Using KoAkademy

Using KoAkademy

This User Guide is for the people who operate the school: administrators, registrars, department heads, cashiers, and other authorized staff. It explains what to do in KoAkademy and what each setting changes. Installation, server configuration, programming, extensions, and APIs are kept in the separate Developer Docs area.

Start with your assigned workspace

After signing in, use the sidebar to open the area related to your responsibility. The exact pages and actions you see depend on your permissions.

If you are responsible for	Start here	What you normally do
School setup	System Management	Review school years, semesters, programs, roles, and enrollment availability.
Student records	Students	Create or update student information and review academic history.
Curriculum and classes	Curriculum and Classes	Prepare subjects, curriculum assignments, sections, schedules, and class capacity.
Enrollment	Enrollments	Review applications, resolve blockers, complete approvals, and monitor progress.
Tuition and payments	Finance	Review assessments, record payments, and complete payment verification.
Oversight	Dashboards and Reports	Monitor enrollment, finance, activity, and operational exceptions.

What this does

KoAkademy shows only the actions your account is allowed to perform. If a page or button is missing, ask an administrator to review your permission instead of sharing another person’s account.

For a complete map of capabilities and how they are switched on, see Platform Features. Dedicated guides cover the Admin, Faculty, and Student portals and the optional modules.

Initial setup

The first-time setup wizard (/setup) collects the administrator account, institution profile, regulatory curriculum framework (CHED PSG-aligned degrees, DepEd MATATAG and SHS tracks, or TESDA Training Regulations), academic period, branding, and feature toggles.

Selecting a framework pre-creates the matching programs:

• CHED — departments and degree/diploma records aligned to program PSGs (e.g., BSIT under CMO 25 s. 2015).
• DepEd SHS — the official tracks and strands (Academic, TVL, Sports, Arts and Design; revised two-track pilot available).
• TESDA — qualification records with NC I–IV and PQF levels, including diploma programs.
• DepEd MATATAG — records the framework, rollout phase, and grade-band learning areas (GMRC, Values Education, Makabansa).

Every catalog entry carries its governing issuance and source link; entries whose issuance could not yet be verified are flagged in the wizard. Everything can be adjusted later from System Management and Curriculum and Classes.

A safe daily workflow

1. Confirm the active school year and semester. This prevents records from being added to the wrong academic period.
2. Check alerts and unfinished work. Resolve blocked enrollments, incomplete documents, payment issues, or full classes before starting new work.
3. Use the purpose-built action for the task. Avoid changing reporting statuses simply to move a record forward.
4. Read the confirmation message. KoAkademy explains whether an action was saved, queued, rejected, or needs another step.
5. Review the result. Confirm the student, academic period, amount, and next responsible office before leaving the page.

Configure enrollment without code

Enrollment Blueprints control who may enroll, required documents, subject and class assignment, tuition and payment rules, approvals, and notifications.

Use this safe sequence whenever you configure enrollment:

1. Choose a preset and scope.
2. Change only what is different for that school, student type, program, or period.
3. Save the draft.
4. Simulate a representative student and resolve every blocker.
5. Publish the validated version.
6. Activate the policy engine only when the readiness checklist is complete.

Publishing or activating a blueprint affects future enrollments only. Existing legacy enrollments remain legacy, and active policy enrollments keep the snapshot they started with.

Continue with Enrollment Blueprints → Quick start — preset to activation in the navigation.

Before making an important change

• Confirm that you are working in the correct school and academic period.
• Read the “What this does” and impact guidance beside the setting.
• Test configuration changes with simulation before publication.
• Add clear change notes so another administrator can understand the decision later.
• Use rollback or reopen only through the authorized action provided by KoAkademy.

Looking for technical setup?

Choose Developer Docs at the top of this page for installation, Docker deployment, environment configuration, contribution workflow, and extension development. Choose API Reference for integration endpoints and request formats.