can add a student's medical information like-

  1. Alert Information  

  2. Medical Notes  

  3. Immunization/ Physical Record  

  4. Nurse Visit Record  




  


Click on **'+'** to add the required notes as you see in the image below.

  


![](https://desk.zoho.com/galleryDocuments/edbsnb40edbb21b46acf463e6ba90d28969e4acdcde0260f71105858de0aafad12d3f6e5580a58b5faabef7bb56cfeb098726?inline=true)  


  


  


![](https://desk.zoho.com/galleryDocuments/edbsn9440329419e418352a3cfba6fa8138f65ae84964270bd81054052c8958fb8a09ae853691654e528f4fb110600a934958?inline=true)  


  


  


![](https://img.zohostatic.com/zde/static/images/info.png)

_Note: Whatever data you add to the critical alert section will be shown on the student profile photo with a + sign. If you hover your mouse over it, it will display the alert._

  


Select the Provider Information tab, here you can add a student's medical provider information like-

  1. Primary Care Physician and relevant details  

  2. Dentist's information  

  3. Vision provider's information



![](https://desk.zoho.com/galleryDocuments/edbsn92119446765950ec9f2c45e52a243b622452b3301a771d9c5b9be99ecdc13d7f0bdd394fb425ca1ecfc75e3525344ec0?inline=true)

# Add Student General Information

New students can be added in three ways in CrownSIS.  


  


1\. From Dashboard by clicking ' **\+ icon** ' from the top-right corner.   


  


2\. Clicking on the '**\+ Add New'** button on top of the student list view  


  


3\. Clicking on the drop-down arrow key of the +Add New button will provide an option to import students via Excel sheet.  


  


![](https://desk.zoho.com/galleryDocuments/edbsnae0c93d7c2e3db9a52f258d6c8768a1b95d5c5828196b638f3d988ea62fe0baf0fbccd5c59e6ab2a6e1628975dd72e8e?inline=true)  


  


  


![](https://desk.zoho.com/galleryDocuments/edbsnd4f2f1d4ba74da72e009965f53b6df0e8603c47ae3849590187bbcfe0a1c3263d063ca74765573c76e382c45464caf1c?inline=true)  


  


  


If you click on +Add New student, you will get the student data entry form with the following categories:

  1. General Information  

  2. Enrollment Information  

  3. Address & Contact Information  

  4. Family Information  

  5. Medical Information
  6. Comments   

  7. Documents  

  8. Special Category, if any.   




  


Start with **General Information**. You can add only the first and last name and click on Save & Next to go to the enrollment section. The mandatory fields have been kept to the minimum to assist in rapid student data entry.  


  


![](https://help.opensis.com/galleryDocuments/edbsnee967b8211cd839390b16c01415054ae06e3de3f42614850cb19c36b9a9ff14d38a97d941614baa6fc3da1903b379040?inline=true)  


  


****  


****

To grant portal access to a student, slide the toggle switch to the on position.  


  


The email address entry field will open up. Enter the address and save.  


  


![](https://desk.zoho.com/galleryDocuments/edbsn0456a008ce5573ae3e06e56ca6b1c9100802caac6e432ff48a79f08d96d831492752256bc143466a88866ec5a2c00594?inline=true)  


  


![](https://desk.zoho.com/galleryDocuments/edbsne70b48a4c65915b0798e99c734a7a0d69e94eec2dd95c51e40c238da87220994209b4205b0fa40700272ea84974eb229?inline=true)  


  


After saving the student record, you will see an option to send an email to set a password. When clicked, the student will get a link to create the password. Once the password is set, the student will be able to use the email address and the password to log in to the student portal.

  


![](https://img.zohostatic.com/zde/static/images/info.png)

_Next, continue to add the[ Enrollment Information of the Student](https://CrownSIS.zohodesk.com/portal/en/kb/articles/add-enrollment-information-under-student-information)_

# Delete A Student Record

How to delete a Student record in CrownSIS.  


  


Sometimes when a user uploads a group of students or enters students' information incorrectly, it is required to delete the records. You can do so by going to the student list view, selecting one or more students, clicking on the three-dotted menu in the upper right corner, and choosing Delete Selected.  


  


![](https://help.opensis.com/galleryDocuments/edbsn0d772114b804b7569e9b75c373f67760f678e1d88c12e3ca860acd07090b235bf3affdde2e34bce3395c3b7b27283b93?inline=true) ![](https://help.opensis.com/galleryDocuments/edbsn12ef6ac99232472f428ce721c78899dc6b1904b6d3e33fcc4fd888c1ee1fd658a07fbb88792ad6a7e75fab485ca744d1?inline=true)

The following are the cases when the student record can be deleted:  


  1. Students were imported via data import template or added manually and needed to be deleted - select all the incorrect students and delete them from the triple dot menu on the upper right of the grid.  

  2. Deletion after scheduling - if students were scheduled into one or more courses but no attendance or grades were given, the go to **Main menu >> Scheduling >> Group Delete**. Choose the course sections and delete the students' schedules. You will then be able to delete the students from the grid.
  3. If students have billing or discipline-related transactions, deletion will not be permitted.  

  4. If an applicant is made a student via the application form, that student cannot be deleted.

# Disable A Student   Turn Off Portal Access

# Disable a Student - Turn off Portal Access

Disabling a student in CrownSIS is an important feature that allows school administrators to manage student access to the system. This functionality helps maintain the integrity of the system and ensures that students meet certain requirements for access.

  


**What Does Disabling a Student Mean?**  


  


Disabling a student means restricting their access to the school’s online portal and system. A disabled student cannot log in or view their academic information through the system. However, they remain enrolled in the school and can still participate in school activities, be scheduled for courses, and receive communication through other means.  


  


**Grounds for Disabling a Student in CrownSIS**  


  


There are several reasons why a student may be disabled in CrownSIS:

  1. **Failed Login Attempts:** The system will automatically disable a student if they fail to login successfully more than five times. This is a security measure to protect the student’s account from unauthorized access.  

  2. **Inactivity:** If a student does not log in to the system for 30 consecutive days, the system will disable their account. This helps ensure that only active students maintain access to school resources.  

  3. **Administrative Decision:** The school administration may choose to disable a student due to disciplinary actions or if there are any outstanding bill payments. This decision is made at the discretion of the school administration based on specific circumstances.  




**How to Disable a Student in CrownSIS?**

  


Follow these steps to disable a student in CrownSIS:

  1. Access Student Information  

  2. Go to the **Students** section in CrownSIS  

  3. Click on **Student Information**  

  4. Select the **Student**  

  5. Choose the student you wish to disable from the list  

  6. Edit **Student Information**  

  7. Click on **Edit Information** for the selected student  




![](https://help.opensis.com/galleryDocuments/edbsndcc16bddd7d43af923fb9872b700ddff6ece7c52c4a930e486c57aa136619851540892b5b4ab1362f23d74ef27913624?inline=true)

  


**Disable the Student**

  1. Scroll to the bottom of the page  

  2. Find the option “**Disable Student** ” and click on it  

  3. Update the Information  

  4. Click **Update** to save the changes and disable the student  




![](https://help.opensis.com/galleryDocuments/edbsndcc16bddd7d43af923fb9872b700ddffc2e47e1800f536465c0e9e1e7f2a7b44ce954c906f434521e6e06839fa5b08d8?inline=true)

  


  


Once disabled, the student will be barred from any portal access but will remain a part of the school community. They can still be scheduled for courses and participate in other school activities as usual.

  


**Conclusion** Disabling a student is a straightforward process in CrownSIS and serves as an important tool for managing student access. Whether for security, inactivity, or administrative reasons, this feature helps maintain a safe and organized school environment.

# Drop A Student From School

As an administrator can drop a student by navigating through

  


Menu >> Student >> Student Information >> Enrollment Info

  


  


You can drop a student from school by going to student information and selecting the student you want to drop or transfer out.

  


Go to the **Enrollment Info** section under student information. Enter and **Exit Date** and select an **Exit Code**. When the **Transferred Out** code is selected, you will be given an option to select a school within the system to transfer to. If the student is transferring to a school outside the district, then you have to create an **Enrollment Code** as **Transfer Out****of District**. Go to **Setting >>Students >> Enrollment Codes** to do that.  


  


  


![](https://desk.zoho.com/galleryDocuments/edbsnf26ebc07536e3fe93b40af88a5b8be24923cd5b4bf2eae01616f60b566d55bb24dcac5e92cd44ea2a1dc31dd59a670df?inline=true)

  


  


  


![](https://desk.zoho.com/galleryDocuments/edbsnbd816b9baaca4b8de54d26500ff978b533e66fa8f30ef66ae8a51dd358a3e29bdfe37ab856f5cb322d403c45ce3c56a8?inline=true)  


  


  


If you just want to drop the student, then fill out the **Exit Date** and **Exit Code** and click **Update**. The student will be dropped from school and will become inactive.  


  


  


![](https://help.opensis.com/galleryDocuments/edbsn7077d3c8b99067a7906986a00fa3d5caa9279641623daaab6ddf49842d0568284e855349da534cbef0d2f4233a8d1a17?inline=true)

# Group Assign Student Information

The purpose of group assign student info is to allow you to assign information to a certain group of students (2 or more) where they have common information for certain fields.

  


Navigate to **Menu >> Student Information >> Group Assign Student Info.**

  


On the group assignment student info page you can select students from the list of students below who may have similar information. After selecting click **Next**.

  


After clicking **Next** button you will get to the page where you can add data to several categories as shown below. If you have created custom category, that will show here also. In this example, the Student Locker category was added later. Click on each category and fill out the necessary fields.   


  


![](https://help.opensis.com/galleryDocuments/edbsn4de9a5021982d04bb1b9e4edfd13e69482f6d26afdac9ec9cfbd32062c4c05780b3622763882d1d3a8a6efaa19e9ad51?inline=true)  


  


Once completed, click on ' Assign Info to Selected Students' to assign data to all the selected students.

# How To Enroll A Student In Multiple Schools With A Home School And Away Schools In CrownSIS

Managing student enrollments across multiple schools can be a complex task, but CrownSIS makes it easier by allowing you to designate one school as the "home school" and others as "away schools." This feature is especially useful for students participating in specialized programs, taking courses at different schools, or for any situation where a student needs to be enrolled in more than one institution. Here’s a step-by-step guide on how to enroll a student in multiple schools using CrownSIS.

## Step 1: Access the Student’s Profile

To begin the process:

  1. Log into CrownSIS with administrative access.
  2. Navigate to the "Students" tab from the main dashboard.
  3. Search for the student you want to enroll in multiple schools by using their name, student ID, or other identifying details.
  4. Click on the student’s profile to open their details.  




![](https://help.opensis.com/galleryDocuments/edbsn206150b5eabf35923cf259c939ba233e549d5aa0b8314600c1250af0fff7637c6e53e9de52b7f83c649b2c7959664f0f?inline=true)

## Step 2: Go to Enrollment Information

Once you are in the student’s profile:

  1. Locate the "Enrollment Info" section, which you’ll find under the student's details.

![](https://help.opensis.com/galleryDocuments/edbsn3ed6b1a5a4cf1768a3229d13ba8d5b0d4256ad1120be7bb8fa91023529c1497d347d1193490c9104e8f1d892fea4ab2d?inline=true)

  2. Click on "Edit Information" to access the enrollment settings.



## Step 3: Add Enrollment Info for Additional Schools

In the enrollment section:

  1. Scroll to the bottom of the page where you’ll see a button labeled "Add Enrollment Info."

![](https://help.opensis.com/galleryDocuments/edbsnd7eee0e7e4fc15f9995d3363e2049f7b26e449275d76dd76c3ed5b6c6124dce54f23d4f57bb6036d4798d394aa1c43ff?inline=true)

  2. Click on "Add Enrollment Info." This will open a form where you can enter the enrollment details for an additional school.
  3. Fill in the necessary enrollment information for the other school, such as the school name, grade level, and enrollment date. ![](https://help.opensis.com/galleryDocuments/edbsn95a17761f214dd3a8426e54ec852513d059b6cebee161c9621efc3cb9bc39223328046ac66760f7ac384a92af9838ea8?inline=true)



## Step 4: Update and Save

After entering the enrollment details:

  1. Review the information to ensure accuracy.
  2. Click "Update" to save the changes.
  3. The initial school where the student was first enrolled will automatically be considered the "home school." The additional schools you enroll the student in will be designated as "away schools."



## Step 5: Verify Enrollment Status

Once the enrollment information is updated:

  1. Return to the student’s profile and check the "Enrollment Info" section.
  2. You should now see the student enrolled in the home school, along with the other schools listed as away schools.
  3. Confirm that all the information is correct and that the student is properly enrolled in each school.![](https://help.opensis.com/galleryDocuments/edbsnd9f69abaa21b1b353b3c45f795495324dd34e1a44250b0019e8757ed3d5f94366b28a27b5cc075bcd433009695f4caf0?inline=true)

# How To Use Search Filters In CrownSIS For Efficient Student And Staff Data Retrievals

Managing large lists of students in a school setting can be challenging, especially when trying to locate specific records quickly. CrownSIS offers a powerful "Search Filters" feature that allows users to filter any list of students based on customized parameters. This feature not only helps in generating specific lists but also enables users to save these filters for future use. Here’s a comprehensive guide on how to use, save, edit, and delete search filters in CrownSIS.

## Using Advanced Search Filters

### Step 1: Access the Advanced Search Option

To start using search filters in CrownSIS:

  1. Navigate to any list you wish to filter—this could be a list of students, staff, or any other category available in the system.
  2. On the top panel of the list page, you’ll find an option labeled "Advanced Search." Click on it to open the advanced search settings.

![](https://help.opensis.com/galleryDocuments/edbsnb6cc8b83c55f9620202c8b9f95e5d855d566f7b8e9375ba371f1edbdb685094b97f817ae68c5efe2b622e3199b84121e?inline=true)




### Step 2: Set Your Search Parameters

Once in the advanced search section:

  1. You’ll be presented with various fields where you can enter specific parameters to filter the list. These parameters might include attributes like grade level, access information, enrollment status, staff role, or any other relevant data points.
  2. Enter the desired criteria for your search. For example, you could filter students by a specific grade or staff by their role within the school.

![](https://help.opensis.com/galleryDocuments/edbsn42496572646d3a76223c2bc7a04ebeb5853a85fca86515bf62010faca1a40674d3d0312caf90be6424e7ccd8e5b04a26?inline=true)




### Step 3: Execute the Search

After setting your search parameters:

  1. Click on the "Search" button. The system will filter the list based on the criteria you’ve set and display the results accordingly.
  2. Review the filtered list to ensure it meets your requirements.

![](https://help.opensis.com/galleryDocuments/edbsn74ff3e458933feeb241f1c687348a9acf2cecc4832f2a233d68af07f8a7acf1911dfdad6991ee6737bf01dd4ea0c9259?inline=true)




## Saving a Search Filter

### Step 4: Save the Filter for Future Use

Once you have a filtered list that you may need to reference in the future:

  1. Look at the top panel of the filtered list page. You’ll see an option labeled "Save Filter". ![](https://help.opensis.com/galleryDocuments/edbsn4897d15db2d802d9b8dc8a123a8f55a62049c72849848db0c9241cfe2f9d515a7a94092aa32a10fc7a468d2e6150735e?inline=true)
  2. Click on "Save Filter". A prompt will appear asking you to enter a title for the filter. Choose a descriptive name that reflects the parameters you’ve set, so it’s easy to identify later.

![](https://help.opensis.com/galleryDocuments/edbsn86cf510bdc39869d3283c7cd72a1de11d800a290720cf3c4e0ac9a5b04d70fab444ada9f0bd4940692e98129d52ea5dc?inline=true)

  3. After naming the filter, click "Save". Your filter will now be saved in the system for future use.



## Loading a Saved Filter

### Step 5: Apply a Previously Saved Filter

When you need to retrieve a filtered list using a saved filter:

  1. Go to any relevant list, such as a student or staff list.
  2. On the top panel, look for the "Load Filter" option. Click on it.
  3. A list of all your saved filters will appear. Select the filter name you want to apply.
  4. The list will automatically update based on the parameters saved in the filter, displaying the specific records you need.

![](https://help.opensis.com/galleryDocuments/edbsn3e0c85ca5f4ead723357012694f72b2d8c3bd8fb0d95ddb8682fa0b688519c3aeae05915cb5fa2619abd1d647c46dce6?inline=true)




## Editing or Deleting a Saved Filter

### Step 6: Manage Your Saved Filters

To modify or remove a saved filter:

  1. Click on the filter name you wish to edit or delete.
  2. You’ll be given two options: "Edit Filter" and "Delete Filter".

![](https://help.opensis.com/galleryDocuments/edbsn206150b5eabf35923cf259c939ba233e2b6bd1fe28ebb1772a03998525d2d4ca82136a159b7d87dc2dc4a8d33916aa88?inline=true)




#### Editing a Filter

  * If you select "Edit Filter," the saved parameters will be displayed. You can then adjust these parameters—add new criteria, remove existing ones, or make any other changes.
  * After making your adjustments, click "Update" to save the changes to the filter.



#### Deleting a Filter

  * If you no longer need a particular filter, you can simply click "Delete Filter." This action will permanently remove the filter from the system.

# Re Enroll Students

# Re-enroll Students

As an administrator, you can re-enroll students who are returning back to your school.   


  


Navigate to**Menu >> Students >> Re-enroll Student**

  


The system will show a list of inactive students that you can select to re-enroll.  


  


Select the students by clicking on the check box and fill out the Re-enrollment Date, Enrollment Code, and Grade Level.

  


![](https://help.opensis.com/galleryDocuments/edbsn77d6d38b59f7345f6ce84c3fce74159691466e25172f0c2025fc9159d43e05497a03c1e695d9539455a37701a9e5ce3b?inline=true)  


  


Click on **'Re-enroll Selected Students'** and the students will be re-enrolled in the school.  


  


You can view the student's record and go to the enrollment tab where you will see the new enrollment record has been created.

# Transfer A Student From One School To Another Within CrownSIS

**Step-by-Step Guide to Transferring a Student**  


#### Step 1: Access Student Information

  1. **Navigate to Students** : Start by logging into your SIS. From the main dashboard, go to the “Students” section.

  2. **Access Student Information** : Within the “Students” section, select “Student Information.” This will bring up a list of all students currently enrolled.

  3. **Filter the Student** : Use the available filters to locate the specific student you wish to transfer. You can search by name, student ID, or other criteria provided by the system.

![](https://help.opensis.com/galleryDocuments/edbsnf339c8904c9211ba6b9d58ae0f0429bf7950c048c525581b0f6f52a2624718515fd85292bcdaa1c2ca6a81deec412fa8?inline=true)




#### Step 2: Edit Enrollment Information

  1. **Select the Student** : Once you have found the student in the list, click on their name or ID to view their detailed information.

  2. **Go to Enrollment Information** : In the student’s profile, look for the “Enrollment Information” option on the left panel. Click on it to view all enrollment records associated with the student.![](https://help.opensis.com/galleryDocuments/edbsn5c80db8fb3d26e3eca369293cc486d6523d36e88bc9842c81b45088ec0fe6b4e56fe60c7250fc6441bdd134a21e954d1?inline=true)

  3. **Edit Enrollment Information** : At the top right corner of the “Enrollment Information” section, you will see an “Edit Information” button. Click on this button to begin editing the student’s enrollment details.![](https://help.opensis.com/galleryDocuments/edbsn8e89bbdc392ee516bd50602302ad1f2813c6c68b5dbc6eacbeef173ae1ac504061dc1d02ee86c817edf73070ecbf74bf?inline=true)




#### Step 3: Input Transfer Details

  1. **Enter Exit Date and Exit Code** : In the “Edit Information” section, you will need to provide the exit date and exit code for the student. The exit date should be the last day the student attended the current school. For the exit code, select “Transferred Out” to indicate that the student is being transferred to another school.![](https://help.opensis.com/galleryDocuments/edbsnedef38fb366eb6350762143a99fb5f46b24248c17c87d6021358d6758036447c07b3bccd3166b020d842520c2eab7766?inline=true)

  2. **Provide Additional Information** : After entering the exit code, additional fields will appear. These fields will include:

     * **Transferred To** : Specify the name of the school to which the student is being transferred.
     * **Grade Level** : Indicate the grade level the student will be entering at the new school.
     * **Program** : If applicable, select the program the student will be enrolled in at the new school.![](https://help.opensis.com/galleryDocuments/edbsn78a2cfb6c48b33853dbe5daa246ddd2d15ab41a9e1570e6d1b6998e3ea8d4c085551d7a7a8f74eaa6889561ee07ca6a6?inline=true)



#### Step 4: Finalize the Transfer

  1. **Update the Record** : After filling in all the necessary information, click on the “Update” button to save the changes.

  2. **Confirmation** : The student’s record will now be updated to reflect the transfer, and they will be officially transferred to the new school.  





  


![](https://help.opensis.com/galleryDocuments/edbsnd2e4a5b2f314589b3279458408021d67141ede58dbd422dc69f70a80ec3f26109113b03e4f3805dec39971f68c64edc7?inline=true)

# Tools

# End Of School Year Processing   Rollover

# End of School Year Processing - Rollover

Rollover is the functionality to move the school data from current school year to the next school year. Once a school year is rolled over, students can be promoted to the next grade and failed students can be retained to the same grade level. Also all the users, courses, calendars get rolled over to the next year. When the current year is ending you will receive a message on the CrownSIS homepage "Rollover Required".  


  


![](https://static.zohocdn.com/zoho-desk-editor/static/images/caution.png)

**Remember that rollover is an irreversible process and must be performed by the Superadministrator at the end or towards the end of the current school year. Once rolled over, your school data cannot be reversed to its earlier state. Therefore, please use caution.**

  


To rollover the school data go to **Tools >> Rollover**. Give the student re-enrollment date (_meaning the date the students should be active in the next school year, which is also the attendance start date and is usually the first day of school for students_), the marking period begin & end dates. If you have semesters and quarters defined for this school year, those marking periods will display automatically. You will have to provide the begin and end dates only.  


  


Course sections do not rollover, since these depends on the dates and availability of teacher and rooms. So you have to create the course sections again. Teacher and Student schedules do not rollover either. You have to schedule the students and teachers into correct course sections in the new school year.  


  


All other school items will rollover so you do not have to re-enter them.  


  


![](https://help.opensis.com/galleryDocuments/edbsncafcf14d1132badbd2daa6764c23b04d84a858804627e80c210317c80eb880b6f2ddd36f916a13658463c4dc1ff00825?inline=true)  


  


  


  


![](https://static.zohocdn.com/zoho-desk-editor/static/images/info.png)

Remember, you can do a premature rollover, meaning rolling over a school year before it actually ends. Schools often require to do this for planning purposes. If you perform a premature rollover, you can flip back to the current school year and complete all operations like usual. You will be able to set up the next school year and schedule teachers and students into courses sections and provide them with schedules for the new school year.

# How To Bulk Import Staff Into CrownSIS

Managing staff data for an educational institution can be a time-consuming task, especially when dealing with large numbers of personnel. Fortunately, CrownSIS offers a "Staff Bulk Data Import" feature that simplifies this process, allowing administrators to import multiple staff records simultaneously. This guide will walk you through the steps to successfully bulk import staff data into CrownSIS.  


## Step 1: Access the Staff Bulk Data Import Tool

To begin the process:

  1. Log in to your CrownSIS account with administrative privileges.
  2. Navigate to the "Tools" section from the main dashboard.
  3. Click on "Staff Bulk Data Import" to start the bulk import process.



## Step 2: Download the Data Import Template

Before importing staff data:

  1. In the first step of the import process, you will be prompted to download the data import template. This template is a spreadsheet designed to ensure that the data you input is correctly formatted for CrownSIS.
  2. Click on the download link to obtain the template file.
  3. Open the template in your preferred spreadsheet software (such as Microsoft Excel, Google Sheets, etc.)



## 

## Step 3: Fill in the Data Import Template  


With the template ready:

  1. Following the format and guidelines provided in the template, fill in the necessary staff information. The template will typically include columns for staff names, roles, contact information, and any other required fields.
  2. Ensure that all mandatory fields are completed accurately, as missing or incorrect data can lead to errors during the import process.
  3. Once all staff data has been entered, save the file in the format specified by openSIS. ![](https://help.opensis.com/galleryDocuments/edbsnb2d2c191320052d38b3a47aa8fbd07edcecc18305df88d95380de11d0979e3100f6cfcd7c9fc2b98a6b6015ec3ebaea8?inline=true)



## Step 4: Upload the Data Sheet

Now that your data sheet is prepared:

  1. Return to the "Staff Bulk Data Import" tool in CrownSIS.
  2. In the second step, you’ll be prompted to upload your completed data sheet.
  3. Click on the upload button and select the file from your computer.
  4. After uploading, the system will begin processing the data. ![](https://help.opensis.com/galleryDocuments/edbsnf3724a1e27833e6b4374959991f1c345a7f6245e40a0e5c6bdcb43e2ffcba5437d013e2dd1f6cea1d63a6c0e34685fb9?inline=true)



## Step 5: Confirm Field Mapping

Once the data sheet is uploaded:

  1. In the third step, the system will automatically recognize and map the fields from your data sheet to the corresponding fields in CrownSIS.  

  2. Review the field mapping to ensure that each column from your data sheet is correctly matched to the appropriate field in the system.
  3. If the mapping is incorrect, you may have the option to manually adjust the field mappings.  

  4. After confirming that everything is correct, proceed to the next step. ![](https://help.opensis.com/galleryDocuments/edbsn223882c89609f726824b3cf5a6e596942f13e57a2d961587d6f9118a8d3458a31994d409ac68a6c1cd9426945d359287?inline=true) ![](https://help.opensis.com/galleryDocuments/edbsnc658b3a2fcbd8fa8ca9745a59c9170f94951396054b66877a3ef50a029bb6d0fdbe439811695bd3ae492a99026646df6?inline=true)



## Step 6: Start the Import Process  


With the field mapping confirmed:

  1. In the final step, click on the "Start Import" button to begin importing the staff data into CrownSIS.
  2. The system will process the import and add the staff records to your database.



## Step 7: Handle Import Errors

If any errors occur during the import process:

  1. The system will generate a report detailing the issues that caused the data to be rejected.
  2. You can access this report by clicking on "View Report" in the Staff Bulk Data Import tool.
  3. The report will list the specific staff records that encountered errors, allowing you to identify and correct the problems.
  4. Additionally, you can download this list of staff records for further review and troubleshooting.

# How To Bulk Import Students Into CrownSIS

Bulk importing student data into CrownSIS is a straightforward process that allows school administrators to efficiently manage large numbers of students. This guide walks you through the steps to add or update student records in the CrownSIS system using the bulk import feature.

## Accessing the Student Bulk Data Import

  1. **Navigate to Tools** : Begin by logging into your CrownSIS portal. From the main dashboard, locate and click on the “Tools” option in the navigation menu.

  2. **Select Student Bulk Data Import** : Within the Tools section, find and click on “Student Bulk Data Import.” You will be presented with two options:

     * **Bulk import new students to the database**
     * **Bulk update existing student records**



## Adding New Students

### Step 1: Download the Data Import Template

If you wish to add more students, click on **“Bulk import new students to the database”**. This will initiate the first step, where you will be prompted to download the data import template. This template serves as a guide for entering the student data correctly.  


  


![](https://static.zohocdn.com/zoho-desk-editor/static/images/info.png)

If you have created custom categories and custom fields within the student record, this template will also include those fields.

  


  


![](https://help.opensis.com/galleryDocuments/edbsn583a9ef856e1d74859cdf16d6c51785d74ae978c38c157e39f019956c982b2b1a2e6017fb217ac0f7bbb597981a46a23?inline=true)  


  


### Step 2: Fill Out the Template

Open the downloaded template and fill in the necessary student information. Make sure to follow the template structure carefully to ensure that the data aligns with the fields required by CrownSIS. This typically includes details such as student names, ID numbers, grades, and other relevant information.

### Step 3: Upload the Data Sheet

Once you have completed the data sheet, return to the CrownSIS portal and upload the file. The system will process the file and recognize the fields contained in the sheet.  


  


![](https://help.opensis.com/galleryDocuments/edbsn0c54e10cdaafea651a616d52cfc1bae88d5379bb9fda3b5335bd8e3038388f041e14992b888d38f7165c20557b5ccf32?inline=true)  


  


### Step 4: Field Mapping Confirmation  


The CrownSIS system will automatically map the fields from your uploaded file to the appropriate fields in the system. Review the mapping to ensure that everything is correct. If any discrepancies are found, you may need to adjust the field mappings.  


![](https://help.opensis.com/galleryDocuments/edbsn583a9ef856e1d74859cdf16d6c51785d2602b7e5308b8b199ffe5c5e688526a28dfe4b5905e2d7fa4fb316c8af8477bb?inline=true)  


### Step 5: Import the Student Data

After confirming the field mappings, proceed with the import by clicking the option to start the import process. The system will begin importing the student data into the database.  


![](https://help.opensis.com/galleryDocuments/edbsn0cbf2f74f51098cea81710f5a87bdf179b2f130d7fb4ecfb3075ef1668da40b6d207838a0c2ce0ce62bc2b8812a2d490?inline=true)  


### Step 6: Review Import Report

If any errors occur during the import process, the data will be rejected, and you will be notified. To view details about any errors, click on **“View Report”**. This report will list the students whose data was not imported successfully. You can download this list for further review and correction.  


![](https://help.opensis.com/galleryDocuments/edbsn69863e2746a3dd89c00fff68314aa950595c5e687235a0524b43e0b5e29b7287893d78e400f02c86d291571ea5a66ae9?inline=true)  


  


## Updating Existing Student Records

To update existing student records, follow the similar steps outlined above but select **“Bulk update existing student records”** instead of the option to add new students. This allows you to modify existing student data without creating duplicate records.

### Step 1: Export Current Student List

To update existing student records, click on **“Bulk update existing student records”**. The system will prompt you to export the current list of students in an Excel format. This file will include an internal GUID column, which is crucial for the update process.  


![](https://static.zohocdn.com/zoho-desk-editor/static/images/caution.png)

Note: Do not delete the GUID column, as it uniquely identifies each student record and is essential for the system to update the records correctly. Only 100 student records can be updated at a time. If you have more than 100 students, delete those rows before uploading the file. Fill in or update data in the desired fields and upload the file.

### Step 2: Update the Data

Open the exported file and make the necessary updates to the student data. Ensure that the GUID column remains intact and unchanged.

### Step 3: Upload the Updated File

Once you have made the required changes, save the file and upload it back into the CrownSIS system.

### Step 4: Map the Fields

The system will prompt you to map the fields in your updated file to the fields in the CrownSIS system. Carefully review the mapping to ensure accuracy.  


![](https://help.opensis.com/galleryDocuments/edbsnb9ad04c63ac080221618a7cb1b46792bdef721371c980d1d06141c726fc6f481eaf13c7c92e494051f1d93e11e3ed63f?inline=true)  


### Step 5: Verify the Mapping

In the next step, verify the field mapping. This is your chance to double-check that all fields are correctly aligned with the system.  


![](https://help.opensis.com/galleryDocuments/edbsn9024126bccc7709134e36e17c5fc9f0e1c58613a4304074c6e988988439681a5d19c21a8d1160c42b2f8218692c1b2b8?inline=true)  


### Step 6: Start Importing the Updated Data

Proceed to import the updated data by clicking the start import option. The system will process the updates and apply them to the existing student records.

### Step 7: Review Import Report

If any student data couldn’t be updated due to errors, this information will be shown in the **“View Report”** section. You can download this report to see which records encountered issues and require further action.  


![](https://help.opensis.com/galleryDocuments/edbsnf1b988825972be4b40d94a47a4ad593c9a21cb0b8cacb562b729c910c48dd61ea79f0ca8f4bba80d31e9a404d96cfdaa?inline=true)  


  


By following these steps, you can efficiently manage student data in CrownSIS, whether you are adding new students or updating existing records. This streamlined process saves time and reduces the potential for data entry errors.

# How To Export Data From CrownSIS

CrownSIS allows a Superadministrator to download data in Excel format for portability. In the event you want to keep a backup of the data for yourself, or you have decided to move to a different platform, you can download the following data categories that are given below. Just click on the Excel icon to download data.  


  


![](https://static.zohocdn.com/zoho-desk-editor/static/images/exclamation.png)

Please note that transactional data like Student Attendance, Scheduling and Gradebook data cannot be exported.

  


These master data can be exported and recreated into a local database or a different SIS very easily.

  


![](https://help.opensis.com/galleryDocuments/edbsnf6357620d97ac77b41cf1000d7314b67782ef599747177164284edd00e7e21213bcbb8ce2a2608bf5b5746353cf09804?inline=true)

# How To Perform Rollover To A New Academic Year In CrownSIS

Rollover is the process of moving your school data from the current academic year to the next in CrownSIS. Once a rollover is complete, students can be promoted to the next grade, retained if necessary, and all essential school information—like users, courses, attendance codes, calendars, and settings—is copied to the new school year.

When the current school year is nearing its end, you will receive a message on the CrownSIS homepage stating: **"Rollover Required"**.

> ⚠️ **Important:** Rollover is **irreversible** and should only be performed by the **Super administrator**. Please make sure all prerequisites are verified before proceeding.

* * *

### ✅ Pre-Rollover Checklist (New Feature)

Before performing the rollover, CrownSIS now displays a **Pre-Rollover Checklist** to guide you through two critical prerequisites:

  1. **Grade Level Progression**  
Ensure all grade levels have the **"Next Grade"** defined, except the final grade in the school.

  2. **Student Enrollment Status**  
All continuing students must have their **"Next Grade at Current School"** option set.




To verify these, click on the **Review Grade Level Settings** and **Check Student Enrollment Records** buttons directly on the Rollover screen. Once you’ve confirmed that both are in order, check the box labeled:

> _"I have verified all settings above before proceeding."  
> _

![](https://lh7-rt.googleusercontent.com/slidesz/AGV_vUcJEOkM8KYg0E4elkeKkwPWpUnK4WHlvszPmocJP5Lc_-m-16jfdJA51q98fEuqhBQ7x9IGNISFHSPOeA9z9Y-LFKsGRQnPbsjYhSrXTCKIYb_L80w6O9dtDpZE-caMon20g4u5XQ=s2048?key=Pkev8a6txLJ5oDHbzC2zCnep)  


This acknowledgment is mandatory before continuing with the rollover.

* * *

### 📝 How to Rollover Your School Data

Once the checklist is verified:

  1. Go to **Tools** > **Rollover**.

  2. Enter the **Student Re-enrollment Date** — typically the first day of the new school year. This is when students will become active for attendance.

  3. Fill in the **Begin and End Dates** for the academic year and the marking periods (e.g., Semesters and Quarters). If you had them defined in the current year, the system will show the same periods for the next year—you’ll just need to input the dates.

  4. Click **Rollover** to begin the process.




After rollover, **log out and log back in** to view and work in the new academic year.

* * *

### 🔁 What Rolls Over and What Doesn’t

**✔️ Rolls Over:**

  * Users (Staff, Students, Parents)

  * Courses

  * Attendance Codes

  * School Settings and Calendars

  * Grade Level Setup and other master configurations




**❌ Does Not Roll Over:**

  * Course Sections

  * Teacher and Student Schedules




> Course sections and schedules depend on room and teacher availability for the new year. These must be set up again from scratch in the new school year.

* * *

### 🚧 Can You Perform a Premature Rollover?

Yes. CrownSIS allows you to do a **premature rollover** —before the current school year officially ends. This is useful for planning purposes. Once done, you can switch back to the current school year from the year switcher and continue daily operations as usual.

You can set up schedules, assign teachers and students to new course sections, and get ready in advance—without interrupting your ongoing school operations.

* * *

If you need further assistance, contact our support team or visit <https://CrownSIS.com>.

# How To Use CrownSIS Api

CrownSIS is built with APIs. The system allows Superadministrators to access this feature to retrieve data from the system via JSON payload.  


  


To access the API, navigate to**Main Menu >> Tools >> API**  


  


To start using the API, you have to generate an API key. Before you do that, click on the API Docs link to download and read how to use the API.

  


![](https://help.opensis.com/galleryDocuments/edbsna151093f9df0622e2206683a096c23f73889eab99f33fbb76b7f06eb94c1378556b46599b72d8a0bd77cc9a978ba5c6e?inline=true)

  


Click on the **Generate New API Key** and give it a title and click **Generate**.  


  


![](https://help.opensis.com/galleryDocuments/edbsnf6357620d97ac77b41cf1000d7314b67de04ea35ffe0c951b44662eaac10a0bf2845a658926ed352c8ab4653d9cbef6c?inline=true)  


  


Once generated, this Key value will be needed to access the APIs. You can generate multiple tokens and they will all be valid for accessing APIs.**__**

Check access of APIs by clicking the gear button and if access is turned off then turn-on access and update it.

![](https://help.opensis.com/galleryDocuments/edbsn358a2c72bc7b7978eddcc08d6ab18c369227038af8f6ffa0b26a17513c26c9da095da936672cfe6f21c56766b314c060?inline=true)  


![](https://help.opensis.com/galleryDocuments/edbsn90d1d301376e8a56969db7d2ffd7469134986ae8cd64280f3808f8c532fa11f73a02115971a027bd17855503e24eeab1?inline=true)  


You can test the APIs via [PostMan](https://www.postman.com).

**For School Details, do this:**

Your_opensis_URL/api/getSchoolDetails/academicYear/{ academicYear }

_Example:_

If API Key = TwP3Falr28vDS6cX8R8wCqCheopNzW4psUO9ibQaR/nsxCWlgpMvoQTfQmoTh78UfD

academicYear =2021

**Then URL will be**  


Your_opensis_URL/api/getSchoolDetails/academicYear/2021

  


Go to header section and write X-API-KEY and paste the value of API Key  


![](https://help.opensis.com/galleryDocuments/edbsnf6357620d97ac77b41cf1000d7314b6709514c63c6c7917c3b1968ea5cff150771a108003509c14c2a4bcb1643093a3a?inline=true)

**Screen Shots of JSON data returned to the browser:**

![](https://help.opensis.com/galleryDocuments/edbsn57a04d887bd12468f6220161172c59958c11a30c8a8e3db558e32c66e680a0057b3282e4c23c821e9e61b7ddbf2012e5?inline=true)

# System Access Log

The system access log is provided so that system administrators can keep an eye on unauthorized access to the system. Every access attempt is logged in the system with the user's email address, date and time stamp, name, profile, and IP address. The status shows whether login was successful or not. It also counts failed login attempts and can disable an user after multiple failed attempts. You can set the number of attempts under **Settings - > School -> Preference.**  


  


A search functionality between dates are provided so that you can view the access records within a specified date range. Clicking on the **Delete Log** will delete the records permanently. You can download the access log in **Excel** format by clicking on the Excel logo before deleting the records.  


  


![](https://help.opensis.com/galleryDocuments/edbsn83414e5c7e32f4edb3a6599c34ef304803247722c613f721574f17d1377c41cf473a9138a395be1f2a727321f85d470e?inline=true)  


  


![](https://help.opensis.com/galleryDocuments/edbsne4eebd517483bad6cc317bbbe2954401351031699520454b11cdcec4d098ecc3cc4837cb215f57510450ceaad7382647?inline=true)  


  


  


![](https://help.opensis.com/galleryDocuments/edbsnf7f20fd6621cfed91af852cda9959ad38c0d8a79c91edc9bec17ed94ef43ed4514315af6bb848bb65b8493cbdfd52848?inline=true)