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This page is for whoever sets a school up in Zebrania and then keeps it running: the administrator, the office, the person who created the school. It follows the order the work is usually done in — classes, subjects, team — and ends with the one operation in the whole product that cannot be undone: rolling the school year over.

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Roles

Roles are granted within one school. The same person can hold a different role in each school they belong to. Two further roles attach to a specific class: Homeroom and Subject teacher.
“Founder” is a colloquial term, not a separate role. Whoever creates the school is automatically granted two roles at once — admin and secretary — and from then on differs in nothing from any other admin. There is no permission only they hold, and nothing they do that somebody else could not take over.
It is worth granting admin to more than one person. Only an admin approves join requests and runs the year rollover — if there is exactly one such person and they are away, the school is stuck.

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Classes

Go to Classes. Add one with + Add class, giving a Class name — a single text field, for example 4a. There are no separate fields for grade and section; the name is the class’s whole identity, and the school year comes from the school’s current year. Schools usually start with a dozen or more, so there is also a bulk form: “Add multiple classes at once — one name per line”. Paste a list, one name per row; blanks and duplicates are dropped. Every class gets its own join code — the eight-character code parents use to enrol a child. It appears in the Code column, and each class carries an Invite poster link to print for parents. The class list also has a Homeroom column; a class with nobody assigned shows “No homeroom teacher”.
A class can be neither renamed nor deleted. There are no such buttons and that is not an oversight — a class anchors enrolments, statements and meeting history, so it leaves only by being archived at the year rollover.In practice: check the spelling before you press “Add”, especially when adding in bulk. A class added by mistake stays on the list until the end of the school year.

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The homeroom teacher

A homeroom teacher is assigned when inviting the person to the team — in the invitation you tick classes and choose a role for each: Subject teacher or Homeroom. The assignment takes effect when they accept. A class can have only one homeroom teacher. The database itself enforces this: an attempt to assign a second is rejected rather than quietly added alongside the first. There can be any number of subject teachers. On the class page, under Teachers, you can Remove an assigned person. A class with none shows “No teachers assigned.”

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Subjects

Go to Subjects. In Zebrania a subject is just a name — a flat, school-wide list, not tied to a class or to a particular teacher. Names must be unique within the school. When a school is created the list is filled automatically with a set of typical subjects, so this is usually tidying a ready-made list rather than building one. Add with + Add subject; rename and remove from each entry. Removal asks “Remove subject?” and warns: “This cannot be undone.”
Subjects can be added and changed by any active member of the school, not only an admin. It is the one part of school configuration not restricted to administrative roles.

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The team

Go to Team. Three different things meet here, and they are worth telling apart at once:

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Inviting

Enter the Teacher email and press Send invitation. You can set at the same time:
  • roles on joining — Teacher (ticked by default), Secretary, Admin;
  • classes on joining — with a role choice for each class.
The app confirms “Invitation sent to (address)”. Inviting the same person twice is recognised: “Teacher (address) has already been invited to this school.” Invitations awaiting acceptance sit under Pending invitations, with Resend and Revoke. Revoking asks “Revoke invitation?” and explains: “This cancels the pending invitation. The person will need a new invite to join.” Who may send which invitation — and how to invite a student’s guardian rather than a teacher — is covered in Sending invitations.

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Requests to join

The other route into the team is a request made by the teacher themselves — for instance after scanning the QR poster. Such a request lands under Requests to join with Approve and Reject.
  • Approving adds the person with the teacher role: “Request approved — the teacher was added.”
  • Rejecting grants nothing: “Request rejected”. A rejected person may ask again — a rejection is not a permanent block.
Only an admin can decide a request. A request waits until somebody acts on it: it does not expire, and the requester cannot cancel it.
Somebody who has asked to join gets no screen showing the status of their request — from their side it simply looks like silence. If you are recruiting through the QR poster, check this section regularly, or tell teachers roughly how long they should expect to wait.

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Members and roles

The Members list shows each person’s roles and their state: Active or Pending. It also gives context — “Homeroom: (class)” for a homeroom teacher, and “Parent of (name) ((class))” for someone who is also a parent at the school. Grant a role with Grant role, remove it with Revoke. If the role is already held the app says so: “Could not grant the role — the member may already have it.” Someone linked to the school only as a parent has an extra Promote to member button — that is how a parent becomes a member of staff, without a second account.

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Student verification

A separate screen, Student verification, handles children’s enrolments, not team matters. You pick a class and see enrolments awaiting a decision; each child shows a PIN — the last four digits of their PESEL — to check against school records: “Check PIN (last 4 digits of PESEL) against school records.” Approve with ✓ Approve, reject with ✗ Reject — rejection asks to confirm: “Reject the enrolment for (name)?”
Despite the similar name, this is not the screen for approving teachers. Staff requests to join the school are handled under Team, in “Requests to join”. This screen is only about children being enrolled into classes by their parents.

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School settings

Go to School settings. There are three tabs:
  • General — the school name (read-only for now; renaming a school is not yet possible in the app), a switcher between schools if you belong to several, and + New School.
  • School year — the year rollover, below.
  • Danger zone — empty for now: “Irreversible actions for this school will live here.”

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The QR poster for teachers

Go to Team → QR-code poster. This is a staff recruitment poster — for the staff room, so teachers join the school themselves instead of being invited one by one.
Do not confuse it with the invite poster on a class — that one is for parents and carries the join code for one specific class. This one is for teachers and covers the whole school.
The wizard has four steps: “Four steps: generate the code, add a note, check the poster, print it.”
  1. Generate — produces the QR code and a text code.
  2. Message — an optional note (up to 280 characters) and a signature (up to 80).
  3. Review — an A4 preview of exactly what will print.
  4. Print.
The poster carries: the school name, a short list of benefits for a teacher, the QR code, the join code as text, a URL to type by hand for anyone without a camera, your note and signature, and the code’s expiry.
The code is valid for one hour. The app warns: “The code is valid for one hour — print the poster now, or generate a new one when you are ready.” So print when you are actually about to put the poster up, not a week ahead.Expiry is not a problem: “Code expired? Anyone at your school already using Zebrania can generate a new one.”
A teacher who scans the code reaches the school — either straight away or as a request to join awaiting your approval under Team, depending on the setup.

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Rolling the school year over

This is the most consequential operation in the app. Go to School settings → School year: “Close the current school year and roll classes over to the next one.”
It covers the whole school at once and cannot be undone. There is no per-class promotion — no “promote this class” button exists. There is one operation for the entire school, run once a year. The wizard says it: “The current school year will be archived. This is a one-time, irreversible operation.”
Only an admin can run it.

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What changes — before and after

The wizard describes it step by step: “Non-terminal classes are promoted to the next grade, and terminal-grade classes graduate.”, “Students move up with their class to its successor. Students in terminal classes are marked as graduated.” and “Homeroom and subject-teacher assignments carry forward to the successor classes.”
The old class is not renamed — it is archived, and a new one is created beside it. That is why last year’s 4a does not vanish from history along with its roster and its meetings. After the rollover, do not look for “the same class under a new name”: these are two different classes, one closed and one new.

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Skipped classes

If a class name does not match the school’s grade pattern, the class is skipped — untouched, still attached to the closing year. The wizard counts these in the summary as Skipped classes. This happens with unusual names (a reception or pre-school group). After the rollover, review the skipped list and create classes for them by hand in the new year if they are to continue.

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Before you press

The wizard walks through five steps — closure, classes, students, staff, summary — and only then acts: “Confirm the year rollover. Year (year) will be closed and classes promoted in a single transaction.”, “Click “Finish” to run the rollover.” It is worth first:
  • filling in homeroom assignments — they carry forward automatically, so a class without one starts the new year without one too;
  • checking class names for any that would be skipped;
  • warning the team, because class join codes will be new.
The operation is indivisible. It all happens in one transaction: either the whole school moves to the new year, or — if anything goes wrong — nothing changes. There is no in-between state with half the classes promoted.A double click does no harm either: the second attempt meets an already-closed year and is rejected, rather than promoting the school twice.
When it completes you see “School year rolled over”, the line “Created a new school year: (year).” and three counters: Promoted classes, Graduated classes, Skipped classes. If the school has no active school year yet, the wizard will not run: “No active school year was found for this school, so the rollover cannot run.”

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What next