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School Management System Complete End-User Guide ​

This is the master handbook for the full product.

It is written for non-technical users, so office staff, teachers, accounts staff, and school administrators can operate the system confidently without technical help for day-to-day work.

1) How to use this handbook ​

Use this document in two ways:

  1. Quick start: follow the setup checklists and daily workflows.
  2. Deep help: open the linked module guides for full step-by-step details.

If your account has limited permissions, some menu items may not appear. That is normal and controlled by role access.

2) Product overview (simple) ​

This product has 4 usage layers:

  1. Main Website - public product site (home/about/privacy, school selection, onboarding)
  2. School Tenant Portal - school public pages (home, notices, results, staff, academic info)
  3. School Admin Panel - daily school operations (students, attendance, exams, finance, etc.)
  4. Landlord Portal - platform-level control of multiple schools/tenants

3) User types and where they work ​

  • Prospective school owner -> Main Website + Onboarding
  • Parent/Student visitor -> School Tenant Portal
  • School staff/admin user -> School Admin Panel
  • Platform owner (SaaS operator) -> Landlord Portal

4) Access map ​

Main Website ​

  • Home
  • About
  • Privacy Policy
  • School selector (Login button)
  • Onboarding (Get Started)

School Portal (public school website) ​

  • Home
  • Notice Board
  • Results lookup
  • Staff directory
  • Academic page

School Admin Panel (inside login) ​

  • Dashboard
  • Academic Setup
  • Students
  • Certificates
  • Templates
  • Notice Board
  • Library
  • Attendance
  • Exams
  • Finance
  • Institute Settings
  • Access Control

Landlord Portal ​

  • Landlord login
  • Landlord dashboard
  • Tenant management

5) Complete guide index (by module) ​

Use this table as your central navigation.

AreaDetailed guide
Dashboarddashboard-module-user-guide.md
Academic Setupacademic-setup-user-guide.md
Studentsstudents-module-user-guide.md
Certificatescertificates-module-user-guide.md
Templatestemplates-module-user-guide.md
Notice Boardnotice-board-module-user-guide.md
Librarylibrary-module-user-guide.md
Attendanceattendance-module-user-guide.md
Examsexam-module-user-guide.md
Financefinance-module-user-guide.md
Institute Settingsinstitute-settings-module-user-guide.md
Access Controlaccess-control-module-user-guide.md
Public Website + School Portalpublic-website-and-tenant-portal-user-guide.md
Onboardingonboarding-module-user-guide.md
Post-Onboarding School Setuptenant-school-setup-after-onboarding-guide.md
Invitation Acceptanceinvitation-acceptance-user-guide.md
Authentication + Account Settingsauthentication-and-account-settings-user-guide.md
Landlord Portallandlord-portal-module-user-guide.md

6) First-time setup checklist for a new school ​

Use this once after onboarding.

A. Create the school workspace ​

  1. Complete onboarding (school name, subdomain, owner account)
  2. Open generated school login URL
  3. Log in with owner account

B. Configure identity and security ​

  1. Update Institute Settings (name, logo, contact, EIIN)
  2. Set strong password for owner account
  3. Enable two-factor authentication for key users

C. Configure access roles ​

  1. Review default roles and permissions
  2. Create custom roles if needed
  3. Invite users (teachers, accountants, librarians, staff)

D. Configure academic foundation ​

  1. Create classes
  2. Create sections
  3. Create subjects
  4. Create teachers and staff
  5. Assign class teachers
  6. Assign class subjects and subject teachers
  7. Create routines

E. Configure student and finance base ​

  1. Add students
  2. Assign students to class/section
  3. Create fee types
  4. Create fee structures
  5. Set concessions/scholarships if required

After these steps, you are ready for live daily operation.

7) Daily operation workflows (practical) ​

Front office / admin desk (daily) ​

  1. Add or update student records
  2. Handle section changes/transfers
  3. Publish urgent notices
  4. Assist users with login or invitation acceptance

Academic office (daily/weekly) ​

  1. Maintain classes, sections, subjects
  2. Keep routines updated
  3. Ensure teacher assignment coverage
  4. Track attendance records and reports

Exam cell (term-wise) ​

  1. Create exam
  2. Add schedule
  3. Enter marks
  4. Submit and approve marks
  5. Generate result snapshots
  6. Publish results
  7. Lock results

Accounts office (daily/monthly) ​

  1. Record fee payments
  2. Record income and expenses
  3. Apply concessions/scholarships
  4. Review dues and collection reports
  5. Prepare daily summary and monthly analysis

Principal / school head (weekly/monthly) ​

  1. Review dashboard indicators
  2. Review attendance trends
  3. Review exam outputs and public result readiness
  4. Review financial summaries and outstanding dues
  5. Confirm compliance and communication quality

8) Core process flows users should memorize ​

Flow 1: Admission to daily operations ​

  1. Create student
  2. Assign class and section
  3. Set fees/structure
  4. Include in attendance and routine
  5. Include in exam schedules and results

Flow 2: Exam lifecycle (must be in order) ​

  1. Create exam
  2. Add schedules
  3. Enter marks
  4. Submit marks
  5. Approve marks
  6. Generate results
  7. Publish results
  8. Lock results

Flow 3: User onboarding by invitation ​

  1. Admin sends invitation with role
  2. User opens invitation link
  3. User sets name and password
  4. User logs in to school domain

Flow 4: Parent/public result check ​

  1. Open school results page
  2. Select exam and class
  3. Enter roll or registration number
  4. View and print/share result

9) Module quick guidance (what each module does) ​

Dashboard ​

  • Gives quick view of important school indicators
  • Use for morning review and management decisions

Academic Setup ​

  • Controls classes, sections, subjects, teachers, routines, staff
  • Must be maintained before attendance/exam work

Students ​

  • Central source of student profile, class mapping, promotions
  • Keep this clean to avoid downstream errors

Certificates ​

  • Generate and manage certificate workflows

Templates ​

  • Manage document templates used across modules

Notice Board ​

  • Internal publishing and public communication by audience

Library ​

  • Book inventory, categories, issues/returns, settings

Attendance ​

  • Daily student/staff attendance + reports

Exams ​

  • Exam planning, marks workflow, Bangladesh grading, result publish/lock

Finance ​

  • Fees, collections, incomes/expenses, concessions/scholarships, reports

Institute Settings ​

  • School branding/contact identity used across system and portal

Access Control ​

  • Roles, permissions, invitations, activity log

10) Public website and school portal usage ​

For visitors ​

  1. Open main website
  2. Use Login -> school selector to reach correct school domain

For parents/students ​

  1. Open school portal
  2. Read notices
  3. Search results
  4. View staff directory
  5. Review academic information

Public visibility follows publication and targeting rules, so some notices/results may not appear if not yet published or not applicable.

11) Authentication and account safety ​

All users should follow these basics:

  1. Use strong unique password
  2. Change password periodically
  3. Enable two-factor authentication
  4. Save recovery codes securely
  5. Verify email when prompted
  6. Log out from shared devices

Use the Authentication and Account Settings guide for detailed steps.

12) Landlord operations (platform owner only) ​

If you manage multiple schools:

  1. Log in to landlord portal
  2. Monitor tenant counts and status
  3. Create/update/deactivate tenants
  4. Use deletion only for controlled permanent removal

School-level admins should not use landlord portal unless formally authorized.

13) Common problems and quick fixes ​

Login and account ​

  • Wrong password -> use Forgot Password
  • Not receiving reset email -> check spam folder and email spelling
  • Cannot pass 2FA -> use recovery code

Missing menus or actions ​

  • Usually permission issue
  • Ask admin to review role and permissions
  • Missing prerequisite setup
  • Example: no sections because class not created, no marks entry because schedules/subjects missing

Result not visible publicly ​

  • Exam may not be published
  • Publish date may not be reached
  • Result may not be generated/regenerated
  • Wrong exam/class/roll/registration input

Notice not visible publicly ​

  • Notice may be draft/expired
  • Notice may be targeted to another audience

Finance reports show empty values ​

  • Check selected date range
  • Confirm entries are posted under the same period

14) Data quality rules (strongly recommended) ​

  1. Use consistent naming for classes, sections, and subjects.
  2. Avoid duplicate student records.
  3. Prefer status changes instead of deleting historical records.
  4. Review marks before submit/approve.
  5. Reconcile fee collections daily.
  6. Keep role permissions minimal and role-based.

15) Suggested training plan for non-technical teams ​

Day 1 ​

  • Login, navigation, profile/security
  • Institute settings
  • Access control basics

Day 2 ​

  • Academic setup
  • Students
  • Attendance

Day 3 ​

  • Exams full lifecycle
  • Results publish process
  • Notice board and public communication

Day 4 ​

  • Finance and reports
  • End-to-end scenario practice

16) Terms glossary ​

  • Tenant: one school workspace in a multi-school platform
  • Subdomain: school-specific web address prefix
  • Role: group of permissions for a user type
  • Visibility (notice): who can view a notice
  • Snapshot (exam result): frozen result data used for publication
  • Lock (exam result): final result state with no further workflow edits
  • Concession: fee discount
  • Scholarship: financial reduction/award applied to fees

17) Final support note ​

If screen changes are not visible immediately after deployment, ask technical support to run frontend build/dev commands (npm run build or npm run dev).

For day-to-day operations, always use this handbook together with the module guide links in Section 5.

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