By the end of this guide you'll know how to set up schools, subjects and grades (classes) under School Settings — the building blocks everything else depends on.
Where to find School Settings
From the sidebar, open School. The page title is School Settings.
Tabs at the top:
| Tab | What it is for |
|---|---|
| Schools | Places where you teach |
| Subjects | What you teach (Math, History…) |
| Grades | Your class groups (9A, 3B…) |
| Timetables | Weekly meeting times |
| Academic Calendar | Years, terms and holidays |
| Templates | Lesson-plan templates |
| Appearance | Calendar colours per grade |
You usually set things up in this order: school → subject → grade → timetable.
Schools
Open the Schools tab and click Create New.
Fill in:
- School Name (required) — e.g. Springfield High
- School Address (optional)
- School Emoji (optional) — shows on the calendar and lists
Click Save.
To change a school later, open it and use Edit. To remove it, use Delete — GapFiller may ask what related data (subjects, grades, timetables, lessons…) to remove with it. Choose carefully; deletions cannot be undone.
Standard includes up to 2 schools. Subjects are unlimited on every plan. Pro and Lifetime have unlimited schools. If Create New is disabled, you are at the Standard cap — upgrade from Subscription, or delete a school to free a slot.
Subjects
Open the Subjects tab → Create New.
- Subject Name (required) — e.g. Mathematics
- Subject School — which school this subject belongs to
- Subject Emoji and Subject Color (optional)
Save when you're done.
You need at least one school before you can add subjects. If you teach the same subject in two schools, create a subject under each school.
Grades (classes)
In School Settings the tab is labelled Grades — that is your class (student group).
Create New, then set:
- Grade Name (required) — e.g. 9A
- Grade School and Grade Subject
Each grade is one combination of school + subject. If you teach Math to 9A and 9B, create two grades.
On the Subjects and Grades tabs you can filter by school when the list gets long.
After you create a grade, open it to add the Students roster (names only) so you can enter marks. Full guide: Set up your class roster.
After this setup
With school, subject and grade in place you can:
- Create a timetable so lessons appear on the calendar
- Set the academic calendar (years, terms, holidays)
- Build a curriculum for that subject and grade
- Pick calendar colours per grade
- Add students and open the gradebook
What's next?
- Create a timetable — weekly slots that generate lessons
- Academic calendar and holidays — years, terms and breaks
- Set up your class roster — names for grading sheets
- The onboarding walkthrough — the same setup when you first join