Use this guide to configure Administration Defaults including how Timetables display AM/PM registration periods, and what information is required to record Staff Absences.
Access: The minimum permissions required to access Administration Defaults is found in the Administration Module of Config>Setup>Roles & Permissions

Go to Config>Admin>Administration Defaults

Use the options on the left to complete the following information:

- Lawful Basis for Data Processing – This is the reason for which you are storing personal data under GDPR. Choose Consent, Contract, Legal Obligation, Legitimate Interest, Public Task or Vital Interest see DfE Personal Information Charter for more information. Please note that if you select Consent then you will need to update each individual Student and Staff members Data Processing Consent to reflect their decision, whereas if you select any of the other options Data Processing Consent will default to Granted.
- FSM Review Cycle – When you add Free School Meal eligibility to a student, the Review Date will be automatically populated based on the option you select here. Choose 3,6 or 12 months from the dropdown.
- Max Length for Staff Code – Maximum length available for the Staff Code when creating a new Staff Member.
- Locality – Free text, this field is optional as it is no longer required for the Census.
- Town – Free text, this field is optional as it is no longer required for the Census.
- Administrative Area – Free text, this field is optional as it is no longer required for the Census.
- Default Regional Pay Spine Applied to Staff Pay – This is the Default Regional Pay Spine that will be applied when adding new Pay information to Staff Contracts. This cannot be changed if you do not tick Allow Multiple Regions in Scale Point Groups.
- Allow Multiple Regions in Scale Point Groups – If you have Staff Members whos Pay falls within different Regional Pay Spines, tick this box and when you add Pay information to a Staff Contract you will see an additional dropdown to select which Spine Region they will be paid under.
- Language List Type – Select Short List or Long List. If Short List is selected then when adding a Language to a Student or Staff Member you will see only 6 options (English, Believed to be English, Other, Believed to be Other, Not Obtained and Refused) whereas if Long List is selected you will see a full list of Languages.
On the right hand side, use the tick boxes to configure the following options.

- Make Student Address Field Available – Allows you to add Email Addresses for students from within the Add/Edit Contact Information section of the Student Profile. If this is unticked you will not be able to add Student E-Mail Addresses.
- Enable ‘Preferred Pronouns’ in Staff and Student Details Pages – Enables a Preferred Pronouns drop down on the Student and Staff details pages to enable you to record pronouns that are different to the pronouns generated based on the Sex field.
- When Sending Communications Using Dynamic Fields – When selecting Dynamic Fields for pronouns (for example when creating a Quick Letter) this determines whether the Preferred Pronouns or Sex-Based Pronouns will be used.
- Teacher Access to IT Default – This field is no longer required for Census.
- Only Create On Report Cards for Future Dates – With this selected On Report cards can only be created for future dates and cannot be back dated.
- Include AM Periods in Student Timetable – Determines whether the AM period will be included on the timetable for Students when running the Timetable report or viewing the Timetable through the Student Profile.
- Include PM Periods in Student Timetable – Determines whether the PM period will be included on the timetable for Students when running the Timetable report or viewing the Timetable through the Student Profile.
- Include AM Periods in Staff Timetable – Determines whether the AM period will be included on the timetable for Staff when running the Timetable report or viewing the Timetable through the Staff Profile.
- Include PM Periods in Staff Timetable – Determines whether the PM period will be included on the timetable for Staff when running the Timetable report or viewing the Timetable through the Staff Profile.
- Show Staff Name as Code in Student Timetable – Determines how the Staff Name is displayed in the Student Timetable. If this is ticked, the Staff Code will be displayed, if it is unticked, the Staff Name will be displayed.
- Show Private Notes as Warning Popup – With this option ticked, if a Private Note is added to a Student Profile then whenever a Staff Member opens the Student Profile a pop-up will be displayed containing the Private Note.
- Automatically record attendance code B after 5 days for student exclusions – When a Student has been Excluded for 5 consecutive days a B attendance code will automatically be entered for the Student.
- Hours lost for Staff Absences required – With this option ticked, when closing a Staff Absence you will be required to record Hours Lost before you can Save the absence record.
- Illness Category for Staff Absences Required – With this option ticked, when recording a Staff Absence with a Reason of Sickness or Personal (depending on the selection you make in Show Illness Category for Absences When field) an Illness Category will be required before you are able to Save the record.
- Show Illness Category for Absences when – Determines whether Illness Category is displayed for Sickness or Personal absences.
- Show all Staff Contracts by Default – When viewing Contracts in the Staff Profile, with this option unticked only Active Contracts will be displayed by default, with this option ticked, all Contracts, including past and future Contracts will be displayed.
- Show emergency contacts based on contact priority – When viewing Student Emergency Information, contacts will be listed in order of Contact Priority.
- Display End of Year Checklist – Determines whether or not the End of Year Checklist is displayed on the Dashboard.
- Show Access Arrangements based on Application Date – When viewing Access Arrangements on the Student Profile with this selected they will be ordered by Application Date rather than in the order in which they were added.
- Stop users making staff leaver if there are active timetables after leaving date – With this selected if someone attempts to process a Staff Member as a leaver whilst they still have
- Base Attendance Figures in Student Overview tab – Determines whether Attendance figures on the Overview dashboard are based on AM/PM or Class attendance.
Use this guide to configure Administration Defaults including how Timetables display AM/PM registration periods, and what information is required to record Staff Absences.
Go to Config>Admin>Administration Defaults

Use the options on the left to complete the following information:

- Lawful Basis for Data Processing – This is the reason for which you are storing personal data under GDPR. Choose Consent, Contract, Legal Obligation, Legitimate Interest, Public Task or Vital Interest see DfE Personal Information Charter for more information. Please note that if you select Consent then you will need to update each individual Student and Staff members Data Processing Consent to reflect their decision, whereas if you select any of the other options Data Processing Consent will default to Granted.
- FSM Review Cycle – When you add Free School Meal eligibility to a student, the Review Date will be automatically populated based on the option you select here. Choose 3,6 or 12 months from the dropdown.
- Max Length for Staff Code – Maximum length available for the Staff Code when creating a new Staff Member.
- Locality – Free text, this field is optional as it is no longer required for the Census.
- Town – Free text, this field is optional as it is no longer required for the Census.
- Administrative Area – Free text, this field is optional as it is no longer required for the Census.
- Language List Type – Select Short List or Long List. If Short List is selected then when adding a Language to a Student or Staff Member you will see only 6 options (English, Believed to be English, Other, Believed to be Other, Not Obtained and Refused) whereas if Long List is selected you will see a full list of Languages.
On the right hand side, use the tick boxes to configure the following options.

- Make Student Address Field Available – Allows you to add Email Addresses for students from within the Add/Edit Contact Information section of the Student Profile. If this is unticked you will not be able to add Student E-Mail Addresses.
- Enable ‘Preferred Pronouns’ in Staff and Student Details Pages – Enables a Preferred Pronouns drop down on the Student and Staff details pages to enable you to record pronouns that are different to the pronouns generated based on the Sex field.
- When Sending Communications Using Dynamic Fields – When selecting Dynamic Fields for pronouns (for example when creating a Quick Letter) this determines whether the Preferred Pronouns or Sex-Based Pronouns will be used.
- Teacher Access to IT Default – This field is no longer required for Census.
- Only Create On Report Cards for Future Dates – With this selected On Report cards can only be created for future dates and cannot be back dated.
- Include AM Periods in Student Timetable – Determines whether the AM period will be included on the timetable for Students when running the Timetable report or viewing the Timetable through the Student Profile.
- Include PM Periods in Student Timetable – Determines whether the PM period will be included on the timetable for Students when running the Timetable report or viewing the Timetable through the Student Profile.
- Include AM Periods in Staff Timetable – Determines whether the AM period will be included on the timetable for Staff when running the Timetable report or viewing the Timetable through the Staff Profile.
- Include PM Periods in Staff Timetable – Determines whether the PM period will be included on the timetable for Staff when running the Timetable report or viewing the Timetable through the Staff Profile.
- Show Staff Name as Code in Student Timetable – Determines how the Staff Name is displayed in the Student Timetable. If this is ticked, the Staff Code will be displayed, if it is unticked, the Staff Name will be displayed.
- Show Private Notes as Warning Popup – With this option ticked, if a Private Note is added to a Student Profile then whenever a Staff Member opens the Student Profile a pop-up will be displayed containing the Private Note.
- Automatically record attendance code B after 5 days for student exclusions – When a Student has been Excluded for 5 consecutive days a B attendance code will automatically be entered for the Student.
- Hours lost for Staff Absences required – With this option ticked, when closing a Staff Absence you will be required to record Hours Lost before you can Save the absence record.
- Illness Category for Staff Absences Required – With this option ticked, when recording a Staff Absence with a Reason of Sickness or Personal (depending on the selection you make in Show Illness Category for Absences When field) an Illness Category will be required before you are able to Save the record.
- Show Illness Category for Absences when – Determines whether Illness Category is displayed for Sickness or Personal absences.
- Show all Staff Contracts by Default – When viewing Contracts in the Staff Profile, with this option unticked only Active Contracts will be displayed by default, with this option ticked, all Contracts, including past and future Contracts will be displayed.
- Show emergency contacts based on contact priority – When viewing Student Emergency Information, contacts will be listed in order of Contact Priority.
- Display End of Year Checklist – Determines whether or not the End of Year Checklist is displayed on the Dashboard.
- Show Access Arrangements based on Application Date – When viewing Access Arrangements on the Student Profile with this selected they will be ordered by Application Date rather than in the order in which they were added.
- Stop users making staff leaver if there are active timetables after leaving date – With this selected if someone attempts to process a Staff Member as a leaver whilst they still have
- Base Attendance Figures in Student Overview tab – Determines whether Attendance figures on the Overview dashboard are based on AM/PM or Class attendance.