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Docs / Schools guide

Data tables (master lists) #

Data tables are the school's master lists: classes, bus routes, hostel rooms, the fee schedule, subjects, vendors, students, staff and more. Forms read from them, so people pick from a list instead of typing, and related fields fill in by themselves.

The demo school has 19 data tables, including AdmissionClasses, TransportRoutes, HostelRooms, FeeSchedule, Subjects, Vendors, Students and StaffDirectory.

Create a data table #

  1. Open Data Table from the admin menu (tab Data Tables) and press the add button.
  2. Enter the Table Name (one word, for example TransportRoutes) and a Description.
  3. Add the fields (columns), for example RouteNo, RouteName, Stops, MonthlyFee. Choose a type for each: text, number, date and so on.
  4. Save.

Fill it #

Data Tables: the lists on the left; a table's fields on the right
Data Tables: the lists on the left; a table's fields on the right

The right side has three tabs: Data Table Details (name and fields), Upload Data and Values (the rows).

  • One row at a time: open the table, then Add Row, Edit Row or Delete.
  • Many rows at once: press Import (or use Upload Data), then Download Sample CSV to get a template with the right columns. Fill it in Excel, save it as CSV, then Choose File and Upload.

Use it on a form #

When you design a form (Forms and tags), link a group of fields to a data table and map each field to a column. When someone picks a value, the other mapped fields fill in.

Example: the Fee Receipt record is linked to Students. Picking the Admission Number fills the Student Name and Class.

Good to know:

  • A fill happens only when exactly one row matches what was picked.
  • Use one data table per group of fields.
  • Tables with a school column (such as Students and StaffDirectory) show each user only the rows of their own school. Other lists are shared by all campuses.

Options lists for drop-downs #

Short fixed lists, such as Blood Group, Leave Type or Payment Mode, are kept under Options Management instead of a full data table:

  1. Open the Options Table tab, create the list, and add its options (Option Name).
  2. Use it on any drop-down, radio or checkbox field.

Structure Options hold lists that differ per school or branch.

Common mistakes #

  • Typing master data into forms. If a value is used on more than one form, it belongs in a data table.
  • Changing a column name that forms use. The form link breaks. Add a new column instead and move the link.
  • Duplicate rows. Two students with the same admission number means nothing fills in. Keep keys unique.

Next: 7. Document groups and types