Setup & master data

The one-time configuration an administrator completes before anything else works: academic years, degrees, programs, departments, disciplines and API keys.

Setup is the master-data hub. Complete it top to bottom on a new installation; afterwards you return here once a year to add the next academic year.

Academic years and semesters

Setup › Academic Years lists every academic year with its semesters (called time periods internally).

To add a year manually:

1. Click Add academic year, enter the year label (for example 2026/2027) and save.
2. Under the year, add each semester with its start and end dates, the teaching weeks, the mid-term and final exam windows, and the registration period.

To import a year from your institution's official academic calendar:

1. Click Import calendar and upload the calendar document (PDF).
2. Sivitas parses the document with an AI parser and shows the detected academic year, semesters, exam periods and holidays for review.
3. Correct any date, then Save. Holidays are also written to the scheduling holiday calendar.

The parsed calendar is stored with the semester and is served to the AI scheduler and to the third-party API as the institution's calendar feed. Re-import when the official calendar changes.

Departments and expertise groups

Setup › Expertise Group / Department defines your organizational units. Each department can own study programs; expertise or research groups own lecturers for the purpose of teaching allocation and Research Group Administrator scope.

Degrees, programs and study programs

• Setup › Programs creates degree programs (a bachelor's, a master's, a doctoral program) with their level.
• Degree Program list shows the resulting catalogue. Study program branches and curricula are managed in the Program module.
• Config degree sets degree-level defaults such as the credit unit and expected duration.

Disciplines and specialty fields

Disciplines and specialty fields classify both courses and lecturers. They drive the AACSB discipline tables and are used by the AI scheduler when matching lecturers to courses. Add the list once; lecturers are then tagged from their profile or from the lecturer constraints page.

Facilities

Campuses, buildings and rooms have their own page: Facilities.

API keys and API documentation

• Setup › API Keys issues keys for third-party systems that read data from Sivitas. Each key has a name, an expiry, and a set of scopes (academic calendar, courses, schedules, rooms). Keys are shown once at creation and stored hashed. Revoke a key from the same list.
• Setup › API Documentation is a self-service reference of the third-party endpoints with live example responses from your own data. Share it with the integrating team. See Integrations & API.