SMT School Management User Guide

1. Navigate to Academics > Add Campus.
2. Enter the Campus Name.
3. Set School Start and End Time (used to detect late arrivals).
4. Click Save.

1. Go to Academics > Add Section.
2. Enter the Section Name (e.g., A, B).
3. Click Save.

1. Go to Academics > Add Class.
2. Select the Campus.
3. Enter Class Name.
4. Assign it to a Section.
5. Click Save.

1. Go to Academics > Groups.
2. Enter the Group Name (e.g., Bio Group, Comp Group).
3. Click Save.

1. Go to Academics > Subjects.
2. Select Campus and Group.
3. Enter the Subject Name.
4. Click Save.

1. Go to Academics > Assign Subjects.
2. Click Add.
3. Select Campus, Class, and Section, then hit Search.
4. Select a Subject and assign it to a Teacher.
5. Click Save.

1. Go to Academics > Promote Students.
2. Select the From Campus, Class, and Section.
3. Click Search.
4. Select the To Campus, Class, and Section.
5. Click Promote and Confirm.

1. Navigate to Student Information > Student Admission.
2. Select Group, Campus, Class, and Section.
3. Enter Student Name, Roll Number, Parent Details, and Contact Info.
4. Click Fee, then fill in the fee heads:
   • Admission Fee
   • Annual Charges
   • Exam Charges
   • Stationery Charges
   • Monthly Fee
   • Any other applicable charges
5. Enter the Starting Month, then click Generate.
6. Upload documents if required.
7. Click Save.

1. Navigate to Student Information > Student Details.
2. Search by Name, Roll Number, or Class OR
3. Search by Campus, class or section or group (all optional fields).
4. Click on a student to view their profile.

1. Navigate to Student Information > Login Credentials.
2. Search by the Roll Number, name.
3. Filter by campus, class, section or group to view, print, or export login details.

1. Go to Student Information > Student Details.
2. Find the student and click Deactivate → Confirm it.
3. To re-activate, go to Student Information > Disabled Students, find the student and click Activate → Confirm it.

1. Navigate to Student Information > Disabled Students.
2. Search or filter by Roll number, Class or Campus.

1. Go to Student Information > Defaulters.
2. View the list of students disabled due to unpaid fees.

1. Go to Student Attendance > Student Attendance.
2. Select Campus → Class → Section. Date auto-selected.
3. Click Search.
4. If biometric enabled, attendance auto-marked. Adjust leaves if needed.
5. If no biometric: mark manually → Present, Late, Absent, Holiday, Leave, Off.
6. Use Check All Present to mark all present quickly.
7. Click Save Attendance.

1. Go to Student Attendance > Today Summary.
2. Select Campus → Class → Section.
3. View today's attendance summary.
4. Print or Export report.

1. Go to Student Attendance > Attendance Report.
2. Select Campus, Class, Section, Month, Year → Click Search.
3. See monthly summary (%) + Detail for daily attendance.
4. Print or Export report.

1. Go to Student Attendance > In/Out Today Report.
2. Filter by Campus, Class, Section.
3. See In Time, Out Time, and Status (On-time/Late).
4. Data syncs with biometric/face-recognition machine.

1. Go to Student Attendance > In/Out Monthly Report.
2. Select Date Range, Campus, Class, Section → Click Filter.
3. All student In/Out data loads.
4. Search specific student via Roll Number in search bar.

1. Go to Student Attendance > Individual Student Report.
2. Select Campus + Roll Number + Date Range.
3. The system will load a complete summary including:
   • Total Working Days
   • Number of Presents
   • Number of Absents
   • Number of Lates
   • Number of Holidays
   • Number of Leaves
   • Number of Off Days
4. A visual calendar chart displays the student's attendance status for each day.
5. Click Print if you need to print the report.

1. Go to Student Attendance > Register Student.
2. Filter by Campus, Class, Section (optional).
3. Click Filter → Registered students appear.
4. Search by Name or Roll Number.

1. Go to Fee Collection > Collect Fee.
2. Search student:
   • By Roll Number or Name.
   • Or select Campus → Class → Section and click Search.
3. Click Collect Fee button against your desired student.
4. On the student's fee screen:
   • Collect Fee (+) → Collects the fee for the entire month at once.
   • + Icon beside each Fee Head → Collects only that specific fee head (e.g., Exam Charges, Stationary, etc.).
   • Print Voucher → Print student fee voucher.
   • Add School Fine → Add fine manually.
   • Adjustment → Add manual adjustments to fee balance.
   • Change Due Date → Click pencil icon next to date to update the due date.
5. Editing amounts:
   • Amount → Click pencil icon to change payable fee amount.
   • Discount → Click pencil icon to apply discount.

1. Go to Fee Collection → Income Statement.
2. Select the Date Range (From → To).
3. Click Search.
4. The system will display:
   • Total Fee Collected (Head-wise):
     • Monthly Fee
     • Admission Fee
     • Annual Charges
     • Security
     • Adjustment
     • Fine
   • Total Expenses in that period.
5. You can print the statement by clicking the Print button.

1. Go to Fee Collection → Transaction Report.
2. The system will display current month transactions date-wise.
3. You can switch between months using the Reporting Month dropdown.
4. Each record shows:
   • Date
   • Total Amount received that day
   • View Details → Shows student-wise fee transactions of that day.
5. At the bottom, the system shows the Total Amount Collected for that month.
6. Click Print Detail to generate a printable version of the report.

1. Go to Fee Collection → Print Voucher.
2. Select Campus, Class, Section, and Month.
3. Click Print Voucher → the system will generate vouchers for all students in one go.
4. In the Print Dialog, you can adjust:
   • Paper Size
   • Margins
   • Scale
5. Uncheck Headers and Footers for a clean voucher print.

1. Go to Fee Collection → Defaulter List.
2. Select date range (Start of session → Till Date).
3. Click Search.
4. The system will show:
   • All students with pending dues (defaulters).
   • Individual pending amount for each student.
   • Total outstanding amount of all defaulters.
5. You can filter the list by Campus, Class, and Section.

1. Go to Fee Collection → Arrears Quick View.
2. The system will display arrears grouped by Campus and Class.
3. For each group:
   • Total outstanding amount is displayed.
   • Click View Details → shows student-wise arrears.
4. Click Print Detail to print arrears for that class or section.

1. Go to Examinations → Exam List.
2. Select Campus.
3. Enter Exam Name and Result Date.
4. Click Save.

Note: The Result Date is the date on which results will become visible to parents in the mobile app.

1. Go to Examinations → Add Exam Schedule.
2. Select Campus and Exam Name.
3. Click Submit → the system will load all classes and sections.
4. Click Add Schedule for the class/section you want to schedule exams for.
5. A popup will appear with all subjects:
   • Enter Date, Full Marks, and Passing Marks.
   • Optionally edit Start Time and End Time.
6. Click Submit to save the schedule.

Tip: If you don't want to schedule an exam for a subject, simply do not enter the date. Without a date, the paper will not be scheduled.

1. Go to Examinations → Register Marks.
2. Select Campus, Exam, Class & Section, and Subject.
3. Click Submit.
4. Enter marks for each student:
   • If the student was absent, check the Abs box.
5. Click Save to record marks.

1. Go to Examinations → Mark Grade.
2. Enter Grade Name (e.g., A, B, C).
3. Set From % and To % range for the grade.
4. Enter Remarks (e.g., Excellent, Good, Needs Improvement).
5. Click Save.

Editing & Deleting:

• Click the ✏️ Pencil Icon to edit a grade.
• Click the ❌ Cross Icon to delete a grade.

1. Go to Result Management → Result Reports.
2. Select Campus and Exam, then click Submit.
3. The system will display all classes with a View Result Report button.
4. Click View Result Report to see detailed marksheets with Status and Position.
5. Click Print Result Reports to generate student result cards.

No manual formatting is needed — result cards are automatically designed and ready to print.

A Student Progress Report combines results from multiple exams into a single result card. This allows schools to easily assess a student's overall performance across different exams.

1. Go to Result Management → P. Report Settings.
2. Select Campus.
3. Give a Progress Report Name (e.g., "Mid-Year Progress Report").
4. Select the exams you want to include.
5. Click Save.

1. Go to Result Management → Student Progress Report.
2. Select Campus and Progress Report Name.
3. Click Submit.
4. View reports for each class/section via View Progress Report.
5. Click Print Result to print student progress reports.

Tip: Adjust paper size, margins, and scale in More Settings. Make sure to uncheck Header and Footer for clean printing.

1. Go to Result Management → Merit List (Single).
2. Select Campus and Exam Name, then click Submit.
3. All classes/sections will display with a View Merit List button.
4. Click it to view class merit lists, showing student positions, subject marks, pass/fail, and percentages.
5. Click Print to print the merit list.

1. Go to Result Management → Merit List (Progress).
2. Select Campus and Progress Report Name.
3. Click Submit.
4. All classes/sections will display with View Merit List (Progress).
5. Click it to see consolidated performance, marks, and positions of all students.
6. Click Print Merit List (Progress) to print.

1. Go to Result Management → Result Status.
2. Select Campus and Exam Name.
3. Click Submit.
4. The system shows classes with Marks Entered % and View Schedule.
5. If 100%, result is prepared. If less, some marks are missing.
6. Click the percentage to see subjects, teachers, and whether marks were entered.

1. Go to Result Management → SMS/WhatsApp Result.
2. Select Campus and Exam Name.
3. Click Submit.
4. Click View to open student results in merit list format.
5. Click Send Result SMS to send results to parents (via SMS/WhatsApp if enabled).

This function is used to create and assign homework for one or more subjects to a specific class.

1. Go to Diary → Diary List → click the Add Diary button.
2. Select Criteria:
   • Campus* – choose the relevant campus.
   • Class* – select the class (e.g., Grade-II, Grade-V).
   • Section (optional) – leave empty for the whole class.
   • Subject* – check the subjects you want to assign homework for.
3. Set Date:
   • Diary Date* – auto-selected as today, can be changed.
4. Add Description: Write detailed homework instructions using the text editor.
5. Attach File (optional): Upload a worksheet, image, or document.
6. Finalize: Review and click Save to assign homework.

This function is used to mark which students have completed the assigned homework.

1. Go to Diary → Check Diary.
2. Search for the assignment using filters:
   • Diary Date*, Campus*, Class*, Section, Subject*.
3. Click Check Diary to load the student list.
4. Evaluate Students:
   • ✅ Check the box if the student completed the homework.
   • Leave empty if not completed.
   • Use Check All to mark all students at once.
5. Click Save to record the evaluation.
6. View Summary:
   • Shows diary details, creator, description, evaluator, and evaluation date.
   • Status changes to "Diary already evaluated, now you can update evaluation" – meaning you can update later.

This report provides an overview of homework completion rates for subjects and allows drilling down to student-level details.

1. Go to Diary → Evaluation Report.
2. Generate Report:
   • Select Campus*, Class*, Section (optional), and Subject*.
   • Click Search.
3. Interpret the Report:
   • St # – row number.
   • Subject – subject of homework.
   • Diary Date – date assigned.
   • Complete/Incomplete – student completion ratio.
   • Complete % – overall class completion percentage.
   • Action – Check Details button for student-level view.
4. Click Check Details for any row to see detailed student completion status.

Note: This report is useful for tracking trends, following up with struggling students, and discussing progress during parent-teacher meetings.

1. Go to Expenses → Expense Head.
2. Enter Expense Head Name (e.g., Utilities, Stationery, Salaries).
3. Click Save.

Editing/Deleting:
- Use the ✏️ Pencil Icon to edit an expense head.
- Use the ❌ Cross Icon to delete an expense head.

1. Go to Expenses → Add Expense.
2. Select Date and Campus.
3. All expense heads will appear with amount fields.
4. Enter the Amount against each expense head.
5. Click Save.

On the right side of the window, you will see the expenses of the selected month.

• Click Detail to view detailed expenses.
• Switch months using the dropdown to view previous months.
• Click Print Detail to print the report.

1. Go to Expenses → Expense Report.
2. Select Date Range (From - To).
3. Click Search.
4. The system will display an Expense Report categorized by expense heads.
5. You can:
   • Print the report by clicking Print Detail.
   • Export the report to CSV, Excel, or PDF using the export options.

1. Go to Human Resources > Staff Directory > Add.
2. Fill the form: Campus, Staff ID, Role, Designation, Name, Father's Name, etc.
3. Click More Detail and fill salary details + allowed leaves (optional).
4. Upload documents (optional).
5. Click Save. A success message will appear.

1. Go to Human Resources > Staff Directory.
2. Click Search → all staff appear. Filter by Campus, Role, Staff ID, or Name.
3. Click a staff card to view profile (Payroll, Leaves, Attendance, Timeline, Documents).
4. Click the Pencil Icon to edit staff details.

1. Go to Human Resources > Payroll.
2. Select Month and Year → Click Search.
3. Under Action, click Generate.
4. Add Bonus (optional) or Deduction (optional). Use + icon for multiple deductions.
5. Click Calculate, confirm details, then Save.

1. Go to Human Resources > Payroll.
2. Select Month and Year → Click Search.
3. If salary is generated, click View Payslip under Action.
4. Click the Print Icon to print the slip.

1. Go to Human Resources > Payroll Report.
2. Select Month and Year → Click Search.
3. The report loads → Print or Export as needed.

1. Go to Human Resources > Department.
2. Enter Department Name → Click Save.

1. Go to Human Resources > Designation.
2. Enter Designation Name → Click Save.

1. Go to Human Resources > Leave Type.
2. Add new leave type → Click Save.
3. To edit, click Pencil Icon. To delete, click Cross Icon.
4. These leave types apply when assigning allowed leaves during staff entry.

1. Go to Human Resources > Staff Credentials.
2. Filter by Campus or Role, or search by Staff Name/ID.
3. View and manage staff login credentials.

1. Go to Human Resources > Staff Directory.
2. Find staff → Open Profile → Click Thumbs Down Icon.

1. Go to Human Resources > Disabled Staff.
2. Filter by Campus/Role or search by Staff Name/ID.

1. Go to Human Resources > Disabled Staff.
2. Find staff → Open Profile → Click Thumbs Up Icon.

1. Go to Communicate → Notice Board.
2. Enter the Title of your notice.
3. Write your Message in the message field.
4. On the right side of the screen:
   • Select the Campus to which the notice belongs.
   • Select the Notice Date.
   • Select the Publish On date.
   • Select Message Recipients:
     • Students
     • Parents/Guardians
     • Staff
     • Administrators
     • Teachers
     • Accountants
     • Librarians
     • Other specific roles
5. Click the Send button to publish your notice.

Tip: You can schedule notices for future dates by setting the Publish On date to a date in the future.

1. Go to Communicate → Send SMS/WhatsApp.
2. Select the Campus from the dropdown menu.
3. Enter a Title for your message.
4. Write your Message in the message field.
5. Choose your Delivery Method:
   • Instantly: Send the message immediately.
   • Scheduled: Schedule the message for a later time.
6. Select your Target Audience:
   • Group: Send to all students, all parents, or all staff.
   • Individual: Send to specific individuals.
   • Class: Send to a specific class.
   • Section: Send to a specific section within a class.
7. If sending to a group, select from roles such as:
   • Students, Guardians, Administrators, Teachers
   • Accountants, Librarians, Admin, Controller
   • Admin Incharge, Facilitator, Principal
   • Coordinator, IT Incharge, Assistant Accountant
   • Data Manager
8. Click Send to deliver your message.

Tip: You can send the same message through both SMS and WhatsApp by selecting both options before sending.

The Front Office Module is the central hub for managing all administrative interactions at your school's reception. It ensures inquiries, visitors, calls, mail, and complaints are properly logged, tracked, and closed.

Workflow Summary & Best Practices

• Record: Log every interaction immediately.
• Track: Use lists/search to monitor pending tasks (Active Enquiries, Open Complaints).
• Act: Assign tasks, set follow-up dates, update statuses.
• Close: Always log exit times, mark enquiries Won/Lost, resolve complaints.
• Report: Use logged data to generate insights (effective enquiry sources, common complaint types).

This function is used to record the initial details of a prospective student/parent who expresses interest in admission. It helps manage leads from the very first stage.

1. Go to Front Office → Admission Enquiry.
2. On the Admission Enquiry list page, click the Add button.
3. Fill out the enquiry form:
   • Group*: Select the group (e.g., Junior School, Primary).
   • Class*: Choose the class for admission.
   • Name*: Enter the student's name.
   • Father Name*: Enter father's name.
   • Phone*: Contact number.
   • Email: (optional).
   • Last School Attended: Enter if provided.
   • Previous Exam Marks: Enter previous marks.
   • Address: Student's home address.
   • Number of Child: If multiple children.
   • Date*: Auto-selected, can edit.
   • Next Follow Up Date: Schedule a follow-up.
   • Source*: Website, Walk-in, Reference, etc.
   • Reference: If source is a person, enter their name.
   • Description / Note: Extra notes (e.g., "Interested in STEM program").
4. Click Save to store the enquiry. Status defaults to New or Active.

This function is used to log interactions with parents, update enquiry status, and schedule future follow-ups until the enquiry is closed.

1. Go to Front Office → Admission Enquiry.
2. Use filters:
   • Date Range: Narrow by enquiry date.
   • Status: Show Active, New, Won, etc.
   • Click Search to apply filters.
3. Find the enquiry in the list and click the Call (follow-up) button.
4. Log interaction in the follow-up window:
   • Follow Up Date*: Usually today.
   • Response*: Notes of the call/meeting (e.g., "Asked about fee structure").
5. Update enquiry status:
   • Active/Follow-up: Another call/meeting needed → set Next Follow Up Date.
   • Won: Admission confirmed.
   • Lost: Admission not taken (e.g., chose another school).
   • Passive: No response / not pursuing further.
6. Click Save to record follow-up. Status will update in the enquiry list.

Tip: Keep detailed notes in the Response field. This helps track communication history and improves conversion rates.

Purpose: Log all visitors for security and records.

1. Go to Front Office → Visitor Book.
2. Click Add Visitor.
3. Fill Name, Phone, Purpose, Number of Persons. In Time auto-captured.
4. To log exit: Edit entry → add Out Time → Update.
5. View: Visitor List shows all entries, filterable by search.

Purpose: Record all student-related phone calls.

1. Go to Front Office → Phone Call Log.
2. Click Add → Select Campus & Student.
3. Fill Phone, Call Type, Purpose, Description, Assigned To, Next Follow Up Date.
4. Click Save.
5. View/Edit: Use list view to review or update logs.

Purpose: Manage outgoing mail/packages.

1. Go to Front Office → Postal Dispatch.
2. Click Add → Fill To Title, Reference No., From Title, Description.
3. Click Save.
4. View: Dispatch List shows all sent items, searchable.

Purpose: Manage incoming mail/packages.

1. Go to Front Office → Postal Receive.
2. Click Add → Fill From Title, Reference No., To Title.
3. (Optional) Attach scanned document.
4. Click Save.
5. View: Receive List shows all items received.

Purpose: Log and resolve complaints from parents, students, or staff.

1. Go to Front Office → Complaints.
2. Click Add → Fill Complaint Type, Source, Complain By, Phone, Date, Description.
3. Status defaults to Open.
4. Manage: Edit entry → update Status (In Progress, Resolved, Closed), Action Taken, Assigned To.
5. Click Save.

Purpose: Define dropdown options for consistency across forms.

1. Go to Front Office → Setup Front Office.
2. Manage:
   • Purposes: For Visitor Book (e.g., Meeting, Admission).
   • Complaint Types: Categories for Complaints.
   • Sources: Enquiry sources (e.g., Website, Walk-in).
   • References: Predefined referrers for enquiries.

The Roles & Permissions system controls who can access which features of the school management system. By defining roles (e.g., Teacher, Accountant, Admin) and assigning permissions, you ensure users only access what's needed for their job.

Key Concepts

• Role: A job title (e.g., Teacher, Accountant, Principal).
• Permission: Actions a role can perform (View, Add, Edit, Delete).
• Module: A system area (e.g., Student Information, Fee Collection).
• Feature: A function inside a module (e.g., "Collect Fees").

How to Manage Roles & Permissions

1. Access Roles: Click the gear icon (⚙️) → Role and Permission.
2. View Roles: The Role List shows all predefined roles. Use the search bar to find a role.
3. Edit Role Name: Click the pencil icon (✏️) → Update the name → Save.
4. Assign Permissions:
   • Click the tag icon (🏷️) next to a role.
   • A table of Modules & Features appears.
   • Tick permissions: View, Add, Edit, Delete.
   • Click Save to apply.

Example

For an Assistant Accountant under Fee Collection → Collect Fees:

• View: ☑
• Add: ☑
• Edit: ☐
• Delete: ☐

Best Practices

• Least Privilege: Give only necessary access.
• Clear Role Names: e.g., "Science-Teacher," "Front-Office-Staff."
• Review Regularly: Audit permissions after staff changes.
• Create Custom Roles: If needed, define roles with specific permissions.

The General Settings section defines your school's identity, academic structure, financial setup, and preferences. Correct setup ensures all modules function smoothly.

How to Update General Settings

1. Click the gear icon (⚙️) → General Setting.
2. Select the Campus you want to update.
3. Click Edit → Update fields.
4. Click Save to apply changes.

Key Categories

• A. School Identity: Name, Address, Phone, Email, Branch.
• B. Academic Session: Session, Start/End Month, Fee System, Result Template, Passing %.
• C. Configuration: Language, RTL Mode, Timezone, Date Format, Currency.
• D. Financial: Bank Name, Account Title, Fee Due Days.
• E. Features & Security: Teacher Restricted Mode, Auto Admission Numbers.

Best Practices

• Only Admins/System Admins should edit settings.
• Test changes (e.g., fee system, session dates) before rollout.
• Document important changes for audits.
• Campus-specific: Always ensure you're editing the right campus.