Guides
Guide for administrators
The settings at the foot of the office’s menu: set once, read rarely. Most of them are open only to the people on the school’s configAdmin list, which Wise Technologies sets up; the others can be given to a role. Every change here is kept in the screen’s history.
- Switching a module off deletes nothing
- Roles are off until the first one is saved
- One API key per system, with only what it needs
Before you start
There is no separate PDF guide for administrators yet. The last three chapters of the office guide (PDF) — country and document languages, roles, and code lists — are written for the people who set Wise Ed up.
Switch modules on and off
Open Modules
Every module of Wise Ed and the timetable’s student modules, grouped, each with who notices it, what it goes with and who switched it last. Only the configAdmin people see this screen.
Read what goes with it
A module that needs another switches that one on too, after asking; switching off a module others need switches them off too, after asking.
Switch, with a reason
Write a few words under Why for the log, and press the switch. Off hides the module for the office, lecturers and students alike, and deletes nothing.
Set its rules
Its settings opens the module’s own rules screen.
Build roles
A school starts with roles off: every office user sees every screen. Saving the first role switches roles on, and the screen first says how many office users would see only the overview.
New role
Open Roles and press New role. Name it after the work it is for, such as “Student office - finance”, with a Note on who it is for.
Open the menu items
Under What the role opens, choose No, View or View and change for each menu item; Whole section sets a section at once. Where the school has several campuses, limit the role to some.
Save the role
Press Save the role.
Give it to people
Under People in this role, search for a name, e-mail or code and press Add. Roles add up: “change” in one wins over “view” in another, and a change is enforced at once.
Set up campuses
Add a campus
Open Campuses and press New campus: its code, name and town. With two or more, every screen shows where a student studies and documents name the campus as their place of issue.
Mark the main one
The main campus is the school’s seat; enrolments not placed yet count as it.
Place the enrolments
Place enrolments sets the campus on many enrolments at once, with a preview first.
Limit roles
On Roles, a role can then be limited to its campuses.
Adjust a code list
Open All code lists
One card per list — the grade scale, kinds of programme, modes of study, kinds of enrolment and others — with how many values it has and how many records carry them.
Change the words
Each value has its code, its words in each document language, what it means to the rules, whether it is offered, and its order. A code is never renamed: add a new value and switch the old one off.
Answer the questions
Switching off a value that records carry is asked first, with the count; the records keep it. Only a value no record carries is removed.
Save the list
A list marked Review before use loses the mark when it is saved.
Choose the document languages
Open Country and languages
The country is set by Wise Technologies and decides the national ID number, reporting, the payment slip, the currency and the starting grade scale. To change it, write to Wise Technologies.
Main language
Decisions, certificates, letters and invoices are issued in it unless somebody chooses another.
Second language
The language a bilingual document adds; the Diploma Supplement carries it on every line, usually English.
Further languages, then Save
Tick the languages a single-language document may also be issued in. A language whose texts nobody has reviewed is allowed; its texts start in English until the school words them.
Make an API key
Until roles are on, only the configAdmin people see API keys. The documentation for the system’s developer comes with the key.
New key
Open API keys and press New key. Name it after the system that uses it; its calls are logged under that name.
Tick only what it needs
Reading and changing are separate — an ERP that books invoices reads them and does not change students. Write grades is for a system the school trusts with grades, such as its LMS.
Set the limits
The addresses it may be used from, Works until, calls a minute, and the campuses whose students it sees.
Make the key, and revoke it later
Press Make the key. Revoke it when the system is no longer used.
Connect Zapier or a webhook
Decide what may leave
In Apps and webhooks, under What may leave Wise Ed, switch on only the personal data the events need: e-mail and phone, home address, birth, national ID, request answers, invoice lines. Health, accommodations and support records never leave.
Connect Zapier
Open Zapier, make a Zap, search for the app “Wise Ed”, sign in with your Wise Ed account and press Allow. While the app is private, Wise Technologies sends the invitation link.
Or make a webhook
New webhook sends the events you tick to an https address of your own — Make, n8n, Power Automate or a server of the school — each delivery signed with the webhook’s secret.
Watch the deliveries
Deliveries lists every event sent, newest first, with its state: Waiting, Sent, Failed or Not sent.
Take a full export
Open Full export
Under the school’s own heading in the menu; it is a right of its own in the roles, and no module switch hides it.
Prepare the full export
It takes a few minutes; you may leave the screen. The file appears below when it is ready and is kept for 7 days.
Download and check
One ZIP: a CSV per table, the real files, README.txt, format.html and schema.json, and SHA256SUMS.txt to prove no file was changed. Passwords and keys are not included.
Set up admissions counsellors
Give people the ready role
Roles, the ready role Admissions counsellor, add the people. At a school without roles the screen asks first, because roles then switch on. Any other role can carry the counsellor tick too.
Choose who gets a new enquiry
Relationships, Settings, the admissions box: off, in turn, or in turn per programme — then tick each counsellor’s programmes.
The morning list
Switch on the daily list of follow-ups and choose its hour; Show what it would say now previews it.
Switch the enquiry form on
Open Enquiry form
Under Relationships. Choose the fields — required, optional or not asked — write your texts, and paste the link to your privacy notice.
Name the websites
Websites that may show the form: one per line. Left empty, any website may show it, and the screen says so.
Switch it on
Tick Take enquiries through the form and save. The preview works before and after.
Decide what lecturers may do with their students
Open the lecturers’ settings
Lecturer self-service, Settings, the section on students and attendance.
Two switches
Whether lecturers may download the list of a subject’s students, and whether they may take attendance by hand without the QR code. Every download is logged.
Questions from administrators
Who is on the configAdmin list?
The people Wise Technologies names when Wise Ed is switched on for the school. They always see every screen and manage roles and modules; to change the list, write to Wise Technologies.
Who can open Wise Ed at all?
Anybody whose lecturer record in the timetable carries the Administrator tick. Without it a role changes nothing.
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.