Help
Questions schools ask
The questions a head of a student office, a vice-dean or the school’s IT asks first, grouped by theme. Each answer is short and leads to the page that says more.
- Short answers, each with its page
- What is not built yet, said so
- Anything else: ask us
Wise Ed in general
What is Wise Ed?
A student information system for higher education, built on Wise Timetable by Wise Technologies: admission and enrolment, exams and grades, fees, requests, theses, lecturers’ work and portals for students and parents, in one application for the student office. See the overview.
Who uses it?
The student office every day; lecturers on the web timetable they already use; students and parents on their phones; IT where the keys are. See who it is for.
Can we use only some of the modules?
Yes. The core is always on; every other module is switched on in one panel, and off again without losing anything. See administration.
In which languages does it work?
The office screens are in thirteen languages and each user picks their own. Documents are in the school’s own languages, which the school sets.
What does it cost?
Tell us about your school and we will send you a quote. The quickest way is the contact form, or a demo on your own data.
What does it not do yet?
Everything not built is on one page, said plainly and without dates: what it does not do yet.
Can future students ask us something before they apply?
Yes. A web enquiry form — hosted by Wise Ed, or embedded in the school’s own website — puts each question on one page per person and gives it to an admissions counsellor. See enquiries and campaigns.
Wise Ed and the timetable
Do we need Wise Timetable to use Wise Ed?
Yes. Wise Ed runs on a Wise Timetable database and takes the programmes, lecturers, lessons, exam dates and the students’ sign-in from it. Every Wise Ed school has Wise Timetable; a Wise Timetable school does not need Wise Ed. See built on Wise Timetable.
We are not on Wise Timetable yet. What then?
We set the timetable up, import the timetable the school has today, and its timetable web pages are up within a few days. Then Wise Ed is switched on for the same database.
Can Wise Ed change our timetable?
Only the student list and its group memberships, through the timetable sync, with a preview. Lessons, rooms, programmes and lecturers are read, never written.
Where are exam dates planned?
In Wise Timetable’s exam module, which also books the rooms and takes the registrations. Wise Ed keeps the records and the grades, and its rules decide who may register. See exams and grades.
How are lecturers’ hours counted?
From the lessons the live timetable says they taught, the ones hidden from the web included. The lecturer checks the month and the office approves it. See lecturers’ work.
Data and moving over
We have years of records in another system. How do they come in?
What the timetable knows comes over in one action. Students, subjects, curriculum rows, enrolments, historical grades and payments come in through the import wizard. Tell us what the old system holds before you plan the move. See getting started.
Can we try an import without changing anything?
Yes. The dry run does the whole import with every rule and takes it back; an applied import can still be undone. See data in and out.
How do this year’s applications come in?
From the national application system’s export (eVŠ in Slovenia), any spreadsheet, or typed in at the counter. See admission and enrolment.
Can we export any list to Excel?
Every list of the office exports to Excel or CSV under its current search and filters. Where the school has roles, exporting is a right of its own, and every export is logged.
Can we take all our data out?
Yes, with one button and without asking us: every table as CSV, the real files, a description of every column and a checksum of every file. See the full export.
Students
Do students need another password?
No. They sign in with their enrolment number and a six-digit code sent to their e-mail, or with the school’s Microsoft account where it uses one — the same sign-in as attendance, electives and exam registration.
What do students see?
“My studies” on a phone: what is next, progress against the curriculum, invoices, documents, requests and the thesis — only their own. See student portal.
Can students enrol online?
Yes. Every year they fill in the enrolment form on a phone or the web, find last year’s data already there, choose electives and confirm with a one-time code. The office reviews and approves it. See admission and enrolment.
Can students hand in requests without paper?
Yes, with attachments, and they follow each request’s status. The answer is a numbered decision as a PDF. See requests and decisions.
Can a student see how far they are from the degree?
Yes. The degree audit shows every requirement as met, in progress or missing, with a what-if for another programme and a progress report anybody can check. See degree audit.
Can an employer check a student’s certificate or diploma?
Yes. Certificates, decisions, diplomas and supplements carry a verification code, and a QR code leads to a public check that needs no sign-in. See completion of study.
Lecturers
Can lecturers enter grades themselves?
Yes, on their own page of the web timetable: the records where they are an assessor, the grade grid, coursework, and a PDF of the record to sign. The school decides whether a lecturer signs the record off or hands it to the office.
Can a lecturer set how the subject is assessed?
The subject holder defines the scheme — parts, points, weights, minimums and grade bands — and the other lecturers enter points. Wise Ed proposes the grade with its reasons; the examiner confirms it. See assessment.
Where do lecturers share materials?
Per subject, on their own pages: files and links, published when they choose, for the students who take the subject. See course materials.
What happens when a lecturer is absent?
The lecturer reports the absence on their own page, and the office covers or cancels each lesson. See lecturer self-service.
Can lecturers get the list of their students without asking the office?
Yes. “My students” lists each subject’s students with their groups, programme and year, filtered by group and exported to Excel or CSV — unless the school switches exports off. See lecturer self-service.
Can a lecturer take attendance without a projector?
Yes, by roll call on their own page, for today’s lessons and those of the last days — on the same list the QR code fills. See attendance.
Money
Does it issue invoices, or only track them?
It issues them: its own numbering without gaps, a PDF with a payment QR code, the payments matched from the bank statement, credit notes for mistakes, and a period’s invoices and payments exported for the accountant. See finance.
How are payments matched?
From the bank statement (camt.053): by the reference, by an invoice number in the text, then by amount and name. A payment that fits several invoices, or none, waits in the work queue.
Which payment slip is on the invoice?
The country’s: in Slovenia the UPN QR, in Serbia the IPS QR, and the EPC QR any SEPA banking app reads, used for Croatia. Other countries’ slips are built when the first school there needs them.
Can a company or a sponsor pay for a student?
Yes. An employer, a sponsor or a ministry is set up once as a payer in finance, and can be given access to the invoices addressed to it. See third-party access.
Does it handle discounts, scholarships and refunds?
Yes. Discounts and scholarships are rules that become their own lines on the invoice; refunds and aid paid out are approved by two people and leave as a payment file for the bank.
Can the office let a student off a fee?
Yes, as a waiver: asked by one person and approved by another, with the reason. An open charge is reduced or cancelled; an issued invoice gets a credit note. See finance.
Privacy
Can we limit what each clerk sees?
Yes. Roles are built by unlocking menu items, as view or view and change, and can be limited to campuses. The server checks them on every call. See data and privacy.
Who can see a student’s health information?
Only a person whose role opens that screen, and every look is logged. Examiners see the adjustment, such as extra time, never the reason. See accommodations.
Can parents see their child’s grades?
For an adult student, only what the student grants, per person and per part of the study, withdrawn at any time. For a minor, what the school sets. See third-party access.
Is every change logged?
Yes, with who and when, field by field. A grade is corrected by a new entry, an invoice by a credit note, a document by a new issue.
Is there help with our data protection impact assessment?
Two templates, for third-party access and for accommodations, on data and privacy.
Integrations
Is there a public API?
Yes, and it is part of the licence. The school makes its own keys with scopes, expiry, an address allow-list and a rate limit; the documentation comes with the key. See integrations.
Does it work with Zapier?
Yes: nine events, actions and searches, with the clerk connecting as herself. It is available on request as a private integration for now.
Does it work with Moodle?
Yes. Courses and enrolments go to Moodle, and through LTI 1.3 Wise Ed opens inside a course in Moodle, Canvas, Brightspace or Blackboard. See LMS integration.
Can our accounting program read the invoices and payments?
The accounting files under Finance carry the school’s accounts and cost centres, in the format its program reads. In Slovenia, an invoice also goes out as an e-SLOG 2.0 e-invoice.
Setting up
How does a school start?
We switch Wise Ed on for the school’s timetable database, the office takes over what the timetable knows in one action, completes the rest and sets its rules. See getting started.
We teach in several places. Does it handle that?
Yes. Students, programmes, documents and rights per campus; a school with one campus sees no campus anywhere. See campuses.
Does it report to our national register?
In Slovenia, to eVŠ, batch by batch, with every problem in plain words. Another country’s register is added when the first school there needs it. See national reporting.
Who sets our country and grade scale?
Wise Technologies sets the country when Wise Ed is switched on, and it brings the grade scale, currency and payment slip. The grade scale and other lists are then the school’s own code lists. See administration.
Can we see it on our own data first?
Yes. Book an online presentation and we show the same jobs your office does today, with your programmes. Request a demo.
See Wise Ed on your own school
Book an online presentation. We will walk through how your student office works today and show you the same job in Wise Ed — with your programmes, not a demonstration dataset.