Student records
Programmes, subjects, the curriculum and the student record, every change kept.
Records and admission
Timetable sync
Students sign in to the portal, electives, attendance, exam registration and the app with Wise Timetable’s student list. Wise Ed writes its students into that list: with a preview the office presses, every night, and, if the school wants, a few minutes after a change.
- Every student previewed before anything is written
- Through the door other systems already use
- Every run kept, student by student
What it does
A student Wise Ed knows and the timetable does not cannot sign in anywhere: the enrolment number finds them in the timetable’s list, their e-mail there is where the sign-in code goes, and their groups decide which timetable they see. So the sync is part of every Wise Ed school.
- Students. A Wise Ed student who is active or paused and has an enrolment number is added to the timetable’s list when missing; one already there has their first name, last name and e-mail refreshed. An e-mail is only ever set, never blanked.
- Groups, by a mapping. The student’s enrolment this year — programme, year of study, branch — becomes timetable groups through a mapping the screen fills in from the timetable and the office confirms.
- Graduates and those who withdrew, if the school wants, are taken out of their groups and subjects. Their row stays: attendance, electives and exam registration keep their history on it, and a graduate still signs in for their certificates.
- When: off until the school decides; then by hand from the preview, or every night at the hour the school chooses and, if it wants, a few minutes after the last change.
- Every run kept — by hand, nightly or after a change — with its counts and what it did to each student, field by field. The student’s own page shows theirs.
- Through the door integrations use, never around it: the same writer that other student systems call, with the same narrow rights in the timetable.
How it goes
The state
The first screen shows whether the timetable takes its students from Wise Ed, the mode, the last and the next run, how many students are in step, to add, to change or cannot be synced, and how many could receive a sign-in code.
The mapping
Programme, year and branch to timetable groups, filled in from the groups nearly every student of that year is already in. The office confirms it before any group is written.
The preview
Student by student and field by field, what a push would write, and why a student cannot be written. Nothing is written until somebody presses the button.
The push
One button for everybody, or one per student. If somebody changed a student between the look and the press, the screen asks before it writes.
Every night
The same push, by the server, at the school’s hour. Whatever it could not write waits in the office’s work queue.
Three things it never does
- It never takes a student out of a group somebody else put them in. A lab subgroup the planner assigned, or the lectures of another year a repeating student also attends, stay. A school that wants the mapped groups fully managed chooses so, and is asked when it does.
- It never touches a timetable student Wise Ed does not know. Such rows are counted and listed as “only in the timetable”, never changed.
- It never guesses who is who. A student is matched on the enrolment number exactly. A number spelled with a space, shared by two rows or carried under another number is held with its reason, because writing would make a second person or change the wrong one.
Rules that keep it safe
- A large deactivation is asked about. A push that would deactivate more than a tenth of the synced students is asked first; the nightly run leaves those out and says so in the work queue.
- One run at a time per school, so the office’s button and the nightly run never interleave.
- The timetable must know where its students come from. Until it does, a publish from the desktop replaces the timetable’s student list and erases what the sync wrote. The first screen shows that switch, and only the people who administer Wise Ed at the school may turn it on.
- A new student needs an e-mail address, or the school’s address pattern, because a student nobody can mail cannot receive a sign-in code. One without is held and named.
Questions about the timetable sync
Does the sync change our timetable?
Only the student list and its group memberships, through the writer integrations use. Programmes, lessons, rooms and lecturers are read, never written.
Does it start writing on the first day?
No. It is off until the school chooses by hand or every night, because moving the student list into Wise Ed is a decision made with the school. The preview works from the first day, so the office sees what a push would do.
What happens to a student who is not in the timetable yet?
They cannot sign in to the portal or the app until they are. Their record carries a badge, the work queue counts them, and the next push adds them.
Does the sync touch the students’ subjects in the timetable?
It keeps them as they are. A student whose subjects could not be carried over exactly is held rather than written, and the preview says why.
Works with
Each module works on its own. These are the ones it does more with.
Built on Wise Timetable
Why a student office on the timetable’s own data does what others cannot.
Student portal
“My study” on a phone: what is next, progress, invoices, documents, requests.
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.