The Secretariat module brings together the documents the school office issues:

Student data (name, date of birth, class, school year) is filled in automatically from Kinderpedia. Each document automatically gets a number from its series and is signed by an authorised signatory.

We recommend following the steps in order: first the setup (sections 1–2), then issuing documents (sections 3–7) and, finally, the advanced settings (sections 8–12).

Secretariat › Dashboard

In the left menu, open Secretariat. The first time, the Dashboard shows a message asking you to set up the module. Click Start setup. The Setup wizard opens, with 7 steps. On the left you see the steps and the state of each one.

Fill in the details printed on certificates: Name on documents (if it differs from the name in Kinderpedia), Fiscal code (CIF / CUI), Street and number, Locality, County, Postcode, Phone and Email. On the right you see how they print on a document. Fields left empty fall back to what Kinderpedia knows.

Choose what gets installed, on four tabs: Document types (certificates, each with its own series, for example ADE-2627), Award types, Exemption types and Roles. Untick what you don't use. Also choose the language of the wording, Romanian or English.

Optionally, upload the school logo (PNG, JPG or WEBP, up to 2 MB). The letterhead appears on all certificates, and you can change it any time in Settings › Documents & certificates › Document headers.

Click Add a signatory. Choose the Person from the school staff, then fill in Name on the document and Role on the document (for example Director). Default signatory adds them automatically to new documents. From Limit to a specific type you can choose which document types they may sign. Left unlimited, they may sign anything.

Choose a certificate from the list and see how it will look, with the school details and the letterhead. The preview issues nothing and consumes no number.

Optionally, turn on Open the inbound/outbound register and give it a name. A register opens for the current school year. If you also turn on Register issued documents automatically, every issued certificate automatically gets an outbound position in the register.

You see everything that will be created, grouped by category, verified against the school's data. Click the button to apply the setup and confirm. Nothing the school has already issued is changed. At the end, a confirmation shows how many document types, templates, series and signatories were created.

Secretariat › Dashboard

The dashboard shows the state of the documents. At the top, filter by period (Today, 7d, 30d, School year, Choose interval), school year, level and class. The Key figures cards show:

Below you have Search (by pupil, reference number, class or type), recent activity, Quick actions (generate a document, a diploma or an exemption) and the items awaiting review. With Customise you choose which cards appear on the dashboard.

Secretariat › Certificates › Generate certificate

Open Certificates and click Generate certificate. The window has 5 steps.

Step 1, Certificate type: choose the type. The label (RO or EN) shows the language of the document.

Step 2, Select template: choose the wording template. The default one is selected automatically.

Step 3, Select students: filter by school year, level or class, or search by name, and tick the student. You can choose up to 30 students at once; each gets their own certificate.

Step 4, Document details: check the Issue date. Under Purpose, write what the document is needed for. It's printed after “issued for:”, so write it as a phrase, not as a sentence. Under Validity choose Permanent, Date range or Hours (same day). The default signatory is already added.

Step 5, Preview: you see the certificate exactly as it prints and the number it will get. If a field is empty, a warning tells you which one, so you can go back and fill it in. Click Issue document.

The issued certificate opens right away. At the top right you download it with Download PDF or rebuild it with Regenerate PDF. The Document tab shows the status, type, student, class, academic year, purpose and signatory; the Audit trail tab shows every action taken on it.

Secretariat › Certificates › Register

The Register tab lists all issued certificates, with the number, type and purpose, student, signatory, who generated it and the status. Filter by issue date, type, class or status, or search by student, number or type.

From the ⋮ menu at the end of the row you have:

The Requests tab shows certificate requests sent by parents and pupils from the Kinderpedia app. Filter them by status, source and type.

Secretariat › Diplomas & Certificates › Generate Diploma

Open Diplomas & Certificates and click Generate Diploma. The window has 4 steps:

The issued diploma opens like a certificate, with Download PDF, Regenerate PDF and the Document and Audit trail tabs.

Secretariat › Exemptions › Add Exemption

Open Exemptions and click Add Exemption. The window has 5 steps:

After it's recorded, the exemption is Submitted. Click Approve or Reject. When approving you can tick the option to mark the absences in this period as justified, then confirm. An approved exemption shows who reviewed it and when, and can be Reopened.

From the exemption window you can also add documents later, edit the exemption or archive it (Archive record). The Audit trail tab shows who created and who approved it.

The Exemptions list is filtered by active period, type, status, justified absences and attached document.

Secretariat › Incoming/outgoing register

The register lists all documents coming into and going out of the school, with the registration number, date, type (Incoming or Outgoing), subject, sender or recipient, responsible person and status. At the top you see the open register and the next free number.

If you turned on Register issued documents automatically during setup, certificates and diplomas appear here on their own, as outgoing. For other documents (for example a letter from the school inspectorate), click Register a document. The gear at the top right opens the register settings.

Secretariat › Settings › School Profile

In School profile you change the details entered during setup: name on documents, fiscal code, logo, address and contact details. Click Save after making changes.

On the right, under Modules in use, choose which sections the school uses: Certificates, Diplomas & Certificates, Exemptions and Incoming/outgoing register. Switching a section off removes it from the menu. Nothing recorded in it is deleted, and switching it back on brings everything back.

Secretariat › Settings › Documents & certificates

The page has four tabs:

Secretariat › Settings › Diplomas / Exemption Types

In Diplomas you find the diploma types, the diploma designs and the award types.

In Exemption types you see, for each type, the internal code, who can access the documents (Open or Restricted) and whether a document is required. Medical and PE exemptions have restricted documents, because they may contain sensitive data. Change them from Edit. With Add exemption type you create a new type.

Secretariat › Settings › Permissions

Module access is granted in Kinderpedia and includes viewing the dashboard. What each user can do in the Secretariat is set here, through roles. The Users & Roles page has three tabs:

Secretariat › Settings › Activity Log

The Activity Log shows every action in the module: setup, issued documents, register entries, exemptions created and approved. For each one you see the timestamp, user, action, category and entity. Filter by date range, type or user. With Export you download the log.