Academic Sessions Page Guide

This guide provides instructions on managing academic sessions in the school management system.

📋 Step-by-Step Instructions

1. Go to the Academic Sessions page by navigating to /school/session_list.php
2. To add a new session, click on 'Add New Session' button
3. Fill in the Session Name, Start Date, and End Date for the new session
4. Check the 'Set as Current Session' checkbox if you want to set the session as current
5. Click on 'Add Session' button to save the new session
6. To update an existing session, select the session from the list and make necessary changes
7. Click on 'Update Session' button to save the changes

💡 Helpful Tips

• Use the search bar to quickly find specific sessions
• You can customize the number of entries shown per page using the dropdown
• Check the 'Active' checkbox to mark a session as active

⚠️ Important Notes

• Ensure the Start Date is before the End Date for each session
• Be cautious when setting a session as current, as it affects system behavior
• Make sure to save any changes by clicking on the corresponding action button

Choose a Plan Page Guide

This help guide provides step-by-step instructions for selecting a plan on the school management software page.

📋 Step-by-Step Instructions

1. Enter your details in the text field provided.
2. Provide additional information in the textarea field if required.
3. Select the checkbox if applicable for your plan choice.
4. Click on the 'Menu' button to access more options.
5. Toggle between USD ($) and INR (₹) currency options.
6. Review the details of the available plans.
7. Click on the 'Choose' button corresponding to the plan you want to select.

💡 Helpful Tips

• Make sure to read the plan details carefully before making a selection.
• Consider the student limit and duration of the plan to match your school's requirements.
• Check the currency settings to ensure it aligns with your preferences.

⚠️ Important Notes

• Ensure accurate information is entered in the fields to avoid errors.
• Select the plan carefully as changes may not be reversible once confirmed.
• Double-check the currency option before finalizing your choice.

Class List Page Guide

This guide provides instructions for managing classes, adding new classes, and updating class information.

📋 Step-by-Step Instructions

1. To manage classes, use the DataTables_Table_0_length dropdown to select the number of entries to display per page.
2. To add a new class, click on the 'Add New Class' button.
3. To update or delete a class, use the 'Actions' column for the respective class.

💡 Helpful Tips

• Use the search bar to quickly find specific classes by name or other details.
• Check the 'Skip duplicates' checkbox when adding sections to avoid creating duplicate entries.
• Utilize the 'Bulk Create Classes & Sections' option for efficient management of multiple classes.

⚠️ Important Notes

• Exercise caution when deleting classes as this action may result in permanent data loss.
• Ensure accurate data entry in the 'Class Name' and 'Numeric Value' fields to avoid errors in class creation.
• Be mindful of the 'Active' checkbox status to manage the active status of classes correctly.

Create School Page Guide

This guide provides step-by-step instructions on how to create a new school in the school management system.

📋 Step-by-Step Instructions

1. Enter the School Name in the designated text field. This should be the full name of your school.
2. Provide a unique School Code to identify your school. Use the text field provided for this purpose.
3. Enter the School Address details in the provided textarea field. Include all relevant address information.

💡 Helpful Tips

• Make sure the School Code is unique and easily identifiable for future reference.
• Double-check the School Address for accuracy to ensure proper communication and location details.
• Consider setting the new school as the Default School if it will be frequently accessed.

⚠️ Important Notes

• Ensure all information provided is accurate as it will be used for school identification and communication.
• Do not use special characters or symbols in the School Name or School Code fields.
• Carefully review all details before submitting to avoid errors or inaccuracies in the new school record.

Create Session Page Guide

This guide provides step-by-step instructions on how to create a new academic session in the school management system.

📋 Step-by-Step Instructions

1. Enter the Session Name in the provided text field. For example, '2023-2024' or '2023 Spring'.
2. Select the Start Date for the session using the date picker.
3. Select the End Date for the session using the date picker.
4. Check the 'Set as Active Session' checkbox if this session will be your current working session.
5. Click on the 'Create Session' button to save the new academic session.

💡 Helpful Tips

• Ensure the Session Name is descriptive and easily identifiable for administrative purposes.
• Choose appropriate Start and End Dates to accurately define the academic session period.
• Regularly review and update active sessions to maintain accurate school records.

⚠️ Important Notes

• Be cautious when setting a session as active, as it will impact the current working environment.
• Double-check all dates and details before creating the session to avoid inaccuracies.
• Avoid creating duplicate sessions with conflicting date ranges to prevent data inconsistencies.

Fee Collection History Page Guide

This guide helps users navigate the Fee Collection History page to view and manage fee transactions.

📋 Step-by-Step Instructions

1. Enter the required Class and Section from the dropdown menus.
2. Select the Payment Method, enter Receipt No., Admission No., From Date, and To Date.
3. Adjust the number of entries displayed per page using the DataTables_Table_0_length dropdown.
4. Input any additional notes in the provided text and textarea fields.
5. Check the checkbox if needed.
6. Click on 'Apply Filter' to filter transactions based on the entered criteria.

💡 Helpful Tips

• You can filter transactions based on multiple criteria to narrow down search results.
• Ensure all mandatory fields are filled before applying the filter.
• Use the 'Collect Fee' option from the menu to initiate new fee collection transactions.

⚠️ Important Notes

• Make sure to select the correct Class and Section to view relevant fee transactions.
• Double-check the From Date and To Date range to capture the desired time frame accurately.
• Exercise caution while entering Receipt and Admission numbers to avoid errors in filtering results.

Import Students Guide

This guide explains how to import students using a CSV file in the school management system.

📋 Step-by-Step Instructions

1. Select the CSV file to upload. Ensure it is in CSV format and includes Class and Section columns.
2. Click on the 'Upload and Analyze CSV File' button to proceed.
3. After upload, map the CSV classes to database classes as required.

💡 Helpful Tips

• Make sure your CSV file meets the specified format requirements.
• Download the sample CSV file to understand the required fields and format.
• Check the file size limit (Max: 5MB) and ensure your CSV file is within the limit.

⚠️ Important Notes

• Ensure the CSV file includes all required fields: Class, Section, Admission No, First Name, and Gender.
• Pay attention to the date format (YYYY-MM-DD) and gender values (Male/Female) in the CSV file.
• You need to map CSV classes to database classes after uploading the file.

Import Students Page Guide

This guide provides step-by-step instructions on how to import students to a selected class and section using a CSV file in the school management system.

📋 Step-by-Step Instructions

1. Select a class from the 'Select Class' dropdown menu.
2. Select a section from the 'Select Section' dropdown menu.
3. Choose a CSV file by clicking on the 'Select CSV File' button and browsing your files.

💡 Helpful Tips

• Make sure the CSV file follows the specified format requirements mentioned on the page.
• Check the file size limit (Max: 5MB) and ensure the file is in CSV format before uploading.
• Double-check the selected class and section to avoid importing students into the wrong class.

⚠️ Important Notes

• Ensure the CSV file includes the required fields: Admission No, First Name, Gender.
• Check the date format (YYYY-MM-DD) and gender values (Male/Female) in the CSV file for accuracy.
• Be cautious while importing students as this action cannot be undone.

Quick Setup Page Guide

This guide provides step-by-step instructions to quickly set up your school's academic session, classes, sections, and subjects.

📋 Step-by-Step Instructions

1. Enter the Session Name in the provided text field.
2. Select the Start Date and End Date for the academic session.
3. Check the 'Set as Active Session' checkbox if this session is currently active.
4. Fill in the Class Name, Numeric Value, and Select a Class from the dropdown.
5. Add Section Name, Capacity, Subject Name, Subject Code, and other relevant details.
6. Click on the 'Continue to Session Setup' button to proceed with setting up the academic session.

💡 Helpful Tips

• Double-check the dates to ensure they are accurate for the academic session.
• Use descriptive names for classes, sections, and subjects to easily identify them later.
• Save your progress periodically to avoid losing any data.

⚠️ Important Notes

• Make sure to set the correct academic session as active to avoid confusion.
• Ensure that all mandatory fields are filled out before proceeding to the next step.
• Review the information entered before finalizing the setup to prevent errors.

School Calendar Guide

Learn how to effectively manage events and schedules on the School Calendar page.

📋 Step-by-Step Instructions

1. Click on 'Add Event' to create a new event.
2. Fill in the required details like Event Title, Start Date/Time, End Date/Time, and Event Type.
3. Click 'Save Event' to add the event to the calendar or click directly on the calendar to add an event on a specific date.

💡 Helpful Tips

• You can edit an event by clicking on it and then selecting 'Edit'.
• To delete an event, click on the event, choose 'Delete', and confirm your decision.
• Drag and drop events to reschedule them or adjust the event duration by dragging the bottom edge.

⚠️ Important Notes

• Make sure to fill in the required fields marked with '*'.
• Double-check event details before saving to avoid errors.
• Changes to events are saved automatically, so be cautious when making modifications.

School Dashboard Guide

This help guide provides assistance on using the School Dashboard page for school management purposes.

📋 Step-by-Step Instructions

1. Access the School Dashboard page by navigating to /school/dashboard.php in your web browser.
2. Review the summary section to get an overview of important information like total students, staff count, classes, fees collected, pending fees, and expenses.
3. Utilize the form fields provided (text, textarea, checkbox) for entering and managing relevant data.

💡 Helpful Tips

• Regularly update the current session year to ensure accurate reporting and tracking.
• Use the Menu button to access additional options and features available in the dashboard.
• Monitor pending fees closely to follow up with students or parents for timely payments.

⚠️ Important Notes

• Ensure data entered in the form fields is accurate and complete to prevent errors in school records.
• Exercise caution when making changes to session details or fee information to avoid discrepancies.
• Contact technical support if you encounter any issues or require further assistance while using the School Dashboard.

School Information Setup

1. • 🔹 Step 1: Enter School Details

     1. School Name (Required)

        • Enter the full official name of your school.

        • Example: Green Valley International School

     2. School Code (Required)

        • Provide a short unique identifier for your school.

        • This code must be unique and will help in easy identification.

        • Example: GVIS2025

     3. School Address

        • Enter the complete postal address of your school.

        • Example: 123, Green Road, Delhi, India

     4. Phone

        • Enter the school’s contact number (with country/area code if needed).

        • Example: +91-9876543210

     5. Email

        • Provide the official school email address.

        • Example: info@greenvalleyschool.edu

     6. Website

        • If your school has an official website, enter the URL here.

        • Example: www.greenvalleyschool.edu

     ---

     🔹 Step 2: Set as Default School (Optional)

     • ✅ If you check this box, the system will select this school by default whenever you log in.

     • ❌ If left unchecked, you can still switch schools later from the dashboard.

     ---

     🔹 Step 3: Save the School

     • Once all details are filled, click the "Create School" button (bottom-right).

     • If required fields are empty, the system will prompt you to complete them.

     • After successful creation, you will see a confirmation message.

School Management System Guide

This guide provides instructions on assigning subjects to classes in the School Management System.

📋 Step-by-Step Instructions

1. Select a Class from the dropdown menu.
2. Choose a Section from the available options.
3. Pick a Subject, Teacher, enter a Start Date, provide any additional Notes, and check the confirmation checkbox.
4. Click on the 'Assign Subject' button to save the assignment.

💡 Helpful Tips

• Ensure that all required fields are filled before assigning a subject.
• Apply filters based on Class and Section to narrow down the assignment options.
• Double-check the selected Subject and Teacher before confirming the assignment.

⚠️ Important Notes

• Make sure to select the correct Class and Section to avoid misassignments.
• Check for any validation errors before submitting the assignment.
• Once assigned, subjects may need to be modified through the system settings.

School Settings Guide

Configure your school system settings easily with the School Settings page.

📋 Step-by-Step Instructions

1. Enter the School Name in the provided text field.
2. Input the School Code in the designated text field.
3. Fill in the Phone Number if needed.

💡 Helpful Tips

• Fields marked with an asterisk (*) are required.
• Make sure to select the appropriate Timezone from the dropdown list.
• Upload the School Logo for branding purposes.

⚠️ Important Notes

• Ensure that the Email Address entered is valid.
• Be cautious while setting up signatures as they represent official authorization.
• Choose the Theme carefully as it affects the visual appearance of the system.

School Timetable Management Guide

Learn how to efficiently manage class schedules and timetable entries using the School Management System.

📋 Step-by-Step Instructions

1. Define the periods (time slots) for your school day.
2. Select a class and section from the 'Class' and 'Section' dropdown menus.
3. Fill in subject, teacher, room number (optional), notes, and checkbox information for each period and day.
4. Click on the 'Save Entry' button to store the timetable information.

💡 Helpful Tips

• You can edit or update timetable entries at any time for flexibility.
• Make sure to select the correct class and section before adding or editing timetable entries.
• Print the final timetable for distribution to teachers, students, and staff.

⚠️ Important Notes

• Ensure the accuracy of the timetable details before saving to avoid errors.
• Do not forget to select a class and section before attempting to manage or view the timetable.
• Make sure to save your entries periodically to prevent data loss.

Schools Page Guide

This help guide provides instructions on managing schools using the Schools page.

📋 Step-by-Step Instructions

1. To add a new school, click on 'Add New School' button.
2. Enter the School Name, School Code, Email, Phone, and Address in the respective fields.
3. Check 'Set as Default School' if you want this school to be automatically selected upon login.
4. Click 'Add School' to save the new school details.

💡 Helpful Tips

• You can manage multiple schools by adding them one by one using the 'Add New School' option.
• Make sure to provide accurate and complete information for each school to ensure proper record-keeping.
• Use the search field to easily find specific schools by their Name, Code, or other details.

⚠️ Important Notes

• Ensure that each school has a unique School Code to avoid conflicts or confusion.
• Be cautious when setting a school as the default as this selection will impact user login experience.
• Review all details carefully before clicking 'Add School' as changes cannot be easily undone.

Section List Page Guide

This guide provides instructions on managing sections in the school management system.

📋 Step-by-Step Instructions

1. Navigate to the Section List page by accessing /school/section_list.php
2. To add a new section, click on the 'Add New Section' button
3. Fill in the Class, Section Name, Capacity, and Active checkbox fields for the new section
4. Click on the 'Save Section' button to save the new section
5. To update or delete a section, locate the section in the table and use the corresponding action buttons

💡 Helpful Tips

• Ensure all required fields such as Class, Section Name, and Capacity are filled accurately
• Use the search bar to quickly find specific sections in the table
• You can adjust the number of entries shown per page using the dropdown menu

⚠️ Important Notes

• Be cautious when deleting a section as this action cannot be undone
• Check the capacity field to ensure it matches the actual capacity of the section
• Avoid leaving mandatory fields empty to prevent errors during section creation

Student Admission Page Guide

This guide provides step-by-step instructions for filling out the Student Admission form on the school management system.

📋 Step-by-Step Instructions

1. Enter the Admission Number in the provided text field.
2. Input the Roll Number in the designated text field.
3. Select the Admission Date using the date picker.

💡 Helpful Tips

• Ensure all mandatory fields are filled out before submitting the form.
• Double-check the accuracy of information provided, especially dates and contact details.
• Use the dropdown menus for selecting options like Class, Section, Gender, Blood Group, and House.

⚠️ Important Notes

• Do not leave any mandatory fields blank to avoid form submission errors.
• Make sure to provide correct and up-to-date contact details for effective communication.
• Do not forget to save your progress by clicking on the 'Save Category' button if needed.

Student Attendance Page Guide

This guide helps you manage student attendance efficiently by sorting and filtering records.

📋 Step-by-Step Instructions

1. Enter the Date for which you want to view attendance.
2. Select the Class and Section from the dropdown menus.
3. Choose the Sort By criteria and Order preference.
4. Click on the 'Apply Filters' button to display the attendance records.

💡 Helpful Tips

• Use the 'Daily View' button to switch between daily and monthly attendance view.
• Ensure correct Class and Section selections for accurate attendance data.
• You can toggle between Ascending and Descending order for viewing records.

⚠️ Important Notes

• Make sure to apply filters before viewing attendance data.
• Incorrect date or selection may display inaccurate attendance information.
• Check the 'Present' count after applying filters to verify attendance data.

Student List Page Guide

This guide provides instructions on how to manage student lists, add students, apply filters, and delete students on the Student List page.

📋 Step-by-Step Instructions

1. Select a Class from the dropdown menu.
2. Choose a Section from the dropdown menu.
3. Set the number of entries to display using the DataTables_Table_0_length dropdown.
4. Enter a student's details in the text and textarea fields.
5. Check the checkbox if needed.
6. Click on the 'Apply Filter' button to filter students based on the selected criteria.
7. Use the 'Delete Student' button to remove a selected student from the list.
8. Click on 'Add Student' to add a new student.
9. Utilize the 'Start Camera' button for tasks involving camera functionality.

💡 Helpful Tips

• Ensure to select the appropriate Class and Section to filter the student list effectively.
• Use the search bar to quickly locate specific students by their details.
• Click on the 'Reset' button to clear any applied filters and start fresh.

⚠️ Important Notes

• Be cautious while deleting students as this action cannot be undone.
• Fill in the required fields accurately to avoid data entry errors.
• Verify all details before adding a new student to ensure data accuracy.

Subject Groups Page Guide

This guide provides instructions on managing subject groups on the Subject Groups page.

📋 Step-by-Step Instructions

1. Navigate to the Subject Groups page by accessing /school/subject_group_list.php.
2. To add a new group, click on the 'Add New Group' button.
3. Fill in the 'Group Name' and 'Description' fields for the new group.
4. Select the subjects to include in the group by checking the corresponding checkboxes.
5. Click on the 'Add Group' button to create the new subject group.

💡 Helpful Tips

• You can include subjects in multiple groups for better organization.
• Ensure to provide clear and concise group names and descriptions.
• Use the search feature to quickly find specific subject groups.

⚠️ Important Notes

• Make sure to select at least one subject when creating a new group.
• Avoid duplicate group names to prevent confusion.
• Exercise caution when deleting groups as it may impact data and associations.

Subject List Page Guide

This guide provides step-by-step instructions on managing subjects in the school management system.

📋 Step-by-Step Instructions

1. Click on the 'Menu' button to access additional options.
2. To add a new subject, click on 'Add New Subject' button.
3. Fill in the Subject Name, Subject Code, Subject Type, and other relevant details in the form fields.
4. Check the 'Active' checkbox to make the subject active.
5. Click on 'Add Subject' to add a new subject.
6. To update an existing subject, select the subject from the list and make the necessary changes.
7. Click on 'Update Subject' to save the changes.
8. To delete a subject, select the subject and click on 'Delete Subject'.

💡 Helpful Tips

• Use the search bar to quickly find specific subjects from the list.
• You can adjust the number of entries displayed per page using the dropdown menu.
• Ensure all required fields are filled before adding or updating a subject.

⚠️ Important Notes

• Be cautious while deleting subjects as this action cannot be undone.
• Avoid leaving any mandatory fields empty to prevent errors.
• Double-check the details before updating a subject to avoid any data loss.

Timetable Periods Guide

This guide helps you manage timetable periods for your school, including defining class periods and break times.

📋 Step-by-Step Instructions

1. Navigate to the Timetable Periods page by clicking on 'Timetable' in the Menu.
2. To add a new period, enter the Period Name, Start Time, End Time, Display Order, and check the 'Is Break Period' box if applicable. Click on 'Add Period'.
3. View and manage existing periods in the Periods List section. You can edit period details and toggle the 'Is Active' status.

💡 Helpful Tips

• Use descriptive names for periods to make it easier for teachers and students to follow the timetable.
• Ensure that the Display Order reflects the correct sequence of periods in the timetable.
• Regularly review and update the timetable periods to accommodate any changes in the school schedule.

⚠️ Important Notes

• Be cautious when changing the Start Time and End Time to avoid overlapping periods.
• Check the 'Is Active' status carefully to ensure that only relevant periods are active in the timetable.
• Avoid leaving any mandatory fields blank when adding a new period to prevent data errors.

Academic Sessions

🔹 Step 1: Enter Session Details

1. Session Name (Required)

   • Provide a name for the academic session.

   • Examples:

     • 2023–2024

     • 2023 Spring Semester

     • 2024 Term 1

2. Start Date (Required)

   • Select the date when the academic session begins.

   • Use the date picker for accurate entry.

   • Example: 04/01/2023

3. End Date (Required)

   • Select the date when the academic session ends.

   • Example: 03/31/2024

⚠️ Note: The End Date must be later than the Start Date.

🔹 Step 2: Set as Active Session (Optional)

• ✅ If checked, this session will become the current working session in the system.

• ❌ If unchecked, the system will not switch to this session immediately. You can activate it later from the session list.

🔹 Step 3: Save the Session

• After filling in the details, click "Create Session".

• If mandatory fields are missing, the system will show an error message.

• To check or manage existing sessions, click "View All Sessions".

🔹 Section 1: Basic Details

1. Admission No (Required)

   • A unique admission number for the student.

2. Roll Number

   • The student’s roll number (optional at admission stage, can be assigned later).

3. Admission Date (Required)

   • Select the date of admission.

4. Class & Section (Required)

   • Choose the class and section where the student will be admitted.

5. Student Name (Required)

   • Enter First Name and Last Name.

6. Gender

   • Select the student’s gender.

7. Date of Birth

   • Provide the student’s date of birth.

8. Blood Group

   • Choose from available options (e.g., A+, B-, O+).

9. Category / Caste / Religion

   • Enter student’s category (e.g., General, SC, ST, OBC), caste, and religion if applicable.

10. House

    • Assign a school house (if applicable, e.g., Red, Blue).

11. Parent Contact Email

    • Enter the student’s or parent’s email address.

12. Height & Weight

    • Provide physical details if required.

🔹 Section 2: Address Information

• Address – Full residential address of the student.

• City, State, Pincode – Enter correct location details for records and communication.

🔹 Section 3: Parent/Guardian Information

1. Father’s Name, Phone, Occupation

2. Mother’s Name, Phone, Occupation

3. Guardian’s Name, Relation, Phone, Email, Occupation, Address

👉 Guardian details are especially important if the student lives with someone other than parents.

🔹 Section 4: Student Photo

• Upload the student’s recent passport-size photo.

• Allowed formats: JPG, PNG, GIF

• Maximum file size: 2 MB

🔹 Final Step: Submit Form

• Once all details are filled, click Submit Admission Form (bottom-right).

• The student will now be added to the system and appear in the Student List.

🔹 Section 1: Basic Information

1. Staff ID (Auto/Manual)

   • A unique ID to identify each staff member (can be system-generated or manually entered).

2. First Name & Last Name (Required)

   • Enter the staff member’s full name.

3. Gender (Required)

   • Select gender from the dropdown list.

4. Date of Birth

   • Enter staff member’s date of birth.

5. Department

   • Choose the department (e.g., Teaching, Accounts, Admin).

6. Designation

   • Select job title (e.g., Teacher, Principal, Clerk).

7. Joining Date

   • Record the date the staff member joined your institution.

🔹 Section 2: Contact Information

1. Phone Number

   • Staff member’s primary contact number.

2. Email Address

   • Official or personal email ID.

3. Address

   • Residential address for communication.

🔹 Section 3: Qualifications & Experience

1. Qualifications

   • Enter academic details, degrees, certifications, or training.

2. Work Experience

   • Add details of previous employment, if applicable.

🔹 Section 4: Profile Image

• Upload a clear profile photo of the staff member.

• Accepted formats: JPG, JPEG, PNG

• Maximum file size: 2 MB

• The image will appear in staff records and directories.

🔹 Final Step: Submit

• Click Add Staff Member (bottom-right) to save the staff record.

• The new staff will appear in the Staff Directory.