Action Menus: Add Units

Administrator - Add Units Menu

The "Add Units" menu allows administrators to add new units to the system. It offers three distinct options for adding units, including the ability to add new subjects, educators, or students. Administrators can add units in two ways:

  1. Manual Addition – Administrators can add units individually, one at a time.
  2. Bulk Upload – Administrators can upload multiple units at once using a dedicated Excel file.

• Adding Subjects

The first view of the Add Units button is the Subjects page where administrators can configure and add new subjects to the system either manually or in bulk. 

Manual Subject Registration

Manual Subject Registration

The following data is required to manually create a new subject unit:

  • Subject Name
  • Institution (refers to the institution the subject will be assigned to)
  • Department (Refers to the department within an institution to which the subject will be assigned.)
  • Subject summary (refers to a brief description of the subject)
  • Subject ID (refers to a unique identifier for the subject)
  • Subject type (Mandatory or Elective)

After configuring the details, the administrator can click the Confirm button to finalize the creation of the new subject unit.

Note: Administrators can use the "+Add New Subject" button to configure and add multiple subjects simultaneously. However, this process remains manual and requires the manual entry of information for each new subject added.

Bulk Subject Registration

Bulk Subject Registration

The bulk upload workflow for Subjects utilizes a straightforward three-step procedure designed for ease of use and an optimized user experience.

1. Excel File Upload

Administrators can upload subjects in bulk using a dedicated Excel file containing the following information: 

  • Subject name - The name of the subject 
  • Subject ID - A unique identifier for required each subject 
  • Subject type - Whether the subject is mandatory or elective 
  • Educator - The educator assigned to the subject 
  • Summary - A summary of the subject

To optimize the process and minimize the potential for errors, a preconfigured Excel file is provided for download. Once downloaded, the administrator is required to populate the file with the necessary information before uploading it.

Note: If the subject bulk upload occurs before the educator bulk upload, the Educator column must remain empty. If the educator bulk upload is complete, the Educator column should be populated with the respective educator IDs, separated by commas if multiple educators are assigned to a subject. Additionally, if the subject bulk upload occurs after the educator bulk upload, administrators can manually assign educators to subjects during the Manage Data step.

2. Assigning Faculty & Department

After uploading the Excel file, the next step is to select the faculty and department where the subjects will be registered.

3. Manage Data

Administrators can then review and manage all entries, including editing names, email addresses, subject types, and unique identifiers. Additionally, administrators can assign educators to the bulk-uploaded subjects, before proceeding with the final registration of the subjects. 

Note: Administrators can only assign educators to bulk-uploaded subjects in this step if the educators already exist in the system.

• Adding Educators

The second view of the Add Units menu is the Educators page where administrators can configure and add new educators to the system either manually or in bulk. 

Manual Educator Registration

Manual Educator Registration 

The following data is required to manually create a new educator unit:

  • Full name (first name and last name)
  • Institution (refers to the institution the educator will be assigned to)
  • Department (Refers to the department within an institution to which the educator will be assigned.)
  • Assign Subjects (provides the ability to assign subjects to the new educator during configuration)
  • Email 

After configuring the details, the administrator can click the Confirm button to finalize the creation of the new educator unit.

Bulk Educator Registration

Bulk Educator Registration

The bulk upload workflow for Educators utilizes a straightforward three-step procedure designed for ease of use and an optimized user experience.

1. Excel File Upload

Administrators can upload educators in bulk using a dedicated Excel file containing the following information: 

  • First Name - The first name of the educator 
  • Last Name - The last name of the educator 
  • Email - The email that will be used by the educator 
  • Unique Identifier - A unique identifier specific to each educator 
  • Subject ID - Corresponding subject IDs for subjects that will be assigned to the educator

Administrators can download a predefined Excel template and fill it with the required information.

Note: If the educator bulk upload occurs before the subject bulk upload, the Subject ID column in the Excel file must remain empty. If the subject bulk upload is complete, the Subject ID column should be populated with the respective Subject IDs, separated by commas if multiple subjects are assigned to an educator. Additionally, if the educator bulk upload occurs after the subject bulk upload, administrators can manually assign subjects to educators during the Manage Data step.

2. Assigning Faculty & Department

After uploading the Excel file, the next step is to select the faculty and department where the educators will be registered.

3. Manage Data

Administrators can then review and manage all entries, including editing first names, last names, email addresses, and unique identifiers before proceeding with the final registration of the educators. Additionally, administrators can also assign subjects to the bulk-uploaded educators in this step. 

Note: Administrators can only assign subjects to bulk-uploaded educators in this step if the subjects already exist in the system.

• Adding Students

The third view of the Add Units menu is the Students page where administrators can configure and add new students to the system either manually or in bulk. 

Manual Student Registration

Manual Student Registration

The following data is required to manually create a new student unit:

  • Full name (first name and last name)
  • Institution (refers to the institution the student will be assigned to)
  • Department (Refers to the department within an institution to which the student will be assigned.)
  • Student ID (a unique identifier for the new student, optional)
  • Email

After configuring the details, the administrator can click the Confirm button to finalize the creation of the new student unit.

Bulk Student Registration

Bulk Student Registration

The bulk upload workflow for Educators utilizes a straightforward three-step procedure designed for ease of use and an optimized user experience.

1. Excel File Upload

Administrators can upload students in bulk using a dedicated Excel file containing the following information:

  • First Name - The first name of the student
  • Last Name - The last name of the student
  • Email - The email that will be assigned to the student
  • Unique Identifier - A unique identifier for each student

2. Assign Faculty & Department

After uploading the Excel file, the next step is to select the faculty and department where the new students will be registered.

3. Manage Data

Administrators can then review, edit, and manage all entries, including first names, last names, email addresses, and unique identifiers.  

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