Programs, Terms, Levels and Subjects

A program is one school: its term, its tuition, its registration form, and everything taught inside it. Levels, subjects and groups are the optional vocabulary your classes are built from.

When you’d use this

You are opening a new school year and need a program with the right dates.
Your term dates moved and you need the classes to follow.
You want “Grade 1” to mean the same thing on every class, report and register.
You are entering Eid or a building closure so nobody is marked absent for a holiday.

Create the program

Sidebar, Nonprofit, Education, Education Programs.
Add a program. Give it a name, choose the educational program type, and set its term start and end dates.
Set its tuition now or later. Tuition lives on the program, so every family in it is priced the same way.
Open the program and go to Program console. The console’s Settings tab holds how the program is set up: attendance capture, its name and dates, the Term dates, the Tuition plan, the Registration form families use, and its Microsite listing.

The program screen itself carries three tabs: Participants, Details and Events. The console is where the teaching is built.

Prefer to be walked through it? The program’s Guided setup takes one question at a time, in stages: Rooms, Teachers, Create the program, Levels, Subjects, Groups, Classes, Students, Families. Skip anything this program does not use, and come back to it later. Classrooms are added under Locations, because you reuse them across every program.

Levels: the rungs students move along

A level is a curriculum rung a child progresses along, and it belongs to one program. Two programs can each teach a “Grade 3” without colliding.

To add levels: Program console, Levels tab. The tab answers “which levels does this program teach, and in what order do students move through them”. Each level also has its own record page, reachable from any class or group that uses it.

Three things to know:

Levels are optional. A memorization or tutoring program progresses per student, so it has no ladder, and the Levels, Curriculum and Groups steps never appear in its setup.
A rung is not always one school year. “Grade 6 to Grade 9” as a single rung a child sits in until they leave is a real answer, not missing data.
A level belongs to its own program. Tagging a group with another program’s level is refused, because the rung would put the cohort on a ladder its children are not on. Add the level to this program, or pick one of its own.

A level cannot be deleted while a group sits on it or a child is placed at it. Re-point the group to another level, or move the children’s placements, and the delete goes through. The refusal names what is holding it, with a count.

Subjects: what you teach

Program console, Curriculum tab. It answers “which subjects does this program teach, and which levels does each one serve”. Enter a subject once and tick the levels it serves, rather than entering it once per level.

Subjects are what classes are built from. A subject cannot be deleted while a live class delivers it; clear the class’s subject tag first, which is lighter than deleting the class.

Groups: who is taught together

Program console, Groups tab. It answers “which groups of students exist, what level is each one at, and how full is it”.

A group may sit at no level, and that is normal. It means the group spans several rungs, which is what a school does when a year is small. “Grade 1 + Grade 2 Boys” is one group covering two levels.
A group’s level is not the children’s level. Each child’s rung lives on their own placement. Changing a group’s level never re-grades the children in it.
A group can be deleted even when children have been in it. The children stay placed in the program at their own grade, just without a cohort handle. What blocks a group delete is a live class pointing at it; move those classes first.
Combining and splitting groups is an ordinary operation. They are exact inverses, offered without a warning, and neither ever re-grades a child.

Term dates and the school calendar

The Term dates section of Settings publishes dated items families read, in four kinds: exam, break, seminar and parent-teacher meeting. The list is fixed on purpose, so a school typing “Exams” on one date and “exam week” on the next does not end up with two categories and a parent filter that misses half the term.

A parent-teacher meeting date carries time slots. Add the times on the date itself and watch booked-of-capacity fill as parents book. The parent books, not the child, and the child’s name travels with the booking.

When the term moves

Edit the term on the program and Muin shows you a preview before it writes anything, splitting your classes into two lists:

Classes that move, because they still match the old term and nobody chose their dates.
Classes someone gave their own dates, which are left alone unless you tick to include them.

If you extended the term, check the affected classes’ meeting times afterwards and extend the schedule, so the new weeks actually have sessions. Moving the dates does not by itself create sessions for weeks that were never scheduled.

Days off

For one program: Program console, Settings, Days off, right under Term dates. Add a date, or a first and last day for a break, and a reason such as “Eid al-Fitr”.

For every program at once: Sidebar, Nonprofit, Education, Days off. A program page shows organization-wide days off as read only.

Either way, every class session on those days is cancelled with that reason, and so is any event following the program’s calendar. Attendance stops counting closed days, so nobody is marked absent for a holiday. Remove the day off and everything comes back exactly as it was. Enter holidays whenever you like: a class added afterwards already knows the days it does not meet.

What it affects

Term dates generate the sessions every class meets, which the register, the timetable, the teacher time clock and every attendance report read.
Days off cancel sessions and remove those days from attendance denominators.
A level is the axis year-end progression walks, so the ladder you build here is the one students move up.
Subjects drive the “which subjects were actually taught against the ones you say you teach” report.
Program sessions lists every session the program generated, for both program types.

When it goes wrong

What you see	Why	What to do
The Levels, Curriculum and Groups tabs are missing	The program is not set up to teach in levels	That is correct for a program with no ladder. Turn levels on in the program’s setup if you do need them
“‘Year 3’ is still in use by 2 section(s) and 14 placed student(s). Move them to another grade first.”	A level cannot be deleted while a group sits on it or a child is placed at it	Re-point the group to another level, or move those children’s placements, then delete
“‘Grade 1 Boys’ still has 3 class(es) assigned to it. Move them to another section first.”	A group cannot be deleted while a live class points at it	Move those classes to another group. Placements do not block a group delete
“‘Qur’an’ is still taught by 4 class(es). Move each one to another subject, or retire it, and try again.”	A subject cannot be deleted while a live class delivers it	Clear the class’s subject tag, or retire the class
“‘Year 3’ is already a level in this program.”	A level, group or subject name must be unique inside its program	Pick a different name, or edit the existing one
You cannot tag a group with a level	The level belongs to a different program	Add that level to this program, or pick one of this program’s own
“Tick at least one level. A subject nobody is taught cannot become a class.”	A subject was saved with no levels	Tick the levels the subject serves
You extended the term but the new weeks are empty	Moving dates does not create sessions	Open the affected classes and extend their meeting times

Next step

Build the timetable: Classes and the timetable.