Admin Guide

The admin panel is at /admin. What you can see and do is governed by your role's permissions.

Set up in this order

The system has real dependencies — doing these out of order leaves screens that look broken but are only unconfigured.

1. Settings → School

Name, address, contact details, logo, currency and timezone. Everything on the public site and every document uses these; nothing hardcodes a school name.

2. Academics → Academic Setup

Create the academic year and mark it current, then its terms.

Nothing else works until a year exists. Timetables, fee structures, exams and enrolment all hang off it.

3. Academics → Classes & Subjects

• Classes — your year groups.
• Sections — divisions of a class, each with a capacity and optionally a class teacher. Capacity is enforced at admission and at promotion.
• Subjects, then Subject Allocation — which subjects a class takes, and who teaches each.

4. Academics → Timetable

First define the bell schedule (periods, with breaks). Then open the timetable grid, pick a section, and tap a period to set its subject, teacher and room.

Clashes are refused with the reason — "Mr Khan is already taking Grade 6 B in this period" — rather than silently overwriting.

5. Staff → Staff Directory

Add teaching and support staff. Anyone marked Teaching staff can be allocated subjects and gets the teacher portal.

You cannot set a member of staff's password. They activate their own account, and reset it themselves by a code sent to their school email — so nobody else ever knows a teacher's credential.

6. Students → Student Directory

Add students individually, or use Bulk Import for a CSV of the whole roll. Leave the admission number blank and one is allocated.

Link guardians under Students → Guardians. A guardian can be linked to several children, which is what lets a family with three students share one login.

7. Fees → Fee Setup

Fee heads are what can be charged. A fee structure groups heads for a class with amounts and a due date. Concessions discount a specific student.

Then Fees → Collections → Generate raises invoices for a class or a student. They appear in the parent app immediately.

Daily work

Attendance

Attendance → Daily Register for the day's roll, or the per-period register for a subject lesson. Teachers normally do this from their own app; the admin screen is for the office covering an absent teacher.

Marking a student absent on the day register notifies their guardians automatically. A per-period absence does not — that is a lesson matter rather than a safeguarding one.

Attendance → Staff Attendance records staff, with optional check-in and check-out times, filtered by staff type and department.

Admissions

Admissions → Applications is the pipeline: enquiry → applied → assessment → offered → accepted → enrolled, with rejected and withdrawn as exits, and a waiting list.

Converting an accepted application creates the student, carries the photo across, and links or reuses the family's guardian account. Converting twice returns the same student rather than creating a duplicate.

Fees

Collections shows invoices and dues. Take a counter payment by recording the mode and amount; a receipt number is issued.

A payment can never exceed the outstanding balance — the system clamps it. The invoice's paid total and status are always recomputed from the receipt ledger, never typed in.

For online payment, connect a gateway under Settings → Channels → Payments. Whatever you connect becomes the option parents see. Connect none and the app tells families to pay at the office, which is the honest answer.

Examinations

1. Exams — create the exam with its type, term, dates and weighting.
2. Schedules — a paper per subject, with maximum and passing marks.
3. Marks — enter per paper. Marks above the maximum are refused.
4. Report Cards — generate. Totals, percentage, grade and rank in section are computed from the grade scale.
5. Publish — a separate, deliberate action. Until you publish, families see nothing.

Publishing is separate because it is what notifies every family at once.

Communication

Circulars target everyone, parents only, a class or a section, with a publish time, an expiry and an optional pin. Read receipts are recorded per recipient.

Leave Requests from guardians and staff are approved or rejected with a note, which the requester sees.

Payroll

Staff → Payroll. Set salary structures first, then run payroll for a month. A payslip is a frozen document — generating one copies the numbers, so a raise next month never rewrites this month's slip. Re-running is safe: anyone already paid is skipped. A paid payslip cannot go back to draft.

Year end

Students → Promote / Roll Over. Choose the source year and section and the destination, review, and confirm. Enrolment history is written per year, so last year's placement, attendance and results stay exactly as they were.

Reports

Nine canned reports — attendance defaulters, fee collection and dues, exam performance, subject analysis, enrolment and strength — each exporting to CSV.

Settings

Master Data is where most "can I change this dropdown" questions end. Structural values — attendance statuses, invoice statuses, admission stages — are deliberately not editable, because renaming them would break queries.

Two things that catch people out

Photos need storage connected. Until you set up Settings → Channels → Storage, every photo upload returns "Storage is not configured". It is a setting, not a bug.

Results need two publishes. A report card must be published and its exam must be at published status. This is deliberate: it stops a half-marked exam leaking.