Your academic structure is created for you from a template. This page explains what gets seeded, what you actually confirm during Quick Launch, and which changes need care once real data exists.
#01You do not build this by hand
Choosing an institution template creates the complete hierarchy automatically — every recommended level, with sensible starting names you can replace.
During Quick Launch you are only asked to confirm the top two levels. The rest are listed underneath, headed “Created for you — edit later in Academic settings”, with every level and its starting name shown so you can see exactly what was made.
Why it works this way. Asking somebody to design seven or eight levels of academic structure in two minutes would be unrealistic and would produce a structure nobody trusts. Seeding from a proven template and letting you rename two levels gets you to a working system immediately, and the full editor is always there afterwards.
On this screen you can always: confirm or rename the two named levels, choose another template to reseed the whole structure, or skip the step and set it all up later in Academic Settings. Nothing here is your only chance to set it.
#02The academic calendar
The calendar card asks for your year start and end dates and how the year is divided.
| Structure | Typical for |
|---|---|
| Four terms | Australian schools |
| Two semesters | Colleges and universities |
| Three trimesters | Accelerated or year-round delivery |
| Continuous delivery | RTOs and training organisations with rolling intakes |
| Custom | Anything else — define your own periods in Academic Setup |
Academyship preselects the structure that matches your institution type. Training organisations and RTOs default to continuous delivery unless your earlier answers suggest otherwise.
#03Attendance basis
This decides how attendance is recorded across the whole workspace, so it is worth a moment’s thought.
- Daily — one attendance mark per student per day. Usual for schools.
- Per period or session — a mark for each timetabled session. Usual for colleges, RTOs and universities.
- Not now — decide when you configure attendance properly in the Setup Centre.
Changing this later needs care. Once attendance has been recorded, switching basis changes how historical marks are interpreted. Academyship warns you and explains the effect before you confirm.
#04The template families
Each template seeds a complete structure appropriate to that kind of institution.
| Institution type | Seeded structure |
|---|---|
| School | Academic Year → Term → Year Level → Class/Section → Subject → Unit/Module → Assessment → Grading |
| College | Department → Program/Course → Semester/Batch → Subject/Unit → Class/Section → Assessment |
| Registered Training Organisation | Training Package → Qualification/Course → Intake/Batch → Unit of Competency → Session/Module → Assessment → Outcome |
| CRICOS provider | CRICOS Course → Intake → Term/Study Period → Unit → Class/Session → Assessment. Course code, duration and weeks are retained. |
| Training organisation | Program/Course → Intake/Batch → Session → Subject/Module → Assessment/Certificate |
| University | Faculty → School/Department → Program → Semester → Course/Subject → Section → Unit/Module → Assessment |
| Private academy | Program → Level → Class/Batch → Subject/Module → Assessment |
Choosing between them. Every template above can be chosen during Quick Launch, and choosing one fills in the whole structure for you. Changing your mind is free: picking a different template reseeds the levels, and the names you have already confirmed are the only thing you need to look at again.
#05Editing the seeded levels
- During Quick Launch. Rename the top two levels. Every other level is listed below them with its starting name, and Choose another template reseeds the whole structure.
- Afterwards, in Academic Setup. Every seeded level is editable — rename, reorder, add and remove. You can also add levels the template did not include.
- Once real data exists. Academyship warns you wherever a change would affect enrolments, attendance or results, and tells you exactly what is affected before you confirm.
Switching template before you add real data is safe. After real data exists, Academyship will explain what would be preserved and what would need remapping.
#06What needs care later
| Setting | Risk label | Why |
|---|---|---|
| Hierarchy level names and added nodes | Can change later | Renaming does not affect the records inside them. |
| Academic year dates | Changes need care | Terms, schedules and reporting periods read from them. |
| Calendar structure | Changes need care | Changing it after enrolments exist can move records between periods. |
| Attendance basis | Changes need care | Historical attendance marks are interpreted against it. |
| Time zone | Changes need care | Affects every date, session and report in the workspace. |
The change-risk labels themselves are explained in Academyship in 10 minutes.
#07Keep reading
These four guides cover the whole onboarding journey.