THE CAPABILITY DIRECTORY
The whole institution.
Every connected part.
Explore 69 capabilities across eight operating domains. Find the work that matters to your team, see how it connects and bring your priorities to a tailored demonstration.
Explore the capability behind each responsibility, then follow its handovers.
Public capability blueprint. Specific availability, integrations and configuration are scoped with your institution.
69 of 69 capabilities
Admissions & Applications
Bring application forms, supporting documents and admissions decisions into a clear process for families and admissions teams.
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Who it supports
Admissions teams · Families
A typical journey
Submit an application → check required documents → review eligibility → record the decision.
Applicant Pipeline
Follow prospective students from first inquiry to an accepted offer, with ownership and a next action at every stage.
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Who it supports
Admissions teams · School leaders
A typical journey
Capture an inquiry → assign an adviser → arrange a visit → follow up on the offer.
Enrollment & Registration
Connect accepted offers with course or class registration, guardian details and the requirements for starting a new term.
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Who it supports
Registrars · Admissions teams
A typical journey
Accept an offer → confirm registration details → allocate a class or program → complete enrollment.
Student Information System
Bring identity, relationships, enrollment and academic context together around each student.
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Who it supports
Registrars · Teachers · Student services
A typical journey
Create the student record → link guardians and enrollment → keep authorized teams working from the same context.
Student Records & Documents
Organize the documents that support a student’s journey, with clear categories, review status and access responsibilities.
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Who it supports
Registrars · Student services
A typical journey
Request a document → receive and review it → associate it with the student → manage access and retention.
Transfers & Withdrawals
Coordinate academic records, clearance and enrollment changes when a student moves or leaves an institution.
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Who it supports
Registrars · Finance · Student services
A typical journey
Receive a transfer request → check academic and financial clearance → confirm the change → prepare records.
Student Progression & Promotion
Connect progression decisions to academic requirements, teacher review and the next stage of a student’s program.
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Who it supports
Academic directors · Registrars
A typical journey
Review results → check progression criteria → approve the decision → update the next level or year.
Graduation & Alumni
Carry the student journey beyond completion, connecting graduation eligibility, final records and alumni relationships.
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Who it supports
Registrars · Alumni teams
A typical journey
Check completion requirements → confirm graduation → issue final records → invite alumni participation.
Academic Structures & Programs
Represent the institution’s academic organization, from school years and grades to faculties, qualifications and programs.
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Who it supports
Academic directors · Registrars
A typical journey
Define an academic calendar → organize levels or faculties → map programs → assign responsible teams.
Curriculum Management
Connect learning objectives, curriculum coverage and teaching plans across subjects, levels and academic periods.
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Who it supports
Academic directors · Curriculum leads
A typical journey
Define learning outcomes → map curriculum coverage → coordinate teaching plans → review progress.
Course & Subject Management
Organize subjects and courses with their teaching teams, prerequisites, capacity and program relationships.
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Who it supports
Academic directors · Course coordinators
A typical journey
Define a course → set prerequisites and credits where relevant → assign teaching staff → open registration.
Lesson Planning
Give teachers a place to structure lesson objectives, activities, resources and links to the wider curriculum.
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Who it supports
Teachers · Subject leads
A typical journey
Select a learning objective → plan activities and resources → teach the lesson → reflect on coverage.
Learning Management System
Connect learning materials, class activities and participation to the course and the students taking it.
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Who it supports
Teachers · Students
A typical journey
Publish course materials → guide a learning activity → review participation → support the next learning step.
Assignments & Homework
Connect assignment instructions, due dates, student submissions and feedback within the learning journey.
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Who it supports
Teachers · Students · Parents
A typical journey
Set an assignment → share expectations → receive submissions → return feedback.
Classroom Management
Bring class membership, learning activities and everyday classroom context into one view for teaching teams.
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Who it supports
Teachers · Learning support teams
A typical journey
Review the class roster → prepare an activity → record classroom observations → coordinate follow-up.
Academic Timetabling
Coordinate teaching periods, instructors, rooms and student groups around the institution’s scheduling constraints.
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Who it supports
Timetablers · Academic directors
A typical journey
Define periods and constraints → allocate staff and rooms → check conflicts → publish the timetable.
Assessments & Tests
Connect assessment plans, learning outcomes, student attempts and feedback across formative and summative work.
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Who it supports
Teachers · Academic leads
A typical journey
Choose assessed outcomes → prepare an assessment → capture responses → review achievement.
Examination Management
Coordinate examination schedules, candidate lists, venues and invigilation responsibilities.
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Who it supports
Examinations teams · Registrars
A typical journey
Confirm eligible candidates → schedule rooms and invigilators → record attendance → hand over for marking.
Question Banks
Organize reusable assessment questions by topic, learning objective, difficulty and review status.
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Who it supports
Teachers · Examinations teams
A typical journey
Draft a question → tag its learning objective → review quality → include it in an assessment.
Gradebook
Bring marks, assessment weighting and teacher feedback together for a clear view of course performance.
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Who it supports
Teachers · Academic directors
A typical journey
Record assessment marks → apply approved weightings → review missing work → prepare results.
Grading & Moderation
Support consistent grading decisions with marking criteria, review stages and moderation responsibilities.
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Who it supports
Teachers · Moderators · Academic leads
A typical journey
Apply a rubric → select work for moderation → review differences → approve the final grade.
Results & Report Cards
Connect approved results, teacher comments and reporting periods into student and family progress reports.
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Who it supports
Teachers · Registrars · Parents
A typical journey
Confirm grades → add comments → approve reports → share with authorized recipients.
Transcripts & Academic Records
Bring course history, credits and approved outcomes together for academic records and transcript requests.
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Who it supports
Registrars · Students
A typical journey
Check the academic history → validate credits and grades → approve a transcript request → issue the record.
Certificates & Credentials
Coordinate eligibility, approval and issuance for institutional certificates and completion credentials.
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Who it supports
Registrars · Program teams
A typical journey
Confirm completion → verify recipient details → approve issuance → record the credential.
Tuition & Fee Management
Connect fee schedules to programs, terms and student groups, including the exceptions an institution needs to manage.
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Who it supports
Finance teams · Registrars
A typical journey
Define a fee schedule → assign eligible groups → review adjustments → prepare student charges.
Invoices & Billing
Bring student charges, invoice schedules, billing contacts and balances into a consistent billing process.
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Who it supports
Finance teams · Families
A typical journey
Confirm charges → generate an invoice → send to the billing contact → track the outstanding balance.
Online Payments
Connect payment records with student balances and reconciliation, subject to the payment providers agreed for deployment.
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Who it supports
Finance teams · Billing contacts
A typical journey
Present a payment reference → receive provider confirmation → match the payment → update the balance.
Payment Plans
Structure approved installments around due dates, student balances and institution-specific arrangements.
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Who it supports
Finance teams · Families
A typical journey
Review a payment-plan request → agree installments → track due dates → review exceptions.
Scholarships & Discounts
Link approved awards and fee reductions to eligibility rules, student records and billing calculations.
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Who it supports
Scholarship committees · Finance
A typical journey
Assess eligibility → approve an award → apply the fee adjustment → review renewal conditions.
Accounting & General Ledger
Connect institutional transactions with account classifications, accounting periods and reconciliation responsibilities.
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Who it supports
Accountants · Finance directors
A typical journey
Classify a transaction → review its posting → reconcile the account → close the reporting period.
Budgets & Expenses
Track departmental plans and spending requests against agreed budget allocations and approval responsibilities.
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Who it supports
Department heads · Finance teams
A typical journey
Allocate a budget → submit an expense → review available funds → approve and record spending.
Procurement & Purchasing
Connect purchasing requests, supplier decisions, approvals and the receipt of goods or services.
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Who it supports
Procurement teams · Department heads
A typical journey
Raise a requisition → review quotations → approve a purchase → confirm receipt and invoice matching.
Financial Reporting
Bring collections, balances, expenditure and budget comparisons into reports for financial review.
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Who it supports
Finance directors · Governing boards
A typical journey
Choose a reporting period → reconcile source data → review variances → prepare the financial report.
Human Resources
Organize staff profiles, employment details, responsibilities and the records needed to support institutional teams.
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Who it supports
HR teams · Department heads
A typical journey
Create a staff record → confirm employment details → assign responsibilities → maintain employment changes.
Recruitment & Onboarding
Coordinate recruitment stages and the people, documents and orientation tasks involved in a new appointment.
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Who it supports
HR teams · Hiring managers
A typical journey
Open a position → review candidates → confirm an appointment → complete the onboarding checklist.
Staff Attendance & Leave
Connect staff attendance, leave requests, balances and coverage decisions to departmental responsibilities.
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Who it supports
HR teams · Staff · Managers
A typical journey
Submit leave → review entitlement and coverage → approve the request → update the team calendar.
Payroll
Connect approved staff and pay inputs with payroll review, deductions and period-specific records.
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Who it supports
Payroll teams · HR
A typical journey
Confirm payroll inputs → review adjustments and deductions → approve the pay run → prepare records.
Staff Performance
Structure professional goals, review conversations and development actions around staff responsibilities.
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Who it supports
Managers · HR · Staff
A typical journey
Agree performance goals → collect review evidence → hold a review → plan professional development.
Parent Portal
Give authorized parents and guardians a relevant view of their children’s learning, notices and school administration.
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Who it supports
Parents · Guardians
A typical journey
View a child’s updates → review an upcoming requirement → respond to the school → follow progress.
Student Portal
Connect learners with their courses, timetable, assignments and the institutional services relevant to them.
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Who it supports
Students · Learners
A typical journey
Check the learning schedule → open course work → review feedback → request support when needed.
Teacher Portal
Bring class responsibilities, learning plans, assessment tasks and student context into the teacher’s day.
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Who it supports
Teachers · Instructors
A typical journey
Review today’s classes → prepare learning activities → record progress → coordinate follow-up.
Messaging & Announcements
Connect institutional notices and conversations to the right audience, with clear sender responsibilities.
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Who it supports
Communications teams · Staff · Families
A typical journey
Select an authorized audience → prepare a message → review sensitive content → share the update.
Meetings & Appointments
Coordinate appointment availability, participant details and follow-up for institutional conversations.
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Who it supports
Staff · Parents · Students
A typical journey
Publish appointment availability → choose a time → confirm participants → record follow-up actions.
Transport & Fleet
Connect student transport arrangements, routes, vehicles and the people responsible for daily service.
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Who it supports
Transport teams · Families
A typical journey
Plan a route → allocate students and vehicles → confirm service details → review transport exceptions.
Food & Meal Services
Coordinate meal plans, dietary requirements and service counts with the student information teams need.
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Who it supports
Catering teams · Student services
A typical journey
Confirm meal selections → review dietary requirements → prepare service counts → record changes.
Boarding & Residential Life
Bring room assignments, residential responsibilities and student check-in context into boarding operations.
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Who it supports
House staff · Boarding administrators
A typical journey
Allocate accommodation → confirm resident details → record check-in or leave → coordinate pastoral follow-up.
Before & After School Programs
Coordinate extended-day registration, capacity, attendance and authorized collection arrangements.
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Who it supports
Program coordinators · Parents
A typical journey
Register a child → confirm a session place → record attendance → check authorized collection.
Sports & Athletics
Organize teams, training schedules, fixtures and participation requirements around school life.
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Who it supports
Sports coordinators · Coaches
A typical journey
Register participants → confirm eligibility → schedule training and fixtures → record participation.
Clubs & Activities
Connect extracurricular choices, staff supervision, session capacity and student participation.
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Who it supports
Activity coordinators · Students
A typical journey
Publish an activity → receive student choices → confirm capacity and supervision → track participation.
Field Trips & Excursions
Coordinate trip planning, consent, participant lists and operational requirements before students leave campus.
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Who it supports
Trip organizers · Parents · Finance
A typical journey
Plan an excursion → collect consent → confirm transport and costs → prepare the participant register.
Library Management
Connect a resource catalogue with borrowing records, due dates and student or staff membership.
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Who it supports
Librarians · Students · Staff
A typical journey
Catalogue a resource → issue it to a member → track the due date → record return or follow-up.
Facility & Room Bookings
Coordinate access to shared rooms and facilities around availability, booking rules and institutional events.
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Who it supports
Facilities teams · Staff
A typical journey
Check availability → request a space → approve the booking → communicate access requirements.
Maintenance & Asset Management
Bring asset records, reported faults, assigned work and maintenance history into campus operations.
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Who it supports
Facilities teams · Operations managers
A typical journey
Register an asset → log a maintenance issue → assign work → confirm resolution and update its history.
Health & Medical Records
Organize relevant medical information and care events with particular attention to sensitive access and consent.
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Who it supports
Authorized health staff · Guardians
A typical journey
Confirm medical information → review relevant consent → record a care event → share only with authorized staff.
Counseling & Wellbeing
Coordinate referrals, appointments and support actions while separating sensitive case information from general records.
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Who it supports
Counselors · Authorized support teams
A typical journey
Receive a referral → assess support needs → agree a care plan → review follow-up within restricted access.
Special Education & IEPs
Connect individual learning goals, accommodations and review responsibilities across the support team.
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Who it supports
Special education staff · Teachers · Families
A typical journey
Assess learning needs → agree an individual plan → coordinate classroom support → review progress with the team.
Accessibility Accommodations
Make approved learning and participation adjustments available to the staff responsible for implementing them.
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Who it supports
Disability services · Teachers
A typical journey
Receive an accommodation request → review supporting information → approve adjustments → coordinate implementation.
Safeguarding & Child Protection
Structure concern reporting, designated review and restricted case handling around institutional safeguarding procedures.
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Who it supports
Designated safeguarding staff
A typical journey
Record a concern → route to the designated lead → document a decision → follow the institution’s escalation procedure.
Incident Management
Connect incident reports, immediate responses and follow-up responsibilities with the relevant people and locations.
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Who it supports
Authorized staff · Operations teams
A typical journey
Record an incident → assess urgency → assign follow-up → document the outcome.
Emergency Response & Fire Drills
Support emergency planning and drill records with responsibilities, participation checks and review actions.
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Who it supports
Safety leads · Campus teams
A typical journey
Prepare the response plan → organize a drill → record accountability checks → review actions for improvement.
Visitor Management & Access Control
Coordinate expected visits, host confirmation and visitor records alongside the institution’s physical access procedures.
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Who it supports
Reception · Security teams
A typical journey
Register an expected visitor → confirm the host → record arrival → close the visit on departure.
Institutional Governance
Connect institutional decisions, assigned responsibilities, policies and governing-body oversight.
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Who it supports
Leadership · Governing boards
A typical journey
Prepare a decision brief → review supporting evidence → record approval → assign follow-up responsibility.
Multi-Campus Operations
Balance campus-specific operations with group structures, shared definitions and consolidated visibility.
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Who it supports
Group leaders · Campus administrators
A typical journey
Define the campus structure → assign local responsibilities → review campus activity → compare group reports.
Workflow & Approvals
Connect requests, decision rules and approval responsibilities so teams can follow the status of administrative work.
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Who it supports
Process owners · Approvers
A typical journey
Receive a request → check routing conditions → request the required approval → record the decision.
Document Management
Organize institutional documents by purpose, ownership, version and access responsibilities.
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Who it supports
Administrative teams · Policy owners
A typical journey
Create a document → review the version → approve publication → manage access and retention.
Forms & Surveys
Collect structured information from the right audience and connect responses to institutional follow-up.
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Who it supports
Administrative teams · Researchers
A typical journey
Design a form → select its audience → review responses → assign the appropriate follow-up.
Reports & Analytics
Connect operational records with defined measures, report audiences and decisions across the institution.
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Who it supports
Leaders · Analysts · Department heads
A typical journey
Define a question → choose source records and measures → review the report → assign an informed action.
Audit & Compliance
Bring policy responsibilities, review evidence and records of significant changes into institutional oversight.
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Who it supports
Governance teams · Authorized reviewers
A typical journey
Define the review scope → gather relevant records → examine exceptions → document corrective actions.
Integrations & APIs
Plan how Qentak exchanges information with agreed systems, including ownership, mapping and error handling.
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Who it supports
IT administrators · Integration partners
A typical journey
Identify the source system → agree data mapping and permissions → validate an exchange → monitor exceptions.
Capability directoryLearners → OperationsSEE HOW THE WORK CONNECTS
An institution is a connected system
Explore the capability behind each responsibility, then follow its handovers.
- 01
Learners
Explore the capability behind each responsibility, then follow its handovers.
- 02
Academics
Explore the capability behind each responsibility, then follow its handovers.
- 03
Operations
Explore the capability behind each responsibility, then follow its handovers.
Illustrative workflow · Shape the details around your institution.
See the scope through your institution’s eyes.
A preschool, a school group and a university organize their work differently. Begin with the setting that fits yours.
EVALUATE WITH CONTEXT
Questions worth resolving.
Connect the demonstration to the decisions your institution needs to make.
How do we turn this directory into a realistic scope?
Select the tasks your institution needs to complete, then follow their record, role and integration dependencies. A coherent workflow is a better starting point than choosing a large number of disconnected capabilities.
Does inclusion here confirm availability in every deployment?
The directory defines the public capability scope. Confirm specific availability, configuration, integrations and acceptance criteria in the proposed implementation before making a procurement commitment.
Where can we see a capability in more detail?
Open its full page for the problem it addresses, the people involved, an illustrative workflow, configuration considerations and related capabilities. Use the page to prepare a scenario for your demonstration.
EXPLORE THE CONNECTIONS
Follow the work into more detail.
MANAGE TODAY. EMPOWER TOMORROW.
Build a clearer picture of your requirements.
Choose the capabilities that matter, then explore the workflows and configuration behind them.