User Guide for Hirassa System

Welcome to the Quick Start Guide

This guide is designed to facilitate setting up and running your exam center. Follow the six steps below in order to distribute guarding duties and print reports in minutes.

Step 1: Setting up the Exam Center

The process starts by entering the detailed center information. Go to Settings and click on Exam Setup.

Enter the name of the institution (Exam Center), center code, wilaya, and commune.
Specify the center director's name, title, and coordinator's name for report headers.
Specify the exam name, start and end dates, and preset (e.g. BEM or BAC to generate periods automatically).
Set the number of guards per room (default: 2) and required reserves per period.

Step 2: Configuring Rooms and Periods (Subjects)

After saving exam details, you will move to the Rooms and Periods tab to enter the organizational structure:

Add Rooms: You can add rooms manually or use the "Batch Add" feature (e.g. Room 1 to 20) with room capacities.
Add Periods (Subjects): Create exam periods by selecting the day, session (morning/afternoon), subject, and start/end times.
Smart Note: You can exclude certain periods from distribution (e.g., afternoon session of the last day) without deleting them, by clicking "Exclude" in the periods table.

Step 3: Importing and Classifying Teachers

To distribute invigilators, the system requires a teacher list. Go to the Teachers tab:

Smart Import: Copy and paste lists directly from Excel, PDF, or text. The system automatically identifies fields (Last Name, First Name, Specialty, and Institution).
Gender Detection via AI: The script allows detecting teacher gender automatically using Gemini AI, which is necessary for correct grammatical wording (e.g., invigilator / teacher gender forms).
Classifying Guards: Ensure you assign correct category to each teacher (Secondary, Middle, Primary) for fair leadership role distribution in rooms.

Step 4: Automatic Distribution and AI Audit

This is where the system's power shines. Go to the Guard Distribution tab:

Click Start Automatic Distribution to let the system distribute teachers fairly among rooms and reserves, avoiding conflicts and ensuring equal period counts.
AI Auditor: Run the AI Auditor to send the schedule to Gemini AI, which inspects it and returns a detailed audit report confirming fairness or suggesting improvements.

Step 5: Managing Absences and Reserve Replacements

During actual exam days, emergencies and absences occur. Manage them professionally:

If a teacher is absent in a session, go to the session's schedule and click Record Absence/Exemption next to their name.
The system will immediately look up a suitable reserve teacher in that period, reassign them to the room as a "Called Reserve", and log the action.
If a teacher permanently withdraws, record them as Permanently Withdrawn to cancel all their current and future assignments and replace them with reserves in one click.

Step 6: Generating Reports and Technical Card

The final step is generating outputs and official print sheets. Go to the Reports tab:

Comprehensive Stats: Review overall center statistics, categories, rates, and export to Excel (CSV) or print.
Wall Schedule: Print the complete wall schedule or filter by a specific day or period to save paper.
Individual Slips: Generate personal slips and card cuts for teachers containing their schedule and signatures.
Absences & Exemptions Log: Print separate or grouped logs for absences, withdrawals, and exemptions.
Center Technical Card: An official document containing center statistics, capacities, active ratios, and director signature space at the bottom.

Need More Help?

You can always consult the supervisor or contact the developer via the contact information at the bottom of the page.