Location

Overview

_Location_ is a core and required entity in Classter. It represents the primary physical or organizational division within the institution (e.g., campuses, schools, cities, faculties, or study areas). Alternatively, it can also serve as the main categorization for the _Grades_ (e.g., BSc, MSc).

Institutions with multiple facilities should define each _Location_ separately for accurate data management and reporting.

Example: A university with multiple campuses in different cities can define each campus as a separate _Location_.

Note: If your institution does not operate across multiple locations or organizational units, you can still define a Location named “Institute” using the name of your organization.

Alternative naming options include:

• Institution
• Institute
• Campus
• Country
• City
• School
• Level
• Department
• Faculty

For an overview of how _Locations_ fit into the full Classter setup, see also this.

Accessing and Managing Locations

• Navigation Path: Main Settings > _Locations_

Available actions:

• Create a new _Location_
• Edit an existing Location
• To rename “Location” (e.g., to Campus, Center, or Institute), go to: Main Settings > Customize Terminology

Location Card (Create and Edit)

• Abbreviation: Short internal code (e.g., “ATH”)
• Description: Name of the _Location_ (e.g., “Athens Campus”)
• Full Description: Extended name
• Buildings: Connect Sublocations such as buildings or facility areas
• Show Financial to _Students_ (switch): Displays Student financial data in the student and parent portals
• Enable Students/Parents access to Enrollment tab (switch): Shows the _Subject_/service online Enrollment tab in the student and parent portals
• Enable Students/Parents access to Re-registration tab (switch): Displays the Re-registration to next period tab in the Student and parent portals
• Enable Admissions (switch): Allows this Location to be selected in online admissions
• Address: Physical street address of the Location
• Post Code: Postal or ZIP code
• Phone: Main contact number
• ID Number: Internal or official identifier for the Location
• Website: Link to official institutional page
• Secretary: Name (and title, if necessary) of the administrative person. Used mostly in reports
• Custom Text: Can be used for any custom need in text related to the Location. Mostly used in custom reports.
• Select Principal from _Teacher_ instead of Employee (switch): Changes the Principal dropdown list/search, from Employees into Teachers.
• Principal: Assigned academic or administrative head of the Location. Can connect to Employees or Teachers.
• Cross Code: Cross-institute code used in environments where the institution operates under multiple legal entities (companies).
• Branch Number: Stores the branch number of the Location. Used for Greek tax reporting (AADE). If filled, this value is used when sending financial documents for Students of this Location. If left empty, the system uses the default branch number from the central AADE configuration.

Please keep in mind that there may be alternative terms used instead of our default terminology: _Location_, _Grade_, _Stream_, _Educational Program Category_, _Building_, _Grade Level_, _Grade Type_, _Student_, _Teacher_, _Subject_.

Deleting a Location

Important: You cannot delete a _Location_ if it is connected to:

• _Grades_
• _Buildings_
• _Students_ or Educational Programs

Steps to delete a Location:

1. Unassign or delete any related Grades, Programs, or Buildings.
2. Disconnect any Student connected to the Location.
3. Open the Location list, select the record, and click Delete.

System Impact & Best Practices

_Locations_ are deeply integrated with Classter’s academic and administrative flows and influence how the system organizes and displays data:

• Every _Grade_/Program must be assigned to a _Location_.
  (Note: The term Grade can also represent a Program, depending on terminology used in your setup.)
• A Student’s main Location is automatically inherited from the first Grade/Program they are enrolled in. Thus, they may have access to multiple Locations if they are enrolled in multiple Grades.
• _Buildings_ can be added to reflect extra divisions within the Location.
• Core system areas such as _Student_ lists, attendance, finances, and academic records can be filtered by Location.
• For institutions operating across cities or campuses, Locations provide the needed segmentation and access control.