Admin Portal

AI based school management system documentation

Introduction

This is the official documentation for SchoolSYS Admin Portal! where one can get all the information related to the admin portal.

This documentation will help you manage the operations which are necessary to manage the school.
Note: This documentation will be visible to only people who will have the admin access.

There is different documentation for teachers and students.

Getting Started

There are few things that needs to be set from the Admin portal in order to start the teacher and student portal. The steps for those tasks are below

  • Step 1 - Create a class with all the details need. You can see the steps from here
  • Step 2 - Add the teachers in the school. Following help is here
  • Step 3 - Create the timetable for every class. Here you can find the related help.
  • Step 4 - Add the student for the relevent class. Here you can find the related help.

Creating a class

Adding a class is the first step in the process as there won't be any student without the class defined.
We suggest you please create the class first.

There is 5 or 6 simple steps to create a class.

Computer or laptop process

  • Step 1 - From the left side menu option, click on the class button.
  • Step 2 - Select the class from the dropdown menu. The classes are mentioned in the Roman numbers.
  • Step 3 - Select the section from the dropdown menu. Ex. A, B, C, D, E etc.
  • Step 4 - Start typing the teacher name in the teacher input section, only three letter of the teacher name will show all the teacher availble in the school.
  • Step 5 - At last click on the Add button to add the teacher.

The added schools can be seen in the list view in the same page.

Mobile process

In this process there is one more step from the computer or laptop process.

  • Step 1 - Open the menu bar from the top left icon.
  • Step 2 - From the left side menu option, click on the class button.
  • Step 3 - Select the class from the dropdown menu. The classes are mentioned in the Roman numbers.
  • Step 4 - Select the section from the dropdown menu. Ex. A, B, C, D, E etc.
  • Step 5 - Start typing the teacher name in the teacher input section, only three letter of the teacher name will show all the teacher availble in the school.
  • Step 6 - At last click on the Add button to add the teacher.

The added schools can be seen in the list view in the same page.

Managing Teacher

Adding Teacher

There are some mandatory fields that needs to be done to add any teacher.

On Computer or laptop

  • Step 1 - From the left side menu option navigate to Teachers > Add Teacher
  • Step 2 - Fill all the details in this section.
  • Step 3 - Click on the add button to add the teacher

On Mobile

In this process there is one more step from the computer or laptop process.

  • Step 1 - Open the menu bar from the top left icon.
  • Step 2 - From the left side menu option, navigate to Teachers > Add Teacher.
  • Step 3 - Fill all the details of the teacher.
  • Step 6 - At last click on the Add button to add the teacher.

Note: Teachers can add their profile picture from their portal. Also, they can edit the about teacher section.
The added Teacher is visible in the View Teachers section..

View Teachers

Admin can see all the teacher of the school in this section.

Teacher Profile Card

Teacher profile card is to show the brief details about the teacher. In the teacher card there are three icons.
Mail - This icon will send the mail to the teacher which they can see and react on.
Call - This icon will use the teachers mobile number (which ever is provided) to call them in case of any need.
Message - This is icon to message any teacher on the this schoolSYS in case of any need.

There is one button name View Full Profile also to see the complete profile of the teacher.

The last section of the card shows the total classes conducted by teacher, total assignment uploaded and total leaves taken.

Teacher Profile

This section shows the teacher personal as well as education information. Admin can find all the teacher related information in this page. This page has 3 buttons.
1. Edit button enables the option to edit the details of the teacher.

2. Disable button disable the teacheer and prevent them to changes or login the teacher in the schoolSYS.

3. Delete button delete the teacher from the school. To delete the teacher admin needs to enter the password for security purpose.

Creating Timetable

Navigate to Timetable

Simply navigate to the timetable page with the help of menu section from the left side of the page. On this page you will see a card with a Generate Timetable heading.
This card is to define the basic details any class timetable. These details are mandatory to fill. Let's take a look into this with the help of step by step process.

Generate Timetable

  • Select Class - In this dropdown menu you can see all the classes creaed for this school. Simply select the class for which you want to create a timetable.
  • Total Classes (Per day) - In some schools there are 6 classes, in others it may be 8 so based on your school please select the no. classes which are conducted every day.
  • Start Time - It is the time when the first class starts.
  • Period duration - Here you have to mention the duration of the period of every class.
  • Recess After - Here one can mention the recess position in timetable. For example if the recess in one school is after 4th class so one needs to select 4th to place the recess after period 4.
  • Recess Duration - This section is to define the time of recess mentioned in the previous section .
  • Click on Generate button to generate the layout.

Assign Subject and Teacher

The moment one clicks the Generate button a new section will be available in the same page. Follow the below steps to create the timetable.

  • Step 1. Select the day from the given days.
  • Step 2. Enter the subject name.
  • Step 3. Select the teacher name from the recommended teachers. You can get the recommended teacher by entering the first 1 or 2 alphabets of the teacher's name.
  • Step 4. Click on the save button to save the timetable.

Note: Once a day timetable is filled, to clone the timetable to another day, simply click on the added day and then click on the empty(Gray color) day and click save. This will save a lot of time from filling the details all again.

Student Management

Basically the student management have two options.
1. To Add Student in school.
2. To View Student details of the school or class.
Let's discuss both in details.

Add Student

The UI for adding stuent is something like below.

To add the any student in the school, the school admin needs to fill all the details showing in the above section. All the fileds are mandatory to fill for the student to add in the school. Once the student is added the User Id and Password will be sent to the Father's email.
It is along with the user id and password a message will also be sent to the father's email to change the password once logged in.

The password sent to the student will be completely encripted and even SchoolSYS won't be able to see the password.

View Student

There are two ways to find any student in this section.
1. Use the filter option.
2. Scroll the page down and look for the student name.
We suggest to go with the first one.

Filter Option

One can filter the student on three basis.
1. Search by the student name.
2. Search by the student's father name.
3. Filter the student based on class.
Admin can also use all three options to filter the students.

Student Profile Card

Student profile card is to show the brief details about the student. In the student card there are three icons.
Mail - This icon will send the mail to the student which they can see and react on.
Call - This icon will use the student's or parents mobile number (which ever is provided) to call them in case of any need.
Message - This is icon to message any student or parent on the this schoolSYS in case of any need.
There is one button name View Full Profile also to see the complete profile of the student.

Student Profile

This is a very important section which contails all the personal, financial and school interactual details of student. This section has many interactive options for admin as well as only informative sections. We have below sections in this page

1. Personal information section that contains all the important information of the student.

2. Student fee details section show the fee history of the deposited fee. It also has the option to depoisit the student fee.

3. Section 3 is fee summary section where calculated view of student fee is displayed. Admin can get the idea of concession and other fee details of the specific student from this section.

4. The last section of the student profile is diary details of the student. In the diary section the admin can get the diary details of the teacher sent to student.

Fee Management

The fee management system is key feature of SchoolSYS. This system provides an admin the best experience to manage the fee of the school and students. The fee management system is a two layer infrastrture.

Fee Structures

Fee structre shows all the different fee structe designed for different classes.
For example, if the fee of class 1 is ₹21000 yearly, it does't mean the fee of class 8h is also ₹21000, it maybe ₹24000 or ₹32000. So for different fee stucture one can define different fee which is showing as card in this section.

The working of this section can be found here.

Class Fee

Class fee is the smart way to define the different fee for different classes. There may be as many fee as you want, similary you can define the fee for any class as you want.

The working of class fee can be shown here

Fee Structure

As defined earlier the fee structre is the first layer of two layered fee management system. As you can see in the UI that there are small cards displaying all the fee. If there is 4 card, means there are 4 different structures are created. To add more structures simply follow the below steps.

Adding Structure

  • Step 1 - Click on the Add (+) button from the structure view page.
  • Step 2 - On clicking the button admin will be redirected to Add Structure page.
  • Step 3 - To add new structure, a new name has to be added first as the structure name. Ex. Kinder Garden for KGs classes.
  • Step 4 - On the structure panel, one needs to add the fee name as name. This will be display name of the fee to the students and parents.
  • Step 5 - Admin has to check the Main fee at least one which will show the fee in the monthly basis. Admin can add more then one fee as main fee and the sum of that fee will be shown as monthly to students.
  • Step 6 - After adding the fee, the admin has to click the save button to save the fee as stucture.

Once the fee is added, the fee stucture will be added as a new fee stuctre as shown below.

Class Fee

Let's discuss how to define the fee for any class.

  • Step 1 - Open the class fee page by navigating Fee Management > Class Fee.
  • Step 2 - From that page, you will be able to see all the classes of the school. Search for the class you want set fee for.
  • Step 3 - If any fee is already selected there, it will show the name and amount on the card otherwise it will show Not Assigned Yet.
  • Step 4 - Click on the edit button showing on the same card.
  • Step 5 - The already selected structure will show with a green background. Simply click on the new structure.

The new selected fee is now reflected in class fee page on the class you have selected.

Student Fee

Student fee is the section to see the pending fee, submitted fee or total fee of the student.

In this section the student has be selected either by the student name or father's name and class is mandatory to select. Once the student is selected a new panner appeared on the top of this page which shows all the summary of the fee.

There is a line based display also shows the student total fee, concession for the student if there is any donation given by the student.
Now section in which the name is selected, there one can see the list of all the fee which are applicable for the student. One simply needs to enter the fee in front of the required fee name and click on pay. The below image shows the example of fee submission.

Once the pay button is click the fee will be added to fee log, which is the last section of this page. This section shows all the previous history of payment pade by the student.

Broadcasting Notice

The notice is very important part of any school. We have introduce a section to broadcast any notice to anyone in the school. Navigate to Notices from the left side menu. It has basically 4 options.

Notice to complete class -

In the Select Class option you can see all the classes mentioned, click on the tick mark next to the class name. It selects the whole class to send notification. Selected class will also be visible to the Selection option, as displyed in the picture.
To remove the selected class, click on the class box from the Selected option. Click on the Send button to send the notification.

Send to specific students -

To send notice to some specific students, click on the class name insted of checkmark. It will show the names of students in saperated alphabetical order. Click on the student one wish to send the notification and it will be added in the Selected list. Click student name from the selected list and it will be removed. Click on the Send button to send the notification.

Send to specefic teachers -

In the same page, all the teachers will be visible in Select Teacher section. Click on the teacher name to select the teacher. The selected teachers will have a light green background. Click the teacher again and it will be removed from the notice list. Click on the Send button to send the notification.

Send Notice to all -

To send notice to the complete school there is a saperate button named Send to all which will send the notification to all the students and teachers in the school.

Custom Notification -

With the help of the top 3 options, an admin can send the notification to custom receivers at the same time. Admin can select an entire class, some specific students and some teachers at the same time and it will be sent to the selected one. Click on the Send button to send the notification.

Notice Timeline

The notice which is broadcasted to the teacher, student, class or entire school can be seen from the Notice Timeline section in the Notice page.

The notice timeline section shows some icon with the name on it to show the receiver of the notification. which will be below 4 types.

Student Icon

This icon shows that the notice is sent to the Student named Shayan.

Teacher Icon

This icon represents the teacher named Adam Parker to whom the notice is sent.

Class Icon

This icon is shown if the notice is sent to a complete class. In this example, the notice is sent to class UKG B.

School Icon

When the notification is sent to the complete school, this icon will be shown.

Teacher Leave

Requested Leave

This section shows all the leave requested by the teacher.
Click on the green tickmark to approve the request and corss mark to reject the request.

There is one more section in this page which shows the list of teachers on leave the current week.

Availed Leave

This section shows the leave summary of the teacher selected. One can navigate here from Teacher Leave > Availed Leave.

Admin can also give leave to the teacher from this section by simply selecting the teacher and filling leave deatils.

Added leave will be visible on the last section of availed leave page.

Events

In the event there are two option.
Option 1: Academic Calendar
Option 2: Holidays

Academic Calendar

Academic calendar shows the events which are going to be conducted in the school throughout the year. below are the steps to make add events in Academic Calendar.

  • Step 1. Enter the Event Name.
  • Step 2. Select the date on which the event will start.
  • Step 3. Enter no. of days for which the event will proceed.
  • Step 4. Enter the location on which the event will be conducted.
  • Step 5. Click on add button to add the event in the list.

Holidays

Holidays section shows the holiday list of the school. For holiday we only need to fill 3 details to save the holiday.

  • Step 1. Enter the Holiday Name.
  • Step 2. Select the date on which the holiday will start.
  • Step 3. Enter no. of days for which the event will proceed.
  • Step 5. Click on add button to add the holiday in the holiday list.

The holiday list is showing above.

Library Management

In Library Management there is a settings that needs to be set in order to give access to librarian and students. Let's see both in details.
General Units

In this section the admin needs to enter the post due fine of the book when not returned on time. Also, the days of assigned book is also defined in this section.

Librarian Record

This section is to define the librarian role and responsibility where one needs to define the role of the teacher added in the teacher managing section.

The added teacher with the role will be visible in the below section with the designation.

Admin can disbale or enable teacher as per their Requirements. Once a librarian status is disabled, that teacher won't be able to access the library section in the schoolSYS.

Library Assigned

This section is to assign the books to the student or see the assigned books of the student.
To assign the book to any student follow the below steps.
  • Step 1. Select the class of student for which admin has to assign the books.
  • Step 2. Enter the student and pick the student displayed in the suggestions.
  • Step 3. Enter the book name
  • Step 4. Enter the Author of the book.(This information is important to recognise the book in any case.)

Copyright and license

Code released under the Un License License.

For more information about copyright and license check choosealicense.com.