> ## Documentation Index
> Fetch the complete documentation index at: https://docs.bizaxl.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Feature Overview

> A complete catalogue of every feature in College Management - what each one does, who uses it, what it depends on, and what happens next.

This page gives you a bird's-eye view of every feature in College Management. Read this before diving into individual feature pages - it will help you understand how everything connects and which parts of the system you need to set up before others.

***

## Feature Relationship Map

Every feature in College Management connects to the others. Here is how they flow:

```mermaid theme={null}
%%{init: {'theme':'base','themeVariables':{'fontFamily':'DM Sans','primaryColor':'#e7fdf6','primaryBorderColor':'#14f1b1','primaryTextColor':'#0f172a','lineColor':'#14f1b1'}}}%%
flowchart TD
  subgraph FOUNDATION[FOUNDATION LAYER]
    AY[Academic Year] --> AT[Academic Term]
    AT --> PR[Programme]
    PR --> CO[Course]
    CO --> TP[Topic]
    PR --> RM[Room]
    PR --> IN[Instructor]
  end

  subgraph STUDENT[STUDENT PIPELINE]
    SA[Student Admission] --> SAP[Student Applicant]
    SAP --> ST[Student]
    ST --> PE[Programme Enrolment]
    PE --> CE[Course Enrolment + Fee Records]
    CE --> SG[Student Group]
    SG --> CS[Course Schedule<br/>Timetable]
    CS --> ATD[Attendance]
    CS --> AP[Assessment Plan]
    ATD --> SAT[Student Attendance<br/>+ Leave Application]
    AP --> AR[Assessment Result]
    AR --> GR[Grades & Reports]
  end

  subgraph FINANCIAL[FINANCIAL PIPELINE]
    FC[Fee Category] --> FS[Fee Structure]
    FS --> FSC[Fee Schedule]
    FSC --> FE[Fees Invoice]
    FE --> SI[Sales Invoice]
    SI --> PR2[Payment Request Email]
    PR2 --> PA[Payment Recorded in Accounts]
  end

  FOUNDATION --> STUDENT
  STUDENT --> FINANCIAL
```

***

## Feature Catalogue

### 1. Academic Calendar Setup

**What it does:** Defines the time periods your institution operates within - academic years and the terms or semesters within them.

**Who uses it:** Academic Administrator, Registrar

**Business goal:** Establishes the calendar backbone that all other records - enrolments, schedules, assessments, and fees - are attached to.

**Typical usage scenario:** At the start of each year, the registrar creates "2025-26" as the Academic Year and adds "Semester 1" and "Semester 2" as Academic Terms. All records created during that year are linked to these.

**Status flow:** No workflow - these are reference records that are saved and reused.

**Upstream dependency:** None - this is the starting point for everything.

**Downstream impact:** Every enrolment, timetable, attendance record, assessment plan, and fee record requires an Academic Year. Without it, nothing else can be created.

**Records involved:** Academic Year, Academic Term

***

### 2. Programmes & Courses

**What it does:** Defines your institution's academic catalogue - the qualifications you offer (programmes) and the subjects within them (courses), down to topic level.

**Who uses it:** Academic Administrator, Registrar

**Business goal:** Creates the curriculum structure that students enrol into, that instructors teach, and that fees are attached to.

**Typical usage scenario:** The academic team creates a "Bachelor of Commerce" programme, adds courses like "Financial Accounting", "Business Law", and "Economics", and organises each course into topics by chapter or module.

**Status flow:** No workflow - these are reference records.

**Upstream dependency:** Academic Year must exist. Department records recommended.

**Downstream impact:** Students enrol in Programmes. Classes are scheduled for Courses. Assessments are planned per Course. Fee Structures are tied to Programmes.

**Records involved:** Programme, Course, Topic, Topic Content

***

### 3. Admissions

**What it does:** Manages the application process - creating admission rounds, receiving applications from prospective students, reviewing them, and converting approved applicants into enrolled students.

**Who uses it:** Admissions Officer, Academic Administrator

**Business goal:** Provides a structured pipeline for managing student intake without losing applicants or admitting the wrong candidates.

**Typical usage scenario:** The admissions team opens a new admission round for September intake, publishes it on the website, receives 200 online applications, reviews each one, and approves 150 - each of whom is then converted to a student record.

**Status flow:**

```mermaid theme={null}
%%{init: {'theme':'base','themeVariables':{'fontFamily':'DM Sans','primaryColor':'#e7fdf6','primaryBorderColor':'#14f1b1','primaryTextColor':'#0f172a','lineColor':'#14f1b1'}}}%%
flowchart LR
  AP[Applied] --> AV[Approved] --> AD[Admitted]
  AP --> RJ[Rejected]
```

**Upstream dependency:** Academic Year, Programme must exist.

**Downstream impact:** An approved and converted applicant becomes a Student record - the starting point for enrolment, fees, and all academic records.

**Records involved:** Student Admission, Student Applicant

***

### 4. Student Management

**What it does:** Maintains the official record for every enrolled student - personal details, contact information, guardian links, academic history, and exit records.

**Who uses it:** Admissions Officer, Academic Administrator, Instructor

**Business goal:** A single, accurate source of truth for every student that all other systems reference.

**Typical usage scenario:** A new student's record is created from their approved application. Guardian email addresses are added. The student is linked to a Bizaxl user account for portal access. When they leave, their exit date is recorded and the record is deactivated.

**Status flow:** Active (Enabled = Yes) → Inactive (Enabled = No, Date of Leaving set)

**Upstream dependency:** Student Applicant (recommended but not required). Academic Year.

**Downstream impact:** Student record drives enrolments, fee invoicing, attendance, assessments, and all reporting.

**Records involved:** Student, Guardian, Student Log, Student Category, Student Batch Name

***

### 5. Student Groups

**What it does:** Organises enrolled students into classes, batches, or course sections for the purposes of timetabling, attendance, and assessments.

**Who uses it:** Academic Administrator

**Business goal:** Creates the groupings that real teaching happens in - a class of students who share the same timetable and sit the same exams.

**Typical usage scenario:** For the new academic year, the administrator uses the Student Group Creation Tool to generate one group per course in the B.Com programme. Each group has 30 students and is assigned an instructor.

**Status flow:** Active → Disabled (when group is no longer needed)

**Upstream dependency:** Students enrolled via Programme Enrolment. Academic Year.

**Downstream impact:** Student Groups are the building block for timetabling (Course Schedules), attendance marking (Attendance Tool), and assessment planning (Assessment Plans).

**Records involved:** Student Group, Student Group Creation Tool

***

### 6. Timetabling

**What it does:** Schedules every class session by assigning a student group to a course, an instructor, a room, and a time slot. Produces a visual calendar of all sessions.

**Who uses it:** Academic Administrator, Instructor

**Business goal:** Ensures every student knows when and where their classes are, every instructor knows their teaching load, and every room is allocated efficiently.

**Typical usage scenario:** Using the Course Scheduling Tool, the administrator generates a full semester of classes for each student group - one hour per day, Monday to Friday, for 16 weeks - in a single operation. The timetable immediately appears on the calendar.

**Status flow:** No workflow - sessions are saved records on a calendar.

**Upstream dependency:** Student Groups, Courses, Instructors, Rooms must all exist.

**Downstream impact:** Course Schedule records are the reference point for taking attendance. Without a schedule, attendance cannot be linked to a specific session.

**Records involved:** Course Schedule, Room, Course Scheduling Tool

***

### 7. Attendance

**What it does:** Records whether each student was present, absent, or on approved leave for each class session. Supports leave applications and produces attendance reports.

**Who uses it:** Instructor, Academic Administrator, Student (leave applications)

**Business goal:** Maintains an accurate daily attendance register that can be audited, reported on, and used to identify students at risk of failing due to absences.

**Typical usage scenario:** Each day, the instructor opens the Student Attendance Tool, selects their group and the session, marks the two absent students, and submits. The whole process takes 30 seconds. At the end of the month, the registrar pulls the Monthly Attendance Sheet for each group.

**Status flow:**

```mermaid theme={null}
%%{init: {'theme':'base','themeVariables':{'fontFamily':'DM Sans','primaryColor':'#e7fdf6','primaryBorderColor':'#14f1b1','primaryTextColor':'#0f172a','lineColor':'#14f1b1'}}}%%
flowchart LR
  CL[Class takes place] --> AM[Attendance marked<br/>Present / Absent]
  AM --> LA[Leave Application submitted<br/>if absent with reason]
  LA --> OL[Attendance updated to On Leave<br/>once approved]
```

**Upstream dependency:** Student Groups, Course Schedules recommended (for session-linked attendance).

**Downstream impact:** Attendance data feeds three reports. Absence patterns can trigger pastoral interventions. Attendance Freeze Date protects historical records.

**Records involved:** Student Attendance, Student Leave Application, Student Attendance Tool

***

### 8. Assessments

**What it does:** Plans exams and tests, records student results against a structured grading scale, auto-calculates letter grades, and produces grade reports.

**Who uses it:** Instructor, Academic Administrator

**Business goal:** Provides a formal, auditable record of every student's academic performance - from the planning of an assessment to the final published result.

**Typical usage scenario:** The lecturer creates an Assessment Plan for the midterm exam - scheduling it, specifying the room, and defining that marks are split 60% theory / 40% practical. After the exam, they use the Assessment Result Tool to enter marks for all 45 students in 10 minutes. Grades are assigned automatically.

**Status flow:**

```mermaid theme={null}
%%{init: {'theme':'base','themeVariables':{'fontFamily':'DM Sans','primaryColor':'#e7fdf6','primaryBorderColor':'#14f1b1','primaryTextColor':'#0f172a','lineColor':'#14f1b1'}}}%%
flowchart LR
  APD[Assessment Plan<br/>Draft] --> APS[Assessment Plan<br/>Submitted]
  ARD[Assessment Result<br/>Draft] --> ARS[Assessment Result<br/>Submitted]
  GSD[Grading Scale<br/>Draft] --> GSS[Grading Scale<br/>Submitted]
```

**Upstream dependency:** Student Groups, Courses, Grading Scale, Assessment Criteria, Assessment Groups must all exist.

**Downstream impact:** Assessment Results feed three reports. Final grades can trigger progression or intervention decisions.

**Records involved:** Grading Scale, Assessment Criteria, Assessment Group, Assessment Plan, Assessment Result, Assessment Result Tool, Student Report Generation Tool

***

### 9. Fee Management

**What it does:** Defines how much each programme costs, generates fee invoices for every student in a group at once, sends payment request emails, and tracks collection status.

**Who uses it:** Finance Officer, Accounts Manager, Accounts User

**Business goal:** Ensures every enrolled student is billed correctly, on time, and that outstanding balances are visible and actionable.

**Typical usage scenario:** The finance officer creates a Fee Structure for B.Com Year 1 with a tuition fee and examination fee. They run a Fee Schedule targeting all B.Com Year 1 student groups. On submission, 150 individual fee invoices are created and payment link emails are sent to every student's guardian.

**Status flow:**

```mermaid theme={null}
%%{init: {'theme':'base','themeVariables':{'fontFamily':'DM Sans','primaryColor':'#e7fdf6','primaryBorderColor':'#14f1b1','primaryTextColor':'#0f172a','lineColor':'#14f1b1'}}}%%
flowchart LR
  FSD[Fee Structure<br/>Draft] --> FSS[Fee Structure<br/>Submitted]
  FCD[Fee Schedule<br/>Draft] --> FCS[Submitted] --> FCP[Partially Paid] --> FCC[Paid]
  FID[Fees Invoice<br/>Draft] --> FIS[Submitted] --> FIP[Partially Paid] --> FIC[Paid] --> FIX[Cancelled]
```

**Upstream dependency:** Fee Category, Fee Structure, Programme Enrolment (for students), Receivable Account.

**Downstream impact:** Fees records become Sales Invoices in accounting. Outstanding amounts update automatically as payments are received. Two collection reports track progress.

**Records involved:** Fee Category, Fee Structure, Fee Schedule, Fees

***

### 10. Instructors

**What it does:** Maintains a record for each teaching staff member - their name, department, status, and teaching log.

**Who uses it:** Academic Administrator

**Business goal:** Creates the instructor reference that is required for scheduling classes and planning assessments.

**Typical usage scenario:** Before building the timetable, the administrator creates an Instructor record for each lecturer. Records can be linked to Employee records in HRMS for integrated HR management.

**Status flow:** Active → Former

**Upstream dependency:** None.

**Downstream impact:** Instructors are assigned to Course Schedules (timetable) and can be assigned as Examiner or Supervisor on Assessment Plans.

**Records involved:** Instructor, Instructor Log

***

### 11. Tools

College Management includes five bulk-operation tools that automate tasks that would otherwise require hundreds of individual records to be created by hand:

| Tool                            | What It Does                                                                |
| ------------------------------- | --------------------------------------------------------------------------- |
| **Course Scheduling Tool**      | Generates a complete semester schedule for a student group in one operation |
| **Student Group Creation Tool** | Creates student groups for all courses in a programme at once               |
| **Programme Enrolment Tool**    | Bulk-advances students from one programme/year to the next                  |
| **Student Attendance Tool**     | Marks attendance for an entire group in one step                            |
| **Assessment Result Tool**      | Enters results for all students in a group against one assessment plan      |

***

### 12. Reports & Analytics

Nine built-in reports cover every major data need:

| Report                               | Category   | Primary User           |
| ------------------------------------ | ---------- | ---------------------- |
| Absent Student Report                | Attendance | Pastoral / Admin       |
| Student Monthly Attendance Sheet     | Attendance | Admin / Instructor     |
| Student Batch-Wise Attendance        | Attendance | Management             |
| Course Wise Assessment Report        | Assessment | Instructor / Admin     |
| Final Assessment Grades              | Assessment | Registrar / Management |
| Assessment Plan Status               | Assessment | Admin                  |
| Student Report Generation Tool       | Assessment | Registrar              |
| Student Fee Collection               | Fees       | Finance / Accounts     |
| Programme Wise Fee Collection        | Fees       | Finance / Management   |
| Student and Guardian Contact Details | Other      | Admin / Communications |

***

## Setup Sequence

When deploying College Management for the first time, set things up in this order:

<Steps>
  <Step title="Foundation">
    Academic Year → Academic Term → Department → Room
  </Step>

  <Step title="Academic Catalogue">
    Programme → Course → Topic
  </Step>

  <Step title="People">
    Instructor → Guardian → Student (or via Admissions)
  </Step>

  <Step title="Groupings">
    Student Group → Programme Enrolment
  </Step>

  <Step title="Finance">
    Fee Category → Fee Structure → Fee Schedule
  </Step>

  <Step title="Scheduling & Delivery">
    Course Schedule → Attendance → Assessment Plan → Assessment Result
  </Step>
</Steps>