Common Workflows
Step-by-step guides for the most common tasks you'll perform in the system.
Starting a New Academic Year
Complete process for setting up a new academic year from scratch.
Step 1: Create Academic Year
Go to Settings → Academic Years, create a new year with start/end dates, and mark it as active.
Step 2: Promote Students
Promote all eligible students to their next class. Go to Students → Promote, select classes, and promote in bulk.
Step 3: Update Fee Structures
Create new fee structures for the year. Go to Fees → Fee Structures, add fee heads with updated amounts, and assign to classes.
Step 4: Create Timetables
Set up class schedules. Go to Academics → Timetable, create timetables for each class/section.
Step 5: Admit New Students
Process new admissions. Go to Students → Create or use bulk import.
Step 6: Register New Employees
Add any new staff. Go to Employees → Create and create user accounts for new staff.
Daily Attendance Process
How to mark and manage daily attendance for all classes.
Step 1: Open Attendance Module
Go to Attendance → Student. Select today's date (it's selected by default).
Step 2: Select Class & Section
Choose the class and section from the dropdown. The student list will load.
Step 3: Mark Attendance
Click Mark All Present first, then click on absent students to toggle their status. Use Late or Half Day if needed.
Step 4: Add Remarks
Add notes for absent students (e.g., "Parent called - sick"). This is optional but helpful.
Step 5: Save
Click Save Attendance. Repeat for each section.
Step 6: Send Alerts (Optional)
Go to Communication → SMS to send absence alerts to parents.
Fee Collection Process
How to collect fees and generate receipts.
Step 1: Open Fee Collection
Go to Fees → Fee Collection. Search for the student by name, admission number, or class.
Step 2: Select Student
Click on the student. Their fee dashboard shows all due amounts and payment history.
Step 3: Choose Fees to Collect
Check the boxes next to the fees being paid. You can collect full or partial amounts.
Step 4: Enter Payment Details
Enter the amount, select payment mode (Cash/Cheque/Online/UPI), and add any reference number.
Step 5: Collect & Print Receipt
Click Collect. The receipt is generated automatically. Print it or email it to the parent.
Exam Lifecycle
Complete process from exam setup to report cards.
Step 1: Create Exam Term
Go to Examinations → Exam Terms, create a new term (e.g., "Mid-term 2024").
Step 2: Create Exam Schedule
Go to Examinations → Schedule, add exams for each subject with dates and times.
Step 3: Enter Marks
After exams, go to Examinations → Marks Entry. Select class/subject and enter marks for each student.
Step 4: Generate Report Cards
Go to Examinations → Report Cards, select the term and class, then generate PDFs.
Step 5: Distribute
Print report cards or email them to parents through the system.
Onboarding a New Employee
Complete process for adding a new staff member.
Step 1: Create Employee Record
Go to Employees → Create. Fill in personal details, job information, and contact details.
Step 2: Upload Documents
Upload ID proofs, certificates, and other required documents in the Documents section.
Step 3: Create Login Account
Go to Settings → User Accounts, create a login account, assign a role, and set an initial password.
Step 4: Set Salary Structure
Go to Payroll → Salary Structure, assign a salary structure to the employee.
Step 5: Send Welcome Info
Send the login credentials and welcome information via email or message.
Monthly Payroll Processing
How to process salaries at the end of each month.
Step 1: Verify Attendance
Go to Attendance → Employee. Make sure all employee attendance is recorded for the month.
Step 2: Process Leave
Approve all pending leave applications. Update leave balances.
Step 3: Run Payroll
Go to Payroll → Process. Select the month. The system calculates gross, deductions, and net salary.
Step 4: Review & Approve
Review the calculations. Make manual adjustments if needed (overtime, bonuses, etc.).
Step 5: Generate Payslips
Go to Payroll → Payslips. Generate and distribute payslips to all employees.
Step 6: Record Payments
Go to Finance → Day Book and record salary payments.
Library Book Issue & Return
How to issue and return library books.
Issuing a Book
Go to Library → Issue. Scan member ID or search by name. Scan the book barcode. Set the due date. Confirm the issue.
Returning a Book
Go to Library → Return. Scan the book barcode. The system checks for overdue fines. Collect fine if any. Confirm return.
Handling Overdue Books
Check Library → Reports → Overdue Books. Send reminders via SMS or message. Collect fines when books are returned.
Generating and Exporting Reports
How to create, customize, and export reports.
Step 1: Navigate to Reports
Go to Reports and select the category (Student, Employee, Financial, etc.).
Step 2: Select Report Type
Choose the specific report you need (e.g., Attendance Report, Fee Collection Report).
Step 3: Apply Filters
Set date range, class, section, status, or other filters to narrow down the data.
Step 4: Generate
Click Generate or View Report. The report displays on screen.
Step 5: Export
Click the export button and choose format: PDF for printing, Excel for analysis, or CSV for data sharing.