The Activity Calendar module brings together all the activities and disciplines of your institution. From here you set up the timetable, plan activities for each class and record students' attendance, grades and observations.
We recommend following the steps in order: first the configuration, then the disciplines, and only at the end the planning in the calendar.
Contents
1. How do I open the Activity Calendar module?
In the left menu, click Activity Calendar. At the top of the module you find these tabs:
Calendar: view the timetable and filter it by school interval, group, tag, classroom, discipline or assignee. Print it with the Print button at the top right;
Planner: schedule activities in the calendar;
Planned Activities: the list of activities already scheduled;
Main Activities: the list of your institution's disciplines;
Configuration: timetable, evaluation and classroom settings;
Activity observations history: all changes to grades, attendance and absences.
2. How do I set the calendar's time interval?
Activity Calendar › Configuration › Activity Calendar
Open Activity Calendar and click the Configuration tab.
In the Activity Calendar sub-tab, set:
Smallest time interval for an activity, for example 10 or 15 minutes;
Calendar - start hour and Calendar - end hour. Activities can only be planned within this interval.
Working days are configured in the School Year Structure settings. To change them, click Change Working Days. Here you also find:
Show non-working days: non-working days appear in the calendar, in view mode only. You can't plan activities on them.
Activity attendance based on check-in: if daily check-in was done in Daily Reports and Timeline, students are automatically marked present or absent when an activity of the current day is opened. This way you don't have to mark attendance separately for each activity;
Auto check in time buffer: the grace period during which a student checked in as present is still considered present at an activity that has already started;
Auto check in trigger: who triggers the automatic marking by opening the activity (for example whoever opens the activity).
Finally, click Save.
3. How do I add a classroom?
Activity Calendar › Configuration › Classrooms
In the Configuration tab, open the Classrooms sub-tab and click the green + Add classroom button.
In the window that opens, fill in the Name, choose a Color and click Save.
The classrooms you add appear in the list. With the buttons next to each classroom you can edit or delete it, and the list can be exported with Print, PDF, CSV or XLS. Once added, you can assign classrooms to activities in the timetable and filter the calendar by classroom.
4. How do I set the weight of exams in the final average?
Activity Calendar › Configuration › Evaluations
In the Configuration tab, open the Evaluations sub-tab and go to Grade types settings. For EXAM, fill in the percentage in Final average weight (%), then click Save.
5. How do I set up a grade type that doesn't affect the average?
Activity Calendar › Configuration › Evaluations
Sometimes you want to give grades that don't count towards the average in the gradebook, for example for practice tests. For this, create a separate grade type:
In the Configuration tab, open the Evaluations sub-tab.
At the bottom of Grade types settings, click + Add new grade type.
Fill in the name of the grade type and turn off Affects average from gradebook.
Click Save.
To use this grade type for an activity, plan the activity in the calendar (see section 11). Then click it and, in the panel that opens, hover over the Grade Type row. Click Edit and select the type you created. Choose which activities the change applies to (see section 13), then click Save.
A grade type you added can be deleted with the red button next to it. Deleted types stay in the list, greyed out, and you can restore them with the green button. The default types, Note / Insigne and EXAM, are locked and can't be deleted.
6. How do I set up badges?
Activity Calendar › Configuration › Evaluations
In the Evaluations sub-tab, under Define skills and badges to your activities, you can add and change badges:
to add a new badge, click Add a badge;
to rename a badge, click its name. Below the name, fill in the short form, for example FB for “Foarte Bine”;
to stop using a badge, click Archive. A badge already used in past evaluations can't be deleted or renamed, only archived;
to change the icon, click the icon and choose another one.
Finally, click Save. The badges then appear for all disciplines that use the Badges evaluation type.
Who sees evaluations and observations
At the top of the Evaluations sub-tab, under Evaluations and observations in the Parent / Student applications, choose who can see them, on mobile and on the web: parents and students, parents only, students only, or nobody.
7. How do I add a discipline / activity?
Activity Calendar › Main Activities
Open the Main Activities tab and click the green + Add Activity button.
Note! If a discipline is taught in several classes (for example Maths in grades 5–8), you don't need to add it separately for each class. Add it once and make it available to all those classes.
In the window that opens, fill in:
Access for: the classes the discipline will be available to. For the whole school, leave All Groups;
the Activity Name, Color and Icon, so you recognise it easily in the timetable;
Staff only: the activity is visible only to staff members;
Class Activity: the activity is available to the whole class once you plan it;
Individual activity: the activity is available only to certain children, whom you select after planning (see section 16);
Attendance: when it's on, you can give grades, badges and observations only to children marked present. Activity attendance is not linked to daily check-in.
Under Evaluation Type, choose how students are evaluated: No Evaluation, Smiley Faces, Grades (from 1 to 10), Points (from 1 to 100) or Badges.
Paid activities
If the activity is paid separately, turn on Price and fill in the amount and currency. Then choose the Billing Method:
for all activities planned in the calendar: every scheduled activity is invoiced, whether the student was present or absent;
the activities are invoiced with the presence: only activities where the student was marked present or with an unapproved absence are invoiced.
Finally, click Save.
Tip: the new discipline appears in the list on the left of the Planner, but it isn't scheduled automatically. You can change the classes it's available to later, by editing the discipline (see section 8).
Importing disciplines from the curriculum
Instead of adding disciplines one by one, you can import them from the list of disciplines of the Romanian education system. In the Main Activities tab, click the grey Import Discipline button at the top right. For each discipline you see the classes it will be assigned to. Untick the disciplines you don't need, then click the import button at the bottom of the page.
Note! If you tick a discipline you already have in your school, it is imported again and assigned to the classes of its study level. You can delete it afterwards.
If you don't see the Add Activity button, your account doesn't have permission to add disciplines. Ask a manager of your institution to change your access.
8. How do I edit a discipline / activity?
Activity Calendar › Main Activities
In the Main Activities tab, click Edit on the row of the discipline you want to change.
You can reach the same window from the Planner tab: select the class, click the eye icon next to the discipline in the list on the left, then edit the activity. In the edit window you can change the classes with access, the name and color, the Staff only and Individual activity options, the evaluation type and attendance, and the price. Finally, click Save.
Note! If the discipline already has planned activities, a warning appears at the top of the window. The changes apply to planned activities from the date chosen in Starting with. The Individual activity and Staff only options are not changed for activities already planned.
9. How do I merge duplicate disciplines?
Activity Calendar › Main Activities › Merge Disciplines
Usually one discipline per study level is enough, for example one “Maths” with badges for primary and one with grades for secondary. Sometimes the same discipline appears several times, for example two “Geography” disciplines, both graded from 1 to 10 and with attendance. You can merge these duplicates into one.
In the Main Activities tab, turn on Merge Disciplines. Search for the discipline in the search field, check the Evaluation Type and Attendance columns and tick only the duplicates. Then click the red Merge Selected Disciplines button. The number in brackets shows how many disciplines you ticked.
Note! Select only disciplines with the same evaluation type.
In the window that opens, check the selection. If you added a discipline by mistake, click Remove next to it; this only takes it out of the selection. With at least 2 disciplines selected, click Next.
In the last step, the top of the window shows how many scheduled activities will move to the new discipline and how many of them already have evaluations or attendance.
Below, set up the new discipline: name, color and evaluation type. You also have two options:
Overwrite scheduled activities title: the new name also appears in the timetable;
Display in Gradebook: the new discipline is also shown in the gradebook.
Click Merge Disciplines. With Back you return to the previous step.
Note! Merging can't be undone.
All grades, attendance and absences of the merged disciplines move to the new discipline. The old disciplines are archived and can be restored from Main Activities › view archived disciplines.
How do I check whether a discipline is scheduled twice in the timetable?
Sometimes the same discipline ends up scheduled twice in a class timetable, for example once as recurring and again, separately, on a few days. In this case the discipline also appears twice in the Gradebook, and grades and absences are split between the two.
In Activity Calendar, select the class and check the list of disciplines on the left of the Planner. Then switch the calendar to Month view to see all the month's activities. The correct version is the recurring one, for example every Tuesday; the duplicate usually appears only on a few isolated days.
In the Gradebook, select the class and open the disciplines filter. If the same discipline appears twice, it is scheduled twice in the timetable.
To fix it: click the duplicate activity and check whether it has grades or absences, and write them down. Delete the duplicate activity with Delete. If the lesson must exist on that day, plan the correct discipline on the same date without recurrence (see section 11), then add back the grades and absences you noted.
Note! When you delete the duplicate activity, the grades and absences recorded for it are deleted too. Write them down first and add them manually to the correct discipline.
10. How do I remove a discipline from the list?
Activity Calendar › Main Activities › Edit
Disciplines are no longer deleted, they are archived. In the Main Activities tab, click Edit on the discipline's row. At the bottom of the window, click the red Archive Discipline button.
The archived discipline no longer appears in the Planner or in the gradebook, except for activities already planned. You can reactivate it at any time from Main Activities › view archived disciplines.
Note! All activities planned for this discipline in the future are deleted.
11. How do I plan an activity in the calendar?
Activity Calendar › Planner
Open the Planner tab and select the class under Display activities from. The list on the left shows the disciplines available to that class.
Hold down the discipline you want and drag it into the calendar, on the day and time it takes place. If the schedule changes, you can move the activity to another slot at any time. To change an activity's length, drag its bottom edge up or down.
12. How do I clone, empty or import the timetable?
Activity Calendar › Planner › Configurator Calendar
In the Planner tab, click the purple Configurator Calendar button at the top right. The Clone Calendar, Empty Calendar and Import timetable buttons appear above the calendar.
Cloning the calendar
If the timetable repeats from one week to the next, you don't have to build it again. Click Clone Calendar. On the page that opens:
check the class the cloning is done for;
under Select school year, choose the year you copy the timetable to. You can also clone it into next school year;
tick the weeks you want to copy the timetable to. Select All ticks them all;
choose what happens to activities already planned in those weeks: delete them all, delete only those without grades or absences, or keep them and add the new activities next to them.
Confirm with the button at the bottom of the page. The cloned weeks are marked with a green tick, and the activities appear in the Planner.
Note! Check the current week's timetable before cloning. All selected weeks get exactly the same activities. If the copied week is included in the selected period, its activities will be duplicated.
Emptying the calendar
To delete several activities at once, click Empty Calendar. You have two options:
Delete all activities from current calendar view: deletes the activities visible on the current page, for the selected class;
Clear all future planned activities: deletes all the class's activities from the date chosen in Date Start.
Importing the timetable from aSc Timetables
If your school's timetable is made in aSc Timetables, you can import it into Kinderpedia. Export it from aSc as an XML file, then click Import timetable:
choose the School year;
under Import from and Import to, choose the period in which activities are created. By default it is the whole school year; narrow it if the timetable is valid only for one semester or up to a certain date;
under Select XML file, choose the file exported from aSc;
click Upload and parse.
A six-step wizard follows: upload, groups, teachers, disciplines, classrooms and preview. At each step you match the items in the file with those in Kinderpedia, for example class “8A” in aSc with “Clasa a VIII-a A”. Some matches are suggested automatically, so check them. Rows left without a match are not imported; if you need them, first add the class, teacher, discipline or classroom in Kinderpedia.
You can stop at any time and continue later. Imports you started appear under Recent imports, with their status, and you resume them with Resume.
13. How do I change a planned activity and set the assigned teacher?
How editing works
Click the activity in the calendar. The details panel opens, where each field is edited directly: hover over the row and click Edit on the right.
For Grade Type, Activity Name, Classrooms and Description, choose which activities the change applies to before you click Save:
Only this activity: only the activity you opened is changed;
for recurring activities, all the repetitions of the activity, or those in the same week;
Date range: choose the start and end date, and the change applies to the activities in that range.
If you change your mind, click Cancel.
The assigned teacher
Hover over the Assigned Teacher row and click Edit. The Assign teacher window opens, with three tabs:
Teachers: the institution's teachers;
Staff Members: the rest of the staff;
Public Activity: the activity has no specific assignee. All teachers with access to the class can record attendance and grades.
Click the person you want, then close the window with Close.
Note! Once you set an assigned teacher, only they can record grades and absences for that activity, except staff with special access. For all the class's teachers to manage the activity, choose Public Activity.
14. How do I add a description or a file to an activity?
Click the activity in the calendar. In the details panel:
hover over the Description row and click Edit. Write a text or add a link, for example to a YouTube video, that students can click. Choose which activities it applies to (see section 13) and click Save;
to attach a file, click Upload file on the Files row and choose the file from your computer.
From the same panel you can also:
change the Activity Name of scheduled activities without changing the discipline. Grades and absences stay in the gradebook under the original discipline;
give students an assignment with New Assignment;
add a tag under Tags or a classroom under Classrooms;
write Staff Comments, which only teachers see, not parents or students.
Note! Renaming the activity in this panel doesn't change the discipline it belongs to in the Gradebook. For example, if you rename an activity from “Geography” to “Biology”, grades and absences will still appear under “Geography” in the gradebook.
15. How do I make an activity recurring?
Click the activity in the calendar. Hover over the Repeat row and click Edit. In the window that opens, fill in:
Repeat every: every week, or every 2, 3 or 4 weeks;
Repeat on: tick the days the activity takes place;
Start and End: for example from today until the end of the school year.
Don't forget to click Save.
The activity then appears automatically in the timetable, following the rule you chose, until the end date. The rule is shown in the activity panel; to change it, click Edit again. Recurring activities have [R] in front of their name, for example “[R] Maths”.
16. How do I set an individual activity or one with students from different classes?
When you add or edit the discipline, turn on Individual activity (see section 7).
Plan the activity in the calendar (see section 11).
Click the activity in the calendar.
In the details panel, hover over the Activity visible for row and click Edit.
Click + Add Students and choose the students who take part. You can also select students from other classes.
For a recurring activity, choose whether the change applies to this activity only or to all repetitions.
Click Save.
Individual activities show the pink Individual activity label at the top of the panel.
The same discipline with two tracks (for example Sciences and Humanities)
If in the same class a discipline is taught on two tracks, for example Maths Sciences and Maths Humanities, don't create two disciplines. Use a single one, with Individual activity turned on:
Create the discipline (for example Maths) and turn on Individual activity (see section 7).
Plan the activity in the calendar for the first track. In Description, write the track, for example “Maths Sciences”.
Under Activity visible for, add only the students on this track and set the recurrence, for example until the end of the school year.
Repeat the steps for the second track, in the same time slot, with the description “Maths Humanities” and its students.
Tip: in the Gradebook the discipline appears only once, with all students' grades, whatever their track.
17. How do I delete an activity from the calendar?
Click the activity in the calendar, then the red Delete button at the bottom of the details panel.
If the activity is recurring, a window opens where you choose to delete only this activity or all the recurring activities. The second option deletes all repetitions, starting with the selected activity.
To delete several activities at once, use Empty Calendar (see section 12).
18. How do I add attendance, grades and observations?
Select the class, go to the week the activity is scheduled in and click it in the calendar. On the right you see the list of students, with two tabs: Class attendance and Class grading. Both work the same way: first select the students, then choose the action. Click a student's name to select them, or use Select all for the whole class.
Attendance
In the Class attendance tab, select the students. Then, at the bottom, click Present, Late attendance or Absent.
Absences appear under the student's name, as approved or unapproved, with the reason. To approve an absence, select the student and approve it.
Approving an absence in the mobile app
Kinderpedia Teacher app › ☰ › Daily Timeline
In the Teacher app, open Daily Timeline, choose the class and the day, then tap the discipline. In the Observations tab, absent students show Unapproved absence. Tap the Abs icon next to the student.
In the window that opens, turn on Approved absence and choose the Reason: Sick, Holiday, Home Day, Parent approval or Other. With + Add attachment you attach a note (photo, file or voice recording). Under Observations you can write a message, visible to the parent. Tap Save.
Tip: to approve absences over several days or for all disciplines at once, use the Gradebook. See the Gradebook guide.
Grades, badges and observations
In the Class grading tab, select the students. At the bottom, choose the grade or badge and, if you want, write an observation in the Description field. Then click Save.
Note! Students marked absent appear greyed out in Class grading and can't be graded.
19. How do I delete a grade or an attendance record?
Select the student's class, go to the week the activity is scheduled in and click it in the calendar. In the list on the right, click the student's name to select them, then click the delete button at the bottom. To delete a grade, do the same in the Class grading tab.
All deletions remain visible in Activity observations history.
20. How do I add observations in the mobile app?
Teachers can also add absences, observations and badges in the Kinderpedia Teacher app:
Go to Daily Timeline and select the discipline / activity.
Tap Observations.
Select the students and set attendance manually if needed.
Select the present students, then tap the grading button.
Choose the grade or badge, write the observation and tap Save.
21. How do I find an activity in the timetable?
Search by name
Activity Calendar › Planned Activities
If you don't know when an activity was scheduled, open the Planned Activities tab and type its name in the search field. The list shows the date and time of each occurrence in the Date column and the class in the Class column. With Edit you change the activity directly. The list can be exported with Print, PDF, CSV and XLS.
Calendar filters
Activity Calendar › Calendar
In the Calendar tab, use the filters on the left to show activities from a School interval, or only those of a group, tag, classroom, discipline or assignee. Then click Filter. Once you choose a group, the Display meals option also appears.
At the top right, choose the Month, Week or Day view. Use the arrows to move through the school year; Today brings you back to the current day.
22. How do I see optional classes together with the main class?
In the Calendar tab, select the main class under Groups. Below it, the secondary classes / groups associated with it appear. Tick the ones you want to see and click Filter. Their activities appear in the same timetable as the main class.
To associate optional classes, go to Student Groups, select the current school year and click the main class. The Linked with optional classes column shows which classes are already associated.
On the right, check that the class is enabled for the current school year and click manage optional classes. In Select which secondary classes are linked with the primary class, add the classes from the list or remove them with x. Finally, save the association.
23. How do I see the history of grades, attendance and absences?
Activity Calendar › Activity observations history
Here you see all grades, attendance and absences recorded for timetable activities, with every change: who made it and when. Open the Activity observations history tab.
Filters
Date range: the period in which the changes were made;
Child: a specific student;
User: the teacher or staff member who made the change;
Action: added, updated or deleted.
With the buttons on the right, under Type, choose which records you see: Evaluations, Attendance or Absences. Each row shows the discipline and date of the activity, the student, the record, the user who made the change, the date of the change and the Status.
Evaluations
In Evaluations you see the grades, badges and observations given. For example, a grade that was changed appears with the status updated.
Attendance
In Attendance you see the students marked present or late. Deleted attendance records appear crossed out, with the status deleted.
Absences
In Absences you see whether the absence is approved or unapproved and its reason, for example “Sick”. When an absence is approved later, the change appears with the status updated.
All changes to a record
Click a row to open the Evaluation and attendance history window. Here you see, for that student and activity, all changes in order, from newest to oldest: the grade, the attendance, the user, and the exact date and time. For example, you can see that a student got a 5, then the grade was changed to 7 and then to 10, by the same teacher. Close the window with Close.
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