👨‍🏫 Staff Directory: View, Edit, Inactivate & Certificates

👁️ 1. View Staff Details

Go to the HR & Payroll section.

Open the Staff Directory.

Find the staff member whose details you want to view.

Click the View option to see their complete profile and available information.

✏️ 2. Edit Staff Information

Go to HR & Payroll.

Open the Staff Directory.

Locate the staff member whose information you want to update.

Click Edit to update their staff information.

Make the required changes to their profile.

Save the updated information.

🚫 3. Inactivate a Staff Member

Go to HR & Payroll.

Open the Staff Directory.

Find the staff member who is leaving or is no longer working at the school.

Select the Inactive option.

Inactivate the staff member when their employment with the school has ended.

⚠️ Important: The Experience Certificate can only be generated after the staff member has been marked as Inactive.

📜 4. Generate Staff Certificates

Go to HR & Payroll.

Open the Staff Directory.

Find the required staff member.

Look for the Certificate button or certificate icon next to their record.

Select the required certificate and generate it.

🏅 Experience Certificate

The Experience Certificate can only be generated after the staff member has been marked as Inactive.

It is used when a staff member has completed their employment with the school.

🌟 Character Certificate

The Character Certificate can be generated whenever required.

The staff member does not need to be inactive.

It can be generated for an Active staff member as well.

💡 Remember:

View: Check the complete staff profile.

Edit: Update staff information.

Inactive: Mark a staff member as no longer working at the school.

Experience Certificate: Available after inactivation.

Character Certificate: Available whenever required, whether the staff member is Active or Inactive.

📜 4. Generate Staff Certificates

To generate staff certificates, follow these steps:

🏢 Go to the HR & Payroll section.

📋 Open the Staff Directory.

🔍 Find the staff member whose certificate you want to generate.

📜 Look for the Certificate button or icon next to the staff member's record.

Select the required certificate and generate it.

🏅 Experience Certificate

Generate an Experience Certificate only after the staff member has been marked as Inactive.

This certificate is intended for staff members whose employment at the school has ended.

🌟 Character Certificate

A Character Certificate can be generated whenever required.

You do not need to inactivate the staff member first.

You can generate it for an active staff member as well.

💡 Remember:

Experience Certificate: Available only after inactivation.

Character Certificate: Available whenever needed, even while the staff member is active.

🏢 Step 1: Set Up Staff Departments and Designations

Before adding staff members, you should configure the departments and designations available at your school.

📋 A. Add Staff Departments

🏫 Go to the HR & Payroll section.

📂 Click on Staff Department.

➕ Add the departments applicable to your school, such as:

Administration

Teaching

Non-Teaching

Accounts

Management

💾 Click the Save button to add each department.

💡 Note: If your required departments have already been added, you can skip this step and proceed to designations.

👔 B. Add Staff Designations

📋 Open the Designation tab.

➕ Add the required staff designations.

🔽 Select the relevant department from the department dropdown.

✏️ Enter the designation name, such as:

Teacher

Section Head

Admission Officer

Principal

Accountant

Office Assistant

💾 Click the Save button to add the designation.

💡 Important Note: Make sure each designation is linked to the correct department. This helps you organize staff records properly.

👩‍💼 Step 2: Add a New Staff Member

Once departments and designations are ready, you can register staff members.

📝 A. Open the Staff Registration Form

🏫 Go to the HR & Payroll section.

👥 Click on Staff Add.

📄 A staff registration form will open.

✏️ Enter the required information for the new staff member.

📚 B. Enter Staff Information and Assign Responsibilities

👤 Fill in the staff member's personal and professional details.

🏢 Select the appropriate Department.

👔 Choose the relevant Designation.

🏫 Assign one or multiple classes if the staff member is a teacher.

📂 Assign the relevant sections or responsibilities if the staff member is a section head or has other academic duties.

🔍 Review the entered information carefully.

💡 Important Note: You can assign multiple classes to a teacher according to their teaching responsibilities. Similarly, assign the appropriate classes and sections to section heads where applicable.

🔐 C. Enable Staff Portal Access (Optional)

If you want a staff member to access the school management system through their own login account, you can enable this feature.

🔘 Find the System Access Login toggle button in the staff form.

🔓 Turn it ON if you want to provide portal access to the staff member.

🔑 Enter the required login credentials, such as:

Username

Password

📋 Review the available Access Pages.

☑️ Select only the pages and modules that the staff member is authorized to access.

🔍 Double-check the selected permissions to ensure the staff member has the appropriate level of access.

If you do not want to provide portal access:

Keep the System Access Login toggle turned OFF.

You can add the staff member without creating a login account.

⚠️ Important: Grant access only to the pages and modules required for the staff member's responsibilities. This helps protect your school's data and maintain proper access control.

💾 D. Save the Staff Record

🔍 Review all personal, professional, and assignment details.

🔐 Verify the login settings and page permissions if portal access is enabled.

💾 Click the Save button to register the staff member.

✅ Confirm that the staff record has been added successfully.

💰 Important: Staff Salary Setup Is Separate

Staff registration and salary setup are two different processes.

👨‍🏫 Staff Add: Used to register staff members, assign departments, designations, classes, and optional portal access.

💵 Salary Setup: Managed separately through the relevant salary or payroll features.

You do not need to configure salary details while adding a staff member. You can complete the salary setup separately after registering the employee.

🎯 Congratulations! Your staff member has now been added to the school management system. You can proceed to the separate salary setup process whenever you are ready.

The Fee Management section provides three different options for printing fee vouchers. You can print a single family's voucher, generate vouchers for an entire class, or generate family vouchers in bulk.

👨‍👩‍👧 1. How to Print a Single Family Voucher

Use this option when you want to print a combined fee voucher for a particular family.

Follow these steps:

🏫 Go to the Fee Management section.

📋 Click on Print Family Voucher.

🪪 Enter the Father's CNIC in the search field.

🔍 Search for the family record.

📄 All available records associated with that CNIC will appear.

👨‍👩‍👧 Review the family members and their fee details carefully.

🖨️ Click the Print option to generate the family voucher.

💡 Important Note:

Make sure the father's CNIC is correct. All siblings must have the same father's CNIC in their student records for their fees to appear together in the family voucher.

🎯 Quick Reminder

Print Family Voucher: Print a single family's combined voucher using the father's CNIC.

Bulk Voucher: Generate student fee vouchers in bulk for a selected class.

Bulk Family Voucher: Generate family fee vouchers in bulk using the separate family voucher feature.

Always double-check your selections before generating or printing vouchers to maintain accurate fee records.

🏫 2. How to Generate and Print Bulk Student Vouchers

Use this option when you want to generate fee vouchers for multiple students at once, such as an entire class.

Follow these steps:

🏫 Go to the Fee Management section.

📋 Click on Bulk Voucher.

🏫 Select the required Class.

📂 Choose the appropriate Voucher Type.

📅 Select the Fee Month for which you want to generate vouchers.

🔍 Carefully review your selections.

⚡ Click the Generate button to generate vouchers for all applicable students in the selected class.

🧾 Once generated, go to the Fee Vouchers section to view the vouchers.

🖨️ Use the available printing options to print the generated student vouchers.

💡 Important Notes:

Make sure you select the correct class and fee month.

Review the voucher type before generating the vouchers.

Check the generated vouchers to ensure that the correct students are included.

🎯 Quick Reminder

Print Family Voucher: Print a single family's combined voucher using the father's CNIC.

Bulk Voucher: Generate student fee vouchers in bulk for a selected class.

Bulk Family Voucher: Generate family fee vouchers in bulk using the separate family voucher feature.

Always double-check your selections before generating or printing vouchers to maintain accurate fee records.

👨‍👩‍👧 3. How to Generate and Print Bulk Family Vouchers

Bulk Family Voucher is a separate feature designed to generate family vouchers for multiple families at once.

Follow these steps:

🏫 Go to the Fee Management section.

📋 Click on Bulk Family Voucher.

🏫 Select the required Class.

📂 Choose the appropriate Voucher Type.

📅 Select the Fee Month.

🔍 Verify all selected options before proceeding.

⚡ Click the Generate button to generate the applicable family vouchers in bulk.

📄 Review the generated family vouchers.

🖨️ Use the available printing options to print the family vouchers.

💡 Important Notes:

Bulk Family Voucher and Bulk Voucher are two separate features.

Make sure the family records are correctly linked through the father's CNIC.

Verify the selected class, voucher type, and month before generating vouchers.

🎯 Quick Reminder

Print Family Voucher: Print a single family's combined voucher using the father's CNIC.

Bulk Voucher: Generate student fee vouchers in bulk for a selected class.

Bulk Family Voucher: Generate family fee vouchers in bulk using the separate family voucher feature.

Always double-check your selections before generating or printing vouchers to maintain accurate fee records.

💰 How to Collect Student Fees

The Fee Collection feature allows you to collect student fees, apply additional discounts when needed, record payments, and print paid fee vouchers.

There are two convenient ways to collect student fees. Follow the steps below carefully.

💳 Method 1: Collect Fees Using Voucher Number or Student ID

This method is useful when you already have the student's voucher number or student ID.

📋 Step 1: Open Fee Collection

🏫 Go to the Fee Management section.

💰 Click on Fee Collect.

📄 The fee collection form will open.

🔍 Step 2: Search for the Student

🆔 Enter the student's Student ID or Voucher Number in the search field.

🔎 Click the Search button.

📋 The relevant fee voucher will appear.

🔍 Carefully verify the student's name, class, voucher number, and fee details before proceeding.

💵 Step 3: Enter the Payment Amount

💰 Check the amount displayed against the voucher.

✏️ Enter the amount you are collecting from the parent.

🔍 Make sure the entered amount matches the payment actually received.

💾 Click the Pay button to record the payment.

🎁 Step 4: Apply an Additional Discount (If Required)

If a parent requests an additional discount at the time of payment, you can use the available discount option.

🎯 Locate the Discount option in the payment form.

✏️ Enter the additional discount according to your school's policy.

⚡ Click Implement to apply the discount.

🔍 Review the updated payable amount.

💵 Enter the actual amount received from the parent.

💾 Click Pay to complete the transaction.

Example:

Original Voucher Amount: Rs. 5,000

Additional Discount: Rs. 500

Final Payable Amount: Rs. 4,500

Amount Received: Rs. 4,500

The discount reduces the payable amount, and you should record the actual amount received.

🧾 Step 5: Print the Paid Voucher

✅ Once the payment has been recorded, review the payment status.

🖨️ Use the available Print option to print the paid fee voucher, if required.

📄 Provide the printed voucher or payment receipt to the parent as proof of payment.

🔎 Method 2: Collect Fees Through Student List or Fee Vouchers

Use this method if you do not know the student's ID or voucher number, or if you prefer to locate the student's fee voucher directly.

👨‍🎓 Option A: Find the Student Through Student List

Step 1: Search for the Student

🏫 Go to the Manage Students section.

📋 Click on Student List.

🔍 Search for the student using the available search options.

🆔 Find and note the student's correct ID.

🔎 Verify the student's name and class to avoid selecting the wrong record.

Step 2: Collect the Fee

💰 Return to the Fee Management section.

📋 Click on Fee Collect.

🆔 Enter the student's ID in the search field.

🔎 Click Search to find the student's fee voucher.

📄 Verify the voucher details.

💵 Enter the amount received from the parent.

🎁 If an additional discount is required, apply it using the available discount option and click Implement.

💾 Click Pay to record the payment.

🧾 Print the paid voucher if required.

📂 Option B: Find the Student Through Fee Vouchers

Step 1: Open Fee Vouchers

🏫 Go to the Fee Management section.

📋 Click on Fee Vouchers.

🔍 Search for the required student using the available search options.

📄 Locate the student's relevant fee voucher.

🔎 Carefully check the student's name, class, voucher number, and outstanding amount.

Step 2: Record the Payment

💳 Click the Payment option next to the student's voucher.

📋 Review the payment details displayed on the screen.

🎁 Apply an additional discount if required, using the available discount option.

💰 Enter the actual payment amount received.

💾 Click Pay to complete the transaction.

✅ Verify that the payment has been recorded successfully.

🖨️ Print the paid voucher if required.

⚠️ Important Guidelines for Fee Collection

🔍 Verify Student Details: Always confirm the student's name, class, and voucher number before collecting payment.

💵 Enter the Actual Amount: Record only the amount you have actually received from the parent.

🎁 Apply Discounts Carefully: Make sure any additional discount is approved and correctly applied before recording the payment.

🧾 Check the Voucher: Review the updated payable amount and payment details before clicking Pay.

📋 Verify Payment Status: After recording a payment, confirm that the transaction has been saved successfully.

🖨️ Provide a Receipt: Print the paid voucher when required so parents have proof of payment.

🚫 Avoid Duplicate Payments: Always check the voucher's payment status before recording another transaction.

🎯 Final Tip: If you know the student's ID or voucher number, Method 1 is the quickest way to collect fees. If you do not know these details, use the Student List or Fee Vouchers to locate the correct record first.

Accurate fee collection helps your school maintain transparent financial records and build trust with parents.

🧾 How to Generate Student Fee Challans

The Generate Challan feature allows you to create monthly fee vouchers for students quickly and efficiently. Follow these steps to generate challans accurately and avoid fee-related mistakes.

📋 Step 1: Open Generate Challan

🏫 Go to the Fee Management section.

🧾 Click on the Generate Challan button.

📄 The challan generation form will open.

🏫 Step 2: Select Classes and Students

🔽 Select the class for which you want to generate fee challans.

☑️ Select the students whose challans you want to generate.

👥 If you want to generate challans for all students, select all students in the class.

👤 If you want to generate a challan for an individual student, select only that student.

🔁 Repeat the process as needed for other classes.

📅 Step 3: Select the Fee Month and Dates

📆 Select Month: Choose the month for which you want to generate the fee challans.

🗓️ Issue Date: Enter the date on which the challans will be issued.

⏳ Due Date: Enter the last date for fee payment.

⚠️ Important: Carefully verify the issue date and due date before proceeding. Incorrect dates can create confusion for parents and affect fee collection.

💰 Step 4: Configure Late Payment Fine

You can set a fine for payments made after the due date.

💵 Review the fine settings in the challan generation form.

☑️ Keep the fine checkbox selected if you want to apply a late payment fine.

⬜ Uncheck the box if you do not want to apply a fine.

✏️ If a fine is applicable, enter the exact amount you want to charge after the due date.

Example:

Monthly Fee: Rs. 5,000

Due Date: 10th of the month

Late Payment Fine: Rs. 200

If the student pays after the due date, the applicable fine will be Rs. 200, according to your system's fine settings.

🚀 Step 5: Generate Fee Challans

Before generating the challans, review the selected classes, students, fee month, dates, and fine settings.

🔍 Verify all the entered information.

☑️ Make sure the correct students are selected.

📅 Double-check the issue date and due date.

💰 Confirm the late payment fine settings.

🧾 Click the Generate Challan button.

Your fee challans will now be generated for the selected students.

📂 Step 6: View Generated Fee Vouchers

After generating the challans, you can view them in the system.

🏫 Go to the Fee Management section.

📋 Open Fee Vouchers.

🔍 Find the newly generated vouchers for the selected month.

🧾 View the generated challans and access the available voucher options.

💡 Recommended Practice

Generate monthly fee challans on the 1st day of each month.

Generating challans at the beginning of the month gives parents sufficient time to arrange and pay their children's fees before the due date.

Avoid generating monthly challans too early, as this can cause confusion regarding the fee month and payment schedule.

🎯 Following these steps will help you generate accurate fee challans and maintain an organized monthly fee collection process.

📲 How to Send Fee Reminders and Absence Alerts via WhatsApp

The WhatsApp messaging feature allows you to send fee reminders and student absence alerts directly to parents through your school management system.

Follow the steps below to connect WhatsApp and send messages safely and efficiently.

🔗 Step 1: Connect Your WhatsApp Account

Before sending messages, you must connect your WhatsApp account to the school management system.

🏫 Go to the WhatsApp section in your school management system.

📱 Click on WhatsApp Login.

📷 A QR code will appear on your screen.

📲 Open WhatsApp on your mobile phone.

⚙️ Follow these steps on your mobile:

Android: Open WhatsApp, tap the three dots in the top-right corner, and select Linked Devices.

iPhone: Open WhatsApp, go to Settings, and select Linked Devices.

🔗 Tap Link a Device.

📷 Scan the QR code displayed on your computer screen using your mobile phone.

✅ Wait for the connection to complete.

Once connected successfully, your WhatsApp account will be ready to send messages through the school management system.

💬 Step 2: Open Fee Reminders and Absence Alerts

🏫 Go to the WhatsApp section.

📋 Click on Fee Reminder.

📲 You will find two messaging options:

💰 Fee Reminder: To notify parents about pending or outstanding student fees.

🚸 Absent Alert: To inform parents when their child is absent from school.

🎯 Select the messaging option according to your requirement.

👨‍👩‍👧 Step 3: Select Students and Review Messages

🔍 Select the student or students you want to contact.

📩 Review the message displayed for the selected student.

✏️ Check the message and ensure that the correct student information and contact number are included.

✅ Make sure the message is appropriate before sending.

🚀 Step 4: Send WhatsApp Messages

📋 Review your selected students and messages one last time.

📲 Click the Send button to start sending messages.

⏳ Wait for the messages to be processed.

🛑 Do not close the WhatsApp messaging tab while messages are still being sent.

✅ Keep the tab open until the sending process is complete.

Important: Sending a message does not necessarily mean it has been delivered or read. Check the available sending status if your system provides one.

🎓 How to Promote Students to the Next Class and Update Their Fees

⚠️ Important: Please Promote Students in Descending Order

Before starting the promotion process, make sure you understand the correct promotion sequence. It is strongly recommended that you watch the instructional video or contact our support team before promoting students.

Example:

If your school's highest class is Grade 10 and those students are leaving the school:

First, mark the Grade 10 students as Inactive.

Then promote Grade 9 students to Grade 10.

Next, promote Grade 8 students to Grade 9.

Continue this process in descending order until all eligible students have been promoted.

🚨 Important Warning:

If you do not understand this process or cannot inactivate the students of your highest class yet, please contact our support team before proceeding. Do not promote students until you are sure about the correct sequence.

📋 Step 1: Open Promotion and Fee Increment

🏫 Go to the Manage Students section.

📈 Click on Promotion and Fee Increment.

🔽 Select the class whose students you want to promote.

🎯 Select the destination class to which you want to promote the students.

💰 Step 2: Review and Update Student Fees

After selecting the classes, a list of students will appear with their monthly and yearly fees.

📋 Review the fee details displayed for each student.

✏️ Enter the exact fee amounts you want to charge each student.

💵 You can update monthly and yearly fees according to your school's new fee policy.

👤 You can adjust fees individually for each student or apply a bulk increment.

📊 Step 3: Apply Bulk Fee Increment (Optional)

If you want to increase fees for all selected students using the same rule, you can apply a bulk increment.

Follow these steps:

📌 Select the required Fee Type.

🔽 Choose the increment method:

💵 Fixed Amount: Increase fees by a specific amount, such as Rs. 400 or Rs. 500.

📈 Percentage: Increase fees by a percentage, such as 10%.

✏️ Enter the desired amount or percentage.

⚡ Click Implement to apply the increment to the selected students.

Example:

If a student's current monthly fee is Rs. 5,000 and you apply a 10% increase:

Current Fee: Rs. 5,000

Increment: 10%

New Fee: Rs. 5,500

If you apply a fixed increase of Rs. 500 to a student's monthly fee of Rs. 5,000, the new fee will be Rs. 5,500.

✏️ Step 4: Make Individual Fee Adjustments

After applying a bulk increment, you can still customize fees for individual students.

🔍 Review each student's updated fee.

☑️ Use the available selection checkbox to manage the students included in the operation.

✏️ Change the fee amount for any student who requires a different fee.

🚫 If you want to exclude a student from the bulk increment, select the appropriate option to remove them from the operation.

💰 Enter the exact fee amount you want to charge that student.

This allows you to apply a general fee increase while keeping individual student arrangements flexible.

💾 Step 5: Save Student Promotions

Once you have reviewed all promotions and fee changes:

🔍 Double-check the selected students and their destination class.

💰 Review all monthly and yearly fee amounts.

✅ Confirm that all bulk increments and individual adjustments are correct.

💾 Click Save to complete the promotion.

You can save promotions individually, one student at a time, or in bulk for multiple students.

🎉 Automatic Promotion and Fee Vouchers

After successfully saving the promotion process:

🎓 Students will be promoted to their selected next classes.

💰 Their updated fee structures will be applied.

🧾 New fee vouchers will be generated automatically.

Congratulations! Your students have now been promoted, and their updated fees are ready for the new academic session.

📋 1. How to View Full Student Details

You can view the complete record of any registered student using the Student List.

Follow these steps:

🏫 Go to the Manage Students section.

📋 Click on Student List.

🔍 Find the student whose details you want to view.

👁️ Click the View Details button next to the student's name.

📄 The complete student profile will open, allowing you to review the available information.

💡 Important Note:

You can use this feature to check a student's personal information, admission details, class information, and other available records without editing the student's profile.

🎯 With these four features, you can efficiently manage student records, update information, generate certificates, and keep your school's student database organized.

✏️ 2. How to Edit Student Details

If you need to correct or update a student's information, you can easily do so from the Student List.

Follow these steps:

🏫 Go to the Manage Students section.

📋 Click on Student List.

🔍 Find the student whose information you want to update.

✏️ Click the Edit button.

📝 The student's existing information will appear in an editable form.

🔄 Update the required information carefully.

💾 Click the Save button to apply your changes.

💡 Important Note:

Always double-check the updated information before saving to ensure that the student's records remain accurate.

📜 How to Generate Student Certificates

The system allows you to generate two types of student certificates: Character Certificate and School Leaving Certificate.

🏅 1. How to Generate a Character Certificate

You can generate a student's character certificate directly from the Student List without inactivating the student.

Follow these steps:

🏫 Go to the Manage Students section.

📋 Click on Student List.

🔍 Find the student for whom you want to generate a character certificate.

📜 Click the Certificate Generate button.

🏅 Select or generate the Character Certificate.

🖨️ Use the available options to print or download the certificate.

💡 Important Note:

You do not need to inactivate a student to generate a character certificate. You can generate it while the student is still actively enrolled in your school.

🏫 2. How to Generate a School Leaving Certificate

To generate a school leaving certificate, you must first mark the student as inactive in the system.

Follow these steps:

Step 1: Inactivate the Student

🏫 Go to the Manage Students section.

📋 Click on Student List.

🔍 Find the student who is leaving your school.

🚫 Click the Inactive button.

📅 Enter the student's leaving date.

📝 Enter the reason for leaving.

💾 Click the Save button to complete the inactivation process.

Step 2: Generate the School Leaving Certificate

📋 Return to the Student List.

🔍 Find the inactivated student.

📜 Click the Certificate Generate button.

🏫 Select or generate the School Leaving Certificate.

🖨️ Use the available options to print or download the certificate.

⚠️ Important Note:

Inactivation is mandatory for generating a school leaving certificate. Make sure the student's leaving date and reason are correct before proceeding.

🎯 Remember:

🏅 Character Certificate: Can be generated without inactivating the student.

🏫 School Leaving Certificate: Requires the student to be marked as inactive first.

🔴 B. Inactivate a Student

If a student leaves the school or is no longer actively enrolled, you can mark their record as inactive.

Follow these steps:

🏫 Go to the Manage Students section.

📋 Click on Student List.

🔍 Find the student you want to inactivate.

🚫 Click the Inactive button.

📅 Enter the student's leaving or inactivation date.

📝 Provide the reason for inactivation.

💾 Submit or save the information to complete the process.

⚠️ Important Note:

Make sure to enter the correct date and reason before inactivating a student.

Inactivation changes the student's status to inactive in the system. It helps you maintain accurate records of currently enrolled and former students.

Step 1: Add Subjects (Optional)Before registering students, you can add the subjects taught at your school.

📚 Follow These Steps:

1. 🏫 Go to the Academic Section.
2. 📋 Click on Manage Subjects.
3. ➕ Add the subjects that are applicable to your school.
4. ✏️ Enter each subject name only once.

💡 Important Note:

For example, if Mathematics is taught in Classes 5, 6, 7, and 8, you only need to add Mathematics once. There is no need to add the same subject multiple times for different classes.

✅ Once you have added all the required subjects, you can proceed to the next step of student registration.

📌 Tip: Adding subjects is optional, but it is recommended to complete this step to make student registration and academic management easier.

Before registering students, you need to set up your school's sections and classes.

📚 Follow These Steps:

1. Add Sections

🏫 Go to the Academic Section.

📋 Click on Manage Classes.

📑 Open the Sections tab.

➕ Add the sections applicable to your school, such as:

Montessori

Primary

Elementary

Secondary

2. Add Classes

📂 Go to the Classes tab.

🔽 Select the appropriate section from the Section Dropdown.

✏️ Enter the class name, for example:

Grade 6

Grade 7

Grade 7 Blue

💾 Click the Save button to add the class.

💡 Important Note:

Make sure to select the correct section before adding a class. You can organize your school's classes according to your academic structure.

✅ Once you have successfully added all sections and classes, you are ready to move on to the next step of student registration.

💰 Step 3: Class Fee Setup

Set up your school's fee structure before registering students. This will help you manage student fees accurately and efficiently.

📌 Part 1: Add Fee Heads

🏫 Go to the Fee Management section.

📋 Click on Fee Structure Setup.

🗂️ Open the Fee Head tab.

➕ Add the fee heads applicable to your school and select the appropriate fee type from the dropdown.

📖 Understanding Fee Types:

💵 One-Time: Select this for fees collected only once during a student's enrollment or school life, such as admission charges.

📅 Yearly: Select this for fees collected once every year, such as annual charges.

📆 Monthly: Select this for fees collected every month, such as:

Tuition Fee

Transport Fee

Other Monthly Charges

⚠️ Important Notice:

The system already includes a fee head named Miscellaneous. Please DO NOT DELETE this fee head, as it is used to calculate previous charges.

📌 Part 2: Set Class Fees

🏫 Open the Class Fee tab.

🔽 Select the class for which you want to set the fee.

💰 Enter the maximum fee applicable to that class.

💾 Click the Save button.

🔁 Repeat the process for each class in your school.

💡 Important Notes:

Set the maximum fee your school charges for each class.

Don't worry about discounts at this stage.

🎯 When you register a student, you will have the option to apply an individual discount.

Make sure the fee structure is accurate for every class.

✅ Once you have completed the fee setup, you are ready to proceed to the next step of student registration.

🎓 Step 4: Student Registration & New Admission

Now that you have completed the basic setup, it's time to register students in your school management system. Follow these steps carefully to ensure accurate student records and fee vouchers.

📋 Part 1: Open the Admission Form

🏫 Go to the Student Management section.

➕ Click on the New Admission button.

📄 The student admission form will open. Fill in all the required information carefully.

👤 Part 2: Enter Student Information

1. 📸 Student Picture (Optional)

Upload the student's photograph if available.

Supported formats: PNG, JPG, and JPEG.

2. 🆔 Student ID

Keep the Auto Generate checkbox checked if you want the system to generate a student ID automatically.

If the student already has an ID, uncheck the box and enter the ID manually.

3. ✏️ Student Name

Enter the student's full name.

4. 📄 B-Form Number (Optional)

Enter the student's B-Form number if available.

5. 🎂 Date of Birth

Enter the student's correct date of birth.

If the exact date is unavailable, you can enter a temporary date and correct it later.

6. ⚧️ Gender

Select the appropriate gender.

7. 🏫 Class

Carefully select the class in which the student is being admitted.

8. 📂 Section

The section will load automatically according to the selected class.

9. 🔄 Admission Type (New or Old)

Choose the correct admission type according to the student's fee history.

🟢 New: Select this if the student's first month of admission and fee cycle is just beginning and no previous monthly fee arrangements have been completed.

🔵 Old: Select this if the student was admitted in a previous month and their earlier fee arrangements have already started.

10. 📅 Admission Date

Enter the student's actual admission date.

If you don't know the exact date, enter a temporary date and update it later.

11. 👨 Father's Name

Enter the student's father's full name.

12. 🪪 Father's CNIC

Enter the father's CNIC accurately. This is very important for linking siblings and generating correct family fee vouchers.

If the CNIC is unavailable, you may enter a temporary number.

Make sure all siblings have exactly the same father's CNIC to avoid family voucher issues.

13. 📱 Mobile Number

Enter the father's or primary contact person's mobile number.

14. 👩 Mother's Name (Optional)

Enter the mother's name if available.

15. 💬 WhatsApp Number (Optional)

Enter the WhatsApp number if available.

16. 📧 Email Address (Optional)

Enter an email address if available.

17. 🏠 Address

Enter the student's complete residential address.

💰 Part 3: Student Fee Setup

The fee setup is an important part of student registration. There are two admission types, and each has a different fee procedure.

🟢 A. Old Student Fee Setup

Select Old for students whose previous monthly fee arrangements have already started.

Follow these instructions:

💵 Enter the actual monthly fee you are currently charging the student.

📋 Enter any previous outstanding charges, if applicable.

➖ If there are no previous outstanding charges, leave that field empty.

🚫 Do not enter yearly or one-time fees again.

🎯 Enter the final monthly amount you actually intend to collect after any discount.

Example:

If the regular monthly tuition fee is Rs. 5,000 and you are offering a discount of Rs. 500:

Original Fee: Rs. 5,000

Discount: Rs. 500

Amount to Enter: Rs. 4,500

The system will automatically calculate the Rs. 500 discount in the backend and display it in the fee voucher.

🔵 B. New Student Fee Setup

Select New for students whose first month of admission and fee cycle is just beginning.

Follow these instructions:

📋 Review all the fee heads displayed in the admission form.

☑️ Keep the checkboxes selected for all applicable fees.

⬜ Uncheck any fee that you do not want to charge the student.

✏️ Edit the fee amounts according to the actual amounts you intend to collect.

🎁 If you are offering a discount, enter the final amount after discount. The system will calculate the discount automatically in the backend.

Example:

Suppose the fee structure for a class is as follows:

If you are offering a Rs. 500 discount on the monthly tuition fee and are not charging transport fees:

The system will automatically calculate the Rs. 500 discount on the monthly tuition fee and display it in the fee voucher.

📚 Extra Charges

If a student has any additional charges, such as a badge fee or book fee, you can add them in the Extra section.

Enter the exact amount you intend to collect for these additional items.

💾 Part 4: Review and Save Admission

Before saving the admission, carefully review all the information.

🔍 Verify the student's personal details.

🏫 Confirm the correct class and section.

🪪 Double-check the father's CNIC, especially if the student has siblings already registered.

💰 Review the selected fee heads and final fee amounts.

🎁 Make sure the discount is reflected in the amount you entered.

📋 Check any previous outstanding charges, if applicable.

Click the "Save" button to complete the student's registration.

🎉 Automatic Fee Voucher Generation

Once you successfully save the student's admission, the system will automatically generate the first fee voucher.

The voucher will reflect the applicable fees, automatically calculated discounts, and other relevant charges.

Congratulations! Your student has now been successfully registered, and the first fee voucher is ready.

🌟 Complete Your School Profile 🏫

Dear School Admin,

To get started, please complete your school profile by providing the following details. This will help us personalize your school management system and give your school a professional identity.

📋 Required Information:

🏫 School Name

🖼️ School Logo (PNG, JPG, or JPEG format only)

🌟 School Vision (Optional)

✨ School Tagline (Optional)

👨‍💼 Principal's Name

👩‍💼 Vice Principal's Name (Optional)

📞 Contact Number(s)

📍 School Address

📧 Email Address (Optional)

🌐 School Website (Optional)

💡 A Few Important Notes:

Please upload a clear, high-quality school logo.

Make sure all required information is accurate and up to date.

Optional fields can be completed whenever you wish.

✅ Once you have filled in all the required details, click the "Save Profile" button to save your school information.

🎯 Let's give your school a professional identity!

Thank you for choosing our School Management System. ❤️