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School Administrator Guide

Welcome! As a school administrator, you have complete control over your school's 4SCH system. This comprehensive guide will walk you through setting up and managing all aspects of your school management system.

Who is this guide for?

This guide is specifically for School Administrators who manage the school system through the web-based admin panel. If you're a teacher or staff member, see the Teacher Guide or Staff Guide.

School Admin Dashboard
School Admin Dashboard - Your command center

Quick Navigation​

Initial Setup
First-time configuration
Academic Setup
Sessions, classes, subjects
User Management
Students, teachers, staff
Fee Management
Structure, invoices, payments
Reports & Analytics
Insights and exports
System Settings
Configuration and security

Getting Started​

First Login​

When you first access the admin panel:

  1. Navigate to your school's admin URL (e.g., https://yourschool.4sch.com/admin)
  2. Enter your Admin Email and Password
  3. Click Login
Verifying your email

Before your very first sign-in, 4SCH sends a one-time Verify Email message to your admin address. Click the link in that email and you'll land on a friendly success page with a brief countdown — you're then automatically signed in and taken to your dashboard. The link still works if you've closed your browser since the email arrived. If you can't find the message, check your Spam / Junk folder.

Security Best Practice

Change your default password immediately after first login. Go to Profile → Change Password.

Understanding the Admin Dashboard​

Your dashboard provides a complete overview of your school's key metrics and recent activity at a glance.

Key Features:

  • Student and teacher statistics
  • Fee collection status (fully paid, partially paid, unpaid)
  • Upcoming holidays and recent announcements
  • Quick actions and shortcuts
Detailed Dashboard Guide

For a comprehensive guide on using the dashboard, understanding all metrics, filtering data, and exporting reports, see the Admin Dashboard & Analytics Guide.

Academic Management​

Setting Up Academic Sessions​

Academic sessions represent school years (e.g., 2024-2025).

To create a new session:

  1. Go to Academics → Session Years
  2. Click Add New Session
  3. Fill in:
    • Session Name: e.g., "2024-2025"
    • Start Date: First day of school
    • End Date: Last day of school
    • Default Session: Check if this is the current active session
  4. Click Save
Important

Only one session can be marked as "default" (active). This is the session students and teachers see.

Creating Classes and Sections​

Classes represent grade levels (e.g., Class 10), and sections are divisions within a class (e.g., 10-A, 10-B).

Step 1: Create Classes

  1. Go to Academics → Classes
  2. Click Add New Class
  3. Enter:
    • Class Name: e.g., "Class 10"
    • Medium: Language of instruction (e.g., English)
  4. Click Save

Step 2: Add Sections

  1. Select the class you just created
  2. Click Add Section
  3. Enter:
    • Section Name: e.g., "A", "B", "Science", "Commerce"
    • Capacity: Maximum students (optional)
  4. Click Save

Setting Up Subjects​

Subjects are the courses taught in your school.

To add subjects:

  1. Go to Academics → Subjects
  2. Click Add New Subject
  3. Fill in:
    • Subject Name: e.g., "Mathematics", "English"
    • Subject Code: e.g., "MATH101"
    • Type: Core or Elective
  4. Click Save

Assigning Subjects to Classes:

  1. Go to Academics → Class Subjects
  2. Select a class and section
  3. Choose subjects from the list
  4. Assign teachers to each subject (see Teacher-Subject Assignment Guide)
  5. Click Save

Syllabus Pattern Management​

New in v1.9.2

Organize and structure curriculum content with pattern-based syllabus organization for better academic planning.

Creating Syllabus Patterns:

  1. Open the sidebar and navigate to Academics → Class → Syllabus

    Where to Find Syllabus

    Syllabus is grouped under the Class menu (within the Academics section). It appears between Class and Class Subject in the sidebar.

  2. Click Add Syllabus

  3. Configure:

    • Class: Select the class
    • Subject: Choose the subject
    • Title: Enter syllabus title (auto-populated as "Class - Subject")
    • Status: Set as Active or Inactive

  4. Click Submit

Permissions Required

The Syllabus management requires the syllabus-list permission. For schools created before v1.9.2 that don't see the Syllabus menu link, your administrator must run the syllabus permissions backfill migration to grant the required permissions to the School Admin role.

Benefits:

  • Standardize curriculum structure across classes
  • Link lessons and topics to specific syllabus patterns
  • Track syllabus completion progress
  • Generate syllabus-based reports
  • Ensure consistency in curriculum delivery

Creating Timetables​

To create a class timetable:

  1. Go to Academics → Timetable
  2. Select Class, Section, and Session
  3. Click Create Timetable
  4. For each day:
    • Add time slots (e.g., 9:00 AM - 10:00 AM)
    • Assign subject and teacher
    • Add room/venue (optional)
  5. Click Save Timetable
Time-Saving Feature

Use the Copy Timetable feature to duplicate a similar class's schedule and modify it.

Timetable Validation & Conflicts:

The system checks for:

  • Teacher double-booking: A teacher can't be scheduled for two classes at the same time
  • Classroom conflicts: If room assignments are used, same room can't be used simultaneously
  • Time slot overlaps: Ensure start/end times don't conflict

If you encounter conflicts, review teacher assignments or adjust time slots.

Managing Exams​

Creating Exam Schedules:

  1. Go to Exams → Exam Types
  2. Add exam types (e.g., Mid-Term, Final, Monthly Test)
  3. Go to Exams → Create Exam
  4. Fill in:
    • Exam Name: e.g., "Mid-Term Exam - Term 1"
    • Session and Class
    • Start Date and End Date
  5. Click Save

Publishing Exam Timetable:

  1. Select the exam
  2. Click Add Timetable
  3. For each subject:
    • Date and Time
    • Duration
    • Total Marks
    • Passing Marks
    • Venue/Room
  4. Click Publish Timetable

Offline Exam Marks with Draft and Publish​

New in v1.9.2

Offline exam marks now support Draft and Publish workflow for better control over marks release and enhanced security for online exams.

Using Draft and Publish for Offline Exam Marks:

  1. Go to Exams → Upload Marks
  2. Select class, exam, and subject
  3. Choose Status:
    • Draft: Save marks without making them visible to students/parents
    • Published: Make marks visible to students and parents
  4. Enter marks for each student
  5. Click Submit

Benefits of Draft Status:

  • Review and verify marks before publication
  • Collaborative marking with multiple teachers
  • Correct errors before students see results
  • Control timing of results release
  • Maintain academic integrity

Security Enhancements:

  • Online exams now include screen recording and screenshot protection
  • Fee payment screens include screenshot protection
  • Enhanced data security during sensitive operations

For detailed exam workflows, see:

User Management​

Adding Students​

Single Student Admission:

  1. Go to Students → Add Student
  2. Fill in Personal Details:
    • First Name, Last Name
    • Date of Birth
    • Gender
    • Photo (optional)
  3. Add Contact Information:
    • Email (if applicable)
    • Mobile Number
    • Current Address
  4. Set Academic Details:
    • Admission Number
    • Class and Section
    • Roll Number
    • Admission Date
  5. Add Guardian/Parent Information:
    • Name, Email, Phone
    • Relationship to student
  6. Click Submit

Bulk Student Import:

  1. Go to Students → Import Students
  2. Download the CSV template
  3. Fill in student details in the template
  4. Upload the completed CSV file
  5. Review and confirm the import
Data Validation

Ensure email addresses and admission numbers are unique. Duplicates will cause import errors.

Managing Teachers​

Adding a Teacher:

  1. Go to Staff → Teachers → Add Teacher
  2. Fill in:
    • Personal Details: Name, DOB, Gender, Photo
    • Contact: Email, Phone, Address
    • Employment Details:
      • Employee ID
      • Joining Date
      • Qualification
      • Designation (e.g., Senior Teacher, HOD)
  3. Assign Subjects:
  4. Set Login Credentials:
    • Email (used for login)
    • Generate password
  5. Click Save

Adding Non-Teaching Staff​

Non-teaching staff includes accountants, admission officers, librarians, transport coordinators, etc.

To add staff:

  1. Go to Staff → Non-Teaching Staff → Add Staff
  2. Fill in personal and contact details
  3. Set Role:
    • Accountant
    • Admission Officer
    • Transport Coordinator
    • Librarian
    • Office Clerk
  4. Assign Permissions based on their role
  5. Create login credentials
  6. Click Save

Managing Parents/Guardians​

Parents are automatically created when you add a student. To manage them:

  1. Go to Parents → All Parents
  2. View parent details linked to students
  3. Edit contact information if needed
  4. Reset passwords if parents forget credentials

Fee Management​

Setting Up Fee Structure​

Step 1: Create Fee Types

  1. Go to Fees → Fee Types
  2. Click Add Fee Type
  3. Examples:
    • Tuition Fee
    • Sports Fee
    • Library Fee
    • Lab Fee
    • Transport Fee
    • Exam Fee
  4. For each, set:
    • Name
    • Description
    • Optional or Compulsory

Step 2: Define Fee Structures for Classes

  1. Go to Fees → Fee Structures
  2. Select Class and Session
  3. Add fee types with amounts:
    • Tuition Fee: ₦50,000
    • Sports Fee: ₦5,000
    • Library Fee: ₦3,000
  4. Set Payment Schedule:
    • Full Payment
    • Installments (e.g., 3 installments)
  5. Set Due Dates for each installment
  6. Click Save

Creating Invoices​

Manual Invoice Generation:

  1. Go to Fees → Generate Invoices
  2. Select Class, Section, Session
  3. Choose students (or select all)
  4. The system generates invoices based on fee structure
  5. Click Generate Invoices

Auto-Generated Invoices:

  • Set up automatic invoice generation for new admissions
  • Go to Settings → Fee Settings
  • Enable Auto-Generate Invoices

Recording Payments​

Cash/Offline Payments:

  1. Go to Fees → Record Payment
  2. Search for student
  3. View outstanding balance
  4. Enter:
    • Amount Paid
    • Payment Date
    • Payment Method: Cash, Cheque, Bank Transfer
    • Receipt Number
    • Notes (optional)
  5. Click Record Payment
  6. Print receipt for parent

Online Payments:

Online payments through payment gateways are recorded automatically. You can:

  • View transaction details
  • Download payment receipts
  • Reconcile with bank statements

Payment Gateway Setup​

To enable online fee payments:

  1. Go to Settings → Payment Gateway
  2. Choose your provider:
    • Paystack
    • Flutterwave
    • Stripe
    • RazorPay
  3. Paste the access keys you copied from your provider's website:
    • Public Key
    • Secret Key
  4. Set Payment Settings:
    • Minimum amount
    • Convenience fee (if applicable)
  5. Test the connection
  6. Enable the gateway

Fee Reports​

Generate comprehensive fee reports:

  1. Go to Fees → Reports
  2. Choose report type:
    • Fee Collection Report: Total collected vs pending
    • Class-wise Collection: Collection by class
    • Defaulters Report: Students with pending fees
    • Payment Method Report: Cash vs online
  3. Select date range
  4. Export as PDF or Excel

Reports & Analytics​

Student Reports​

Attendance Reports:

  1. Go to Reports → Attendance
  2. Filter by:
    • Class/Section
    • Date range
    • Student
  3. View statistics:
    • Total present/absent days
    • Attendance percentage
    • Monthly trends
  4. Export report

Academic Performance Reports:

  1. Go to Reports → Exam Results
  2. Select exam and class
  3. View:
    • Subject-wise performance
    • Class average
    • Top performers
    • Students needing attention
  4. Generate report cards
Enhanced in v1.9.2

Reports feature improved UI/UX with:

  • Clearer data presentation and better navigation
  • Session year filtering (view historical data without changing active session)
  • Enhanced student and teacher report interfaces
  • Improved route vehicle reports with better filtering options

Financial Reports​

Fee Collection Summary:

  • Total fees due
  • Amount collected
  • Pending amount
  • Collection rate

Income vs Expense:

  • Track school revenue through fee collection
  • Monitor operational expenses (see Expense Management)
  • View profit/loss trends
  • Monthly financial comparisons
tip

For detailed expense tracking and categorization, use the dedicated Expense Management feature. This allows you to record utilities, supplies, maintenance, and other operational costs with proper categorization and reporting.

Staff Reports​

Teacher Performance:

  • Classes taught
  • Attendance marking
  • Assignment grading rate
  • Student feedback

Leave Reports:

  • Leave applications
  • Approved/rejected
  • Leave balance
  • Attendance record

System Settings​

School Profile & General Settings​

Update your school's information:

  1. Go to Settings → School Profile
  2. Edit:
    • School Name
    • Logo (upload image)
    • Address
    • Contact Numbers
    • Email
    • Website
    • School Code
  3. Click Save

Custom Fields in General Settings​

New in v1.9.1

School custom fields have been restored and relocated to General Settings for better organization and easier access.

Setting Up Custom Fields:

  1. Go to Settings → General Settings
  2. Scroll to Custom Fields section
  3. Click Add Custom Field
  4. Configure:
    • Field Name: Give your field a descriptive name
    • Field Type: Text, Number, Date, Dropdown, etc.
    • Required: Make field mandatory or optional
    • Visibility: Control who can see this field
  5. Click Save

Use Cases:

  • School registration number
  • Affiliation details
  • Custom school identifiers
  • Regional or district-specific information
  • Accreditation data

Managing Custom Field Data:

  • Values are captured during school setup and can be edited anytime
  • Custom fields appear in relevant reports and exports
  • Use for compliance and reporting requirements

Role & Permissions​

Define what each user role can access:

  1. Go to Settings → Roles & Permissions

Lessons & Topics Management​

Permissions:

  • lesson-create — Allow teachers to create lessons
  • lesson-edit — Allow teachers to edit lessons
  • lesson-delete — Allow teachers to delete lessons
  • topic-create — Allow teachers to create topics under lessons
  • topic-edit — Allow teachers to edit topics
  • topic-delete — Allow teachers to delete topics

System Setting:

  • file_upload_size_limit — Maximum file size for study materials (MB)
tip

Teachers can upload files, videos, YouTube links, and other links as study materials. Monitor the file upload size limit to balance quality vs storage/bandwidth.

Modules & Feature Access (Missing Menus)​

If a user cannot see a menu (or receives a "feature not available" style error), it is usually due to one of these:

  1. Module is disabled for the school (feature not enabled)
  2. Permission is not granted for the user role

Common module names used by the system include:

  • Exam Management
  • Assignment Management
  • Attendance Management
  • Fees Management
  • Timetable Management
  • Announcement Management
  • Lesson Management
  • Staff Leave Management
  • Expense Management

If a teacher/parent/student reports a missing feature:

  • Confirm the role permissions first
  • Then verify the module/feature is enabled for your school plan/settings
  • If you still can’t enable it, contact support to activate the module for your school
Quick check

If the feature is visible for admins but not for teachers, it is usually a role permission issue.

  1. Select a role (e.g., Teacher, Accountant)
  2. Enable/disable the permissions you want (for example: View students, Edit students, View fees, Collect fees, Generate reports)
  3. Click Save

Notification Settings​

Configure system notifications:

  1. Go to Settings → Notifications
  2. Set up:
    • Email Notifications: Announcements, fee reminders
    • Push Notifications: Attendance alerts, exam notices, fee reminders
    • Push Notifications: Mobile app alerts
  3. Configure notification templates
  4. Set frequency and triggers

Backup & Data Management​

Database Backups:

  1. Go to Settings → Database Backup
  2. Options:
    • Manual Backup: Create backup now
    • Scheduled Backups: Daily, weekly, monthly
  3. Download backup files
  4. Store securely

Data Import/Export:

  1. Go to Settings → Data Management
  2. Export data:
    • Student records
    • Fee data
    • Attendance logs
  3. Import data from other systems
  4. Use CSV templates

Communication & Announcements​

Posting Announcements​

School-Wide Announcements:

  1. Go to Communication → Announcements
  2. Click Create Announcement
  3. Fill in:
    • Title: e.g., "PTA Meeting Notice"
    • Message: Full details
    • Target Audience:
      • All Users
      • Parents Only
      • Specific Classes
    • Attachments (if any)
    • Send Notifications: Email, Push, In-App
  4. Click Publish

Messaging System​

Send Messages to Parents/Teachers:

  1. Go to Communication → Messages
  2. Compose new message
  3. Select recipients:
    • Individual users
    • Entire class
    • All parents
  4. Type message
  5. Send immediately or schedule

Transportation Management​

New in v1.9.2

Enhanced with comprehensive student and teacher transportation attendance reporting for better route tracking and compliance monitoring.

Setting Up Routes​

  1. Go to Transportation → Routes
  2. Click Add Route
  3. Enter:
    • Route Name: e.g., "Route A - Downtown"
    • Pickup Points: Add stops with timings
    • Vehicle Assignment
    • Driver & Helper Details
  4. Click Save

Managing Transport Fees​

  1. Go to Transportation → Fees
  2. Set fees per route
  3. Link to student fee structure
  4. Generate transport invoices

Transportation Attendance Reports​

New in v1.9.2

Comprehensive transportation attendance reporting for students and teachers with route tracking capabilities.

Viewing Student Transportation Reports:

  1. Go to Reports → Student Reports
  2. Select the Transportation tab
  3. View attendance statistics:
    • Daily pickup/drop-off attendance
    • Route-wise attendance summary
    • Late pickups and absences
    • Monthly transportation usage patterns
  4. Filter by:
    • Date range
    • Route/Vehicle
    • Individual student
  5. Export reports for compliance and billing

Viewing Teacher/Driver Transportation Reports:

  1. Go to Reports → Teacher Reports or Staff Reports
  2. Select the Transportation tab
  3. Monitor:
    • Route attendance tracking
    • Driver/helper attendance logs
    • Trip completion status
    • Route monitoring data
  4. Use for:
    • Staff attendance verification
    • Route efficiency analysis
    • Compliance documentation

Live Tracking​

Monitor school buses in real-time:

  1. Go to Transportation → Live Tracking
  2. View all active buses on map
  3. Check route progress
  4. Send alerts to drivers

Holidays & Events​

Adding Holidays​

  1. Go to Academics → Holidays
  2. Click Add Holiday
  3. Enter:
    • Holiday Name: e.g., "Independence Day"
    • Date
    • Description
  4. Click Save

Holidays appear on calendars for students and teachers.

School Calendar​

Manage all school events:

  1. Go to Academics → Calendar
  2. Add events:
    • Exams
    • Holidays
    • Sports Day
    • PTA Meetings
  3. Events sync to mobile apps

Share school photos and videos:

  1. Go to Gallery → Manage Gallery
  2. Create albums by:
    • Session Year
    • Event Type (Sports Day, Annual Function)
  3. Upload photos/videos
  4. Publish for viewing by parents and students

Leave Management​

Managing Staff Leave​

New in v1.9.1

School Administrators can now manually create and manage leave entries for staff members, in addition to approving staff-initiated requests.

Creating Leave for Staff Members​

As an administrator, you can create leave entries on behalf of staff:

  1. Go to Staff → Leave Management or Leave → Manage Leave
  2. Click Add Leave
  3. Fill in the details:
    • Staff Member: Select the staff member
    • Leave Type: Choose from Sick, Casual, Earned, or other configured types
    • From Date: Starting date of leave
    • To Date: Ending date of leave
    • Reason: Enter the reason for leave
    • Status: Set as Approved, Pending, or Rejected
  4. Click Submit

Use Cases:

  • Recording retroactive leave entries
  • Managing leave for staff who cannot access the system
  • Administrative leave assignments
  • Bulk leave management during holidays or events

Approving Staff Leave Requests​

  1. Go to Staff → Leave Requests
  2. View pending requests
  3. Check:
    • Leave type (Sick, Casual, Earned)
    • Duration
    • Reason
    • Leave balance
  4. Approve or Reject with comments

Viewing Leave History​

  • Navigate to Staff → Leave Management to view all leave records
  • Filter by staff member, date range, or leave type
  • Export leave reports for HR purposes
  • Monitor leave balances and patterns

Subscription & Account Management​

Understanding Your Subscription Status​

Your school's subscription determines access to the 4SCH system. It's critical to monitor your subscription status to avoid service interruptions.

Checking Subscription Status​

Dashboard Warning: A warning banner appears on your admin dashboard when you have 14 days or less until subscription expiry.

Subscription Details:

  1. Login to your admin account
  2. Check the dashboard for expiry warnings
  3. View subscription end date and days remaining
Important

The system does NOT send email or push notifications about subscription expiry. You must login regularly to check your dashboard for warnings.

Subscription Timeline & What to Expect​

Active Period​

  • Status: ✅ Full access to all features
  • Action: None required (system operates normally)

Warning Period (14 Days Before Expiry)​

  • Status: ⚠️ Warning displayed on dashboard
  • What You'll See: Banner showing days remaining
  • Access: Full access continues
  • Action: Plan for renewal payment

Expiry Day & Grace Period (3 Days)​

  • What Happens: Subscription expires but you get a 3-day grace period
  • Access: ✅ System remains fully accessible during grace period
  • Billing: System automatically generates a bill
  • Payment Deadline: End date + 3 days
  • Action: Make payment immediately to avoid disruption
Grace Period

You have 3 days after expiry to make payment while maintaining full access. This grace period is to accommodate payment processing time.

After Grace Period (Day 4+)​

  • What Happens: System access is automatically terminated
  • Access: ❌ All users (teachers, students, parents) are blocked from logging in
  • Data: Your data is safe and preserved - nothing is deleted
  • Restoration: Contact Super Admin or make payment to restore access immediately

Critical Information About Notifications​

⚠️ Current System Limitation:

The system DOES NOT send:

  • ❌ Email notifications before expiry
  • ❌ Push notifications to your mobile device
  • ❌ Automatic alerts about upcoming subscription expiry (this is a known gap — check the expiry date shown in Settings → Subscription)
  • ❌ Automated reminders during grace period

✅ What You Get:

  • Dashboard visual warning (14 days before expiry)
  • Manual communication from Super Admin (if they reach out)

Best Practice: Login to your admin dashboard at least twice per week to check for subscription warnings.

Making Payments​

During Active or Grace Period​

  1. Navigate to subscription/billing section
  2. View outstanding bills
  3. Select payment method (online gateway or manual)
  4. Complete payment
  5. Access continues uninterrupted

After Access Termination​

  1. Contact Super Admin via email/phone
  2. Make payment as directed
  3. Super Admin activates new subscription
  4. Access is restored immediately
  5. All your data remains intact

Data Safety & Retention​

Good News: Your school data is NEVER automatically deleted, even if:

  • Subscription expires
  • Grace period passes
  • You don't renew for months or years

Your Data Includes:

  • All student and teacher records
  • Complete exam and grade history
  • Fee payment records
  • Attendance data
  • All uploaded files and documents

Data Preservation: Your dedicated school database remains intact indefinitely until you request deletion or Super Admin performs manual cleanup.

Best Practices for School Admins​

Avoid Service Interruption​

  1. Monitor Regularly:

    • Login to dashboard at least twice weekly
    • Check for expiry warnings
    • Note your subscription end date

  2. Plan Ahead:

    • Renew before the expiry date (don't rely on grace period)
    • Prepare payment 1-2 weeks in advance
    • Keep payment methods updated

  3. Enable Auto-Renewal (if available):

    • Ensures continuous service
    • Automatic payment processing
    • No manual intervention needed

  4. Communicate:

    • Save Super Admin contact information
    • Inform finance team about upcoming renewals
    • Coordinate payment processing in advance

  5. Document:

    • Keep records of subscription periods
    • Note payment history
    • Document renewal dates

Emergency Contacts​

If you lose access unexpectedly:

  • Super Admin Email: [Your Super Admin Email]
  • Support Phone: [Support Number]
  • Emergency Contact: [Emergency Contact]
Critical Warning

After expiry + 3 days grace period, ALL USERS will be locked out:

  • Teachers cannot enter grades
  • Students cannot access assignments
  • Parents cannot view reports
  • You cannot access any school data

Plan your renewals carefully to avoid disruption to your school operations!

Understanding the 3-Day Grace Period​

Why Only 3 Days? The grace period is designed for payment processing time, not as an extension of your subscription.

What It's For:

  • ✅ Processing online payments
  • ✅ Bank transfer confirmation
  • ✅ Payment gateway delays
  • ✅ Weekend/holiday consideration

What It's NOT For:

  • ❌ Free extended trial
  • ❌ Delaying payment decisions
  • ❌ Budget approval time
  • ❌ Negotiating new terms

Recommended Action: Always renew before your expiry date. Don't plan to use the grace period.

Frequently Asked Questions​

Q: Will I lose my data if I don't renew immediately? A: No. Your data is preserved indefinitely. Only access is blocked.

Q: Can I restore access after termination? A: Yes. Contact Super Admin or make payment to restore access immediately.

Q: How will I know when my subscription is expiring? A: A warning appears on your dashboard 14 days before expiry. No emails are sent automatically.

Q: What happens to students during access termination? A: Students cannot login to the app. Teachers cannot enter grades. All users are blocked.

Q: Is there a way to get email reminders? A: Currently, the system doesn't send automated email reminders. Check your dashboard regularly.

Q: Can I export my data before canceling? A: Yes. Use the data export features before your subscription ends.

For Complete Details

See the comprehensive Subscription Expiry & Retention Policy Guide for technical details, timelines, and Super Admin procedures.

Tips for School Administrators​

Daily Tasks Checklist​

Every Morning:

  • ✅ Check dashboard for key metrics
  • ✅ Review pending approvals (leave, admissions)
  • ✅ Monitor attendance reports
  • ✅ Check system notifications

Weekly Tasks:

  • ✅ Review fee collection status
  • ✅ Generate weekly reports
  • ✅ Check staff attendance
  • ✅ Post announcements for upcoming events

Monthly Tasks:

  • ✅ Generate monthly financial reports
  • ✅ Review academic performance
  • ✅ Back up database
  • ✅ Plan next month's activities

Best Practices​

Security:

  • Change default passwords immediately
  • Use strong passwords (min 12 characters)
  • Enable two-factor authentication
  • Regularly review user permissions
  • Log out when leaving your workstation

Data Management:

  • Perform weekly database backups
  • Verify data before bulk imports
  • Keep records organized by session
  • Archive old session data

Communication:

  • Send important notices via multiple channels
  • Use templates for routine communications
  • Schedule announcements in advance
  • Keep parents informed regularly

Financial Management:

  • Reconcile fees daily
  • Follow up on pending payments promptly
  • Generate fee receipts immediately
  • Keep digital copies of all transactions

Tool call argument 'replace' pruned from message history.

Can't Log In​

Solution:

  1. Verify you're using the correct admin URL
  2. Check email and password (case-sensitive)
  3. Clear browser cache and cookies
  4. Try password reset
  5. Contact technical support if issue persists

Students Not Seeing Assignments​

Check:

  • Assignment is published (not in draft)
  • Correct class/section is selected
  • Student is enrolled in the class
  • Assignment date range is valid

Payment Gateway Not Working​

Verify:

  • Access keys are entered correctly (no extra spaces)
  • Gateway is enabled in settings
  • Test mode is disabled (for live payments)
  • Firewall isn't blocking requests
  • Contact payment provider support

Reports Not Generating​

Try:

  • Reduce date range
  • Check if data exists for selected filters
  • Clear browser cache
  • Try different export format
  • Contact support with error message

Getting Help​

Support Resources​

Training for Your Team​

Consider scheduling training sessions for:

  • New administrators
  • Teachers using grading features
  • Accountants using fee management
  • Admission officers

Next Steps​

Now that you've set up your system:

  1. Train your teachers on using their features
  2. Guide parents on accessing the parent portal
  3. Help students understand the student app
  4. Import existing data if migrating from another system
tip

Bookmark this guide and refer back to it as you explore different features of the system!

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