Academic Setup: Academic Years, Classes, Students, and Subjects

This guide is for admins and academic operators setting up core data in Aerish: academic years, classes, subjects, and student class placement. Schedules, attendance, grades, and online courses all rely on this data, so finish it first.

Before you start

• All menus in this guide live under Academic → Basic Setup. Admins have every permission. The Pengajaran role gets academic-data permissions by default, while Guru and Staf Pengajaran can usually only view. You can change each role's permissions under Users & Access → Access Control.
• A menu only appears if its module is part of your school's subscription.
• Students are accounts in the Pengguna group. Create or import student accounts under Users & Access → Accounts; see User Accounts and Access Control.
• The homeroom teacher is picked from accounts in the Guru group. There is no separate "homeroom teacher" role; it is a field on the class.

1. Create an academic year

Open Academic → Basic Setup → Academic Year (/admin/academic-year).

1. Click Add New.
2. Fill in Academic Year (for example 2025/2026) and Semester. Both are required.
3. Add a Description if needed.
4. Set Status to Active or Inactive, then save.

Only one academic year can be active. When you activate another one, the previously active year is switched to inactive automatically. Student class placements always go into the active academic year.

2. Create classes

Open Academic → Basic Setup → Classes (/admin/master-class).

1. Click Add New.
2. Fill in the fields below, then click Save.

• Class Name (required), for example "Class 7A".
• Level (required): SD, SMP, SMA, SMK, D3, S1, S2, or S3.
• Homeroom Teacher (optional): pick a teacher account. If the teacher has no account yet, the Add New option in this field opens the add-account page.
• Description (optional).

3. Create subjects

Open Academic → Basic Setup → Subjects (/admin/master-subjects) and click Add New.

• Subject Code and Subject Name, for example "MTK7" and "Mathematics".
• Type: National Curriculum (Merdeka/K-13), Cambridge International, International Baccalaureate (IB), Islamic Boarding School (Salaf/Modern), Ministry of Religious Affairs (MI/MTs/MA), or Other.
• Category: a free-text subject group (for example "General" or "Diniyah").
• KKM, Order, Description, and the Active switch.

The Save button turns on only after Subject Code, Subject Name, Type, and Category are filled in. After clicking it, confirm once more in the Confirm Save dialog. For a step-by-step walkthrough with screenshots, see How to Add a Subject.

Fill data faster with templates

The Classes, Subjects, and Rooms pages have a Gunakan Template (Use Template) button. It opens ready-made sample data, such as Template Master Kelas (SD, SMP, and SMA classes with the homeroom teacher left empty) and Template Master Pelajaran (general and pesantren subject packs). The template dialog is shown in Indonesian.

1. Click Gunakan Template.
2. Tick the rows you want to create (or Pilih semua data baru to select all new rows) and edit values if needed.
3. Click Terapkan yang Dipilih (Apply Selected).

Templates only add new data. Rows marked Sudah ada (already exists) are skipped, and existing data is never overwritten or deleted.

4. Place students in classes

Open Academic → Basic Setup → Students (/admin/students). The table lists students per class with their class teacher and year.

1. Click Set class. The Add Student Class page opens.
2. Choose a class in Select Class.
3. Type a name in Search Student and click Add for each student. Chosen students appear under Selected students.
4. Click Save.

The list only shows Pengguna accounts that don't have a class yet. Students are placed in the class for the active academic year.

Class Students page

The Class Students page (/admin/class-students) is not shown in the sidebar, but you can open it directly at that address. It shows a table of Student, Homeroom Teacher, Class, and Year, plus two short forms: the left one places one student in a class (Select Class, Select Student), and the right one moves several students at once (Select Target Class, Select Student).

5. Class promotion

At the end of the academic year, activate the new academic year first, then open Students → Class promotion. On the Set Class Promotion page, fill in Select Year and Select Previous Class, add the students who move up, choose Select Target Class, and click Save. The target class cannot be the same as the previous class. For the full walkthrough, see Setting Up Classes and Class Promotion.

Troubleshooting

• A student doesn't appear in Search Student. Check that the account is in the Pengguna group and has no class in the active academic year.
• "tahun ajaran aktif tidak tersedia" (no active academic year). No academic year is set to Active. Activate one under Academic Year.
• "User berikut sudah terdaftar di tahun ajaran …" (already registered in this academic year). The student already has a class in the active year. For class promotion, activate the new academic year first.
• A teacher is missing from Homeroom Teacher. Make sure the account is in the Guru group.

Next steps

• Class Schedules, Online Courses, and Online Quizzes
• How to Add Dormitory Rooms
• User Accounts and Access Control