Tenant School Setup Guide After Onboarding (Non-Technical)

This guide is for school users after onboarding is complete.

It helps a tenant admin (or school super admin) set up the school workspace correctly so daily operations can start smoothly.

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Who should use this

• School owner account created during onboarding
• Tenant super admin
• School admin responsible for initial setup

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Final goal

By the end of this guide, your school will be ready for:

1. daily attendance
2. student and teacher operations
3. fee collection and finance tracking
4. exam processing and result publishing
5. public school website usage (notices and results)

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Before you begin

Keep these ready:

1. school login URL from onboarding completion page
2. owner account email and password
3. school logo and contact information
4. list of classes, sections, and subjects
5. teacher and staff lists
6. student admission data
7. fee policy (types, structures, concessions/scholarships)

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Setup roadmap (recommended order)

Follow this order. Do not skip sequence.

1. Secure owner account and school profile
2. Configure user access and invitations
3. Build academic structure
4. Add students and place them correctly
5. Configure finance base
6. Configure library and notices
7. Start attendance operations
8. Prepare and run first exam cycle
9. Verify public school portal pages

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Phase 1: Security and school identity (Day 0)

1) First login and account security

1. Log in with owner account.
2. Go to account settings.
3. Change password if needed.
4. Enable two-factor authentication.
5. Save recovery codes safely.

2) Institute profile setup

1. Open Institute Settings.
2. Upload school logo.
3. Fill school name, address, phone, email, website, EIIN (if available).
4. Save changes.

Use guide: institute-settings-module-user-guide.md

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Phase 2: Access setup for school team

1) Review roles and permissions

1. Open Access Control > Roles.
2. Review existing roles.
3. Create custom roles only if needed.
4. Ensure each role has only required permissions.

2) Invite users

1. Open Access Control > Invitations.
2. Send invitations for teachers, accountants, office staff, librarians.
3. Assign correct role in each invitation.
4. Track pending and accepted invitations.

Use guides:

• access-control-module-user-guide.md
• invitation-acceptance-user-guide.md

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Permission guide for tenant admin (what each permission does)

This section is the practical permission map for school setup.

If a user cannot see a menu or action button, it usually means one or more required permissions are missing.

A) Permission key format (simple rule)

Most permissions follow this pattern:

• module.action

Examples:

• students.view = can open student list/details
• students.create = can add new students
• marks.approve = can approve marks after submission

B) Action words explained

• view - open page/list/details
• create - add new record
• edit - update existing record
• delete - remove record
• approve - finalize/review controlled workflow
• publish - make output publicly available
• print - print-ready output access
• export - file export access
• assign - assign permissions to roles
• send - send communication

C) Module-wise permission meaning

Core setup and administration

• dashboard.view - access dashboard
• institute.view, institute.edit - view/update school profile and logo
• settings.view, settings.edit - tenant-level settings access
• activity-log.view - view user activity history
• academic-sessions.* - manage academic sessions
• promotion-settings.* - manage promotion policy/settings

User access and security

• users.view, users.create, users.edit, users.delete - user management
• roles.view, roles.create, roles.edit, roles.delete - role management
• permissions.view, permissions.assign - permission visibility and role-permission assignment

Academic setup permissions

• classes.* - class management
• sections.* - section management
• subjects.* - subject management
• teachers.* - teacher management
• staff.* - staff management
• class-routines.* - routine/timetable management

Student and attendance permissions

• students.* - student lifecycle (create/edit/approve/promote/export)
• students.promote - run promotions
• students.rollback-promotion - rollback promotion history
• student-attendance.* - student attendance entry/edit/reporting actions
• staff-attendance.* - staff attendance entry/edit/reporting actions

Exam and result permissions

• exams.* - exam creation and maintenance
• exams.publish - publish exam results
• exam-schedules.* - exam schedule management
• marks.* - mark entry/edit/delete/print/export
• marks.approve - mark approval workflow step
• grade-systems.* - grade system setup
• question-bank.* - question bank management

Finance permissions

• fees.* - fee payment operations (including approve/print/export)
• fee-types.* - fee type setup
• fee-structures.* - fee structure setup
• payment-methods.* - payment method setup
• scholarships.* - scholarship master setup
• student-scholarships.* - assign scholarships to students
• concessions.* - concession master setup
• student-concessions.* - assign concessions to students
• incomes.* - income entry and controls
• income-categories.* - income category setup
• expenses.* - expense entry and controls
• expense-categories.* - expense category setup
• payroll.* - payroll operations
• salary-policies.* - salary policy setup

Library and communication permissions

• books.* - book inventory management
• book-categories.* - book category setup
• book-issues.* - issue/return management and approval
• notices.* - notice creation/edit/delete/publish
• sms.view, sms.send - SMS panel and sending
• sms.templates.* - SMS template management
• sms.gateway.* - SMS gateway configuration

Reports permissions

• reports.academic - academic reports
• reports.financial - finance reports
• reports.attendance - attendance reports
• reports.library - library reports

D) Setup tasks and minimum permissions

Use this when assigning roles during setup.

Setup task	Minimum permissions
Open dashboard	dashboard.view
Update school profile/logo	institute.view, institute.edit
Create/manage classes and sections	classes.view, classes.create, classes.edit, sections.view, sections.create, sections.edit
Create/manage subjects	subjects.view, subjects.create, subjects.edit
Create/manage teachers/staff	teachers.view, teachers.create, teachers.edit, staff.view, staff.create, staff.edit
Create routines	class-routines.view, class-routines.create, class-routines.edit
Add/manage students	students.view, students.create, students.edit
Run promotions	students.promote (and students.rollback-promotion if rollback control needed)
Take student/staff attendance	student-attendance.create, staff-attendance.create
Setup fees and collect payments	fee-types.*, fee-structures.*, fees.create, fees.edit, fees.view
Setup concessions/scholarships	concessions.*, student-concessions.*, scholarships.*, student-scholarships.*
Create income/expense entries	incomes.create, expenses.create, plus related category permissions
Create and publish notices	notices.view, notices.create, notices.edit, notices.publish
Setup and run exams	grade-systems.*, exams.*, exam-schedules.*, marks.*, marks.approve, exams.publish
View reports	reports.academic, reports.financial, reports.attendance, reports.library
Manage roles and permissions	roles.*, permissions.view, permissions.assign
Audit activity	activity-log.view

E) Default seeded roles in system (reference)

The system seeds these standard roles for each new school tenant:

• Super Admin
• Principal
• Vice Principal
• Academic Admin
• Exam Controller
• Teacher
• Class Teacher
• Subject Teacher
• Accountant
• Librarian
• HR
• Reception
• Student
• Guardian

Best practice for onboarding period:

1. Keep owner as Super Admin.
2. Assign day-to-day team to pre-seeded roles first.
3. Create custom roles only after first month, when workflow is stable.

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Phase 3: Academic structure foundation

Complete these in order

1. Create Classes.
2. Create Sections under classes.
3. Create Subjects.
4. Create Teachers.
5. Create Staff.
6. Assign class teachers.
7. Assign subjects to classes.
8. Assign subject teachers.
9. Create Routines (class timetable).

Do a quick review:

• every class has sections
• every class has subjects
• every subject has assigned teacher (where applicable)

Use guide: academic-setup-user-guide.md

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Phase 4: Student setup and placement

1. Add student records.
2. Ensure each student has correct class and section.
3. Verify roll numbers and basic profile data.
4. Configure promotion settings if required.

Before go-live, check:

• no duplicate student records
• no student without class/section

Use guide: students-module-user-guide.md

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Phase 5: Finance setup for collection readiness

Minimum setup

1. Create Fee Types.
2. Create Fee Structures.
3. Create Income Categories and Expense Categories.

Optional but recommended

1. Create concessions and scholarships.
2. Prepare student concession/scholarship assignments.

Verification

1. Create one test fee payment entry.
2. Check collection report and daily summary.

Use guide: finance-module-user-guide.md

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Phase 6: Communication and support modules

Notice Board

1. Create a welcome notice.
2. Publish with correct audience.
3. Confirm it appears on public portal if intended for everyone.

Use guide: notice-board-module-user-guide.md

Library

1. Configure library settings.
2. Create book categories.
3. Add initial books.
4. Test one issue and return flow.

Use guide: library-module-user-guide.md

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Phase 7: Attendance go-live

1. Take one test day of student attendance.
2. Take one test day of staff attendance.
3. Open attendance reports and confirm records.

Use guide: attendance-module-user-guide.md

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Phase 8: First exam setup and result lifecycle

Follow this exact flow:

1. Create grade system.
2. Create exam.
3. Add exam schedules.
4. Enter marks.
5. Submit marks for approval.
6. Approve marks.
7. Generate results.
8. Publish results.
9. Lock results after final confirmation.

Use guide: exam-module-user-guide.md

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Phase 9: Public school portal verification

Open your school portal and verify:

1. Home page branding is correct.
2. Notice board shows intended published notices.
3. Results lookup works for published exams.
4. Staff page loads correctly.
5. Academic page content is visible.

Use guide: public-website-and-tenant-portal-user-guide.md

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Go-live readiness checklist (final)

Mark complete only when all are done:

• [ ] Institute profile completed
• [ ] Owner 2FA enabled
• [ ] Core roles reviewed
• [ ] Team invitations sent and accepted
• [ ] Classes/sections/subjects/teachers fully configured
• [ ] Students assigned correctly
• [ ] Fee types and structures configured
• [ ] Attendance test successful
• [ ] Exam test cycle completed
• [ ] Public portal pages verified

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Weekly operating checklist for tenant admin

1. Review dashboard indicators.
2. Review pending invitations and role access.
3. Verify attendance consistency.
4. Review dues and finance summaries.
5. Confirm notice board freshness.
6. Check exam readiness before exam periods.

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Common setup mistakes and prevention

1) Starting exams before academic setup

• Problem: missing subjects/teachers/schedules
• Fix: complete Academic Setup first

2) Creating users without role planning

• Problem: too much or too little access
• Fix: define role matrix before sending invitations

3) Entering students before section structure

• Problem: wrong placement and attendance confusion
• Fix: create classes and sections first

4) Publishing results without workflow steps

• Problem: publish blocked or inaccurate output
• Fix: submit -> approve -> generate -> publish -> lock

5) Ignoring data quality checks

• Problem: report mismatch and operational errors
• Fix: weekly data cleanup and verification

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When to ask technical support

Ask technical support only when:

1. login URL is not accessible
2. uploads consistently fail despite valid files
3. screen updates are not visible after deployment
4. permissions are correct but pages still fail to load

If UI updates are not visible, support may need to run frontend build/dev commands (npm run build or npm run dev).