Student Management Workflow Guide

This guide explains how to manage student profiles, enrollments, and related data within the Student Management module.

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1. Navigating the Student Directory

The Student Directory is your central hub for finding and managing all students in the system.

Accessing the Directory

1. Navigate to People Management > Students (or click the Students icon in your sidebar).
2. You will see a data table listing all students along with their Student Number, Name, Grade Level, Section, and Status.

Filtering and Searching

• Search Bar: Type a student's name, email, or student number to quickly find them.
• Grade Level Filter: Use the dropdown to filter students by a specific grade (e.g., G1, G2).
• Status Filter: View only active, graduated, transferred, or withdrawn students.
• Enrollment Tabs: At the top of the table, you can click tabs to quickly see students who are Enrolled or those who Need Section. The "Needs Section" tab highlights active students who haven't been placed in a classroom for the current academic year.

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2. Adding New Students

You can add students to the system either one-by-one or in bulk via an Excel import.

Option A: Manual Entry

1. From the Student Directory, click the Add Student button.
2. Fill out the student's Basic Information (Name, DOB, Gender, Grade Level, Track if applicable).
3. Fill out Contact & Medical Information.
4. Click Save. The student is now created and their profile will open.

Option B: Bulk Import (Excel/CSV)

1. From the Student Directory, click the Import button at the top right.
2. If this is your first time, click Download Excel Template to get the correctly formatted file.
3. Fill out the spreadsheet with your students' data.
4. Drag and drop your file (or browse to upload it) into the Import modal.
5. Click Import Students. The system will process the file, create the accounts, and show you a summary of successful imports and any errors.

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3. Managing Student Profiles

To view or edit a student's full profile, click the View icon (eye) next to their name in the directory to open the slide-over panel, or click their name to go to their full profile page.

Editing Information

1. On the student's profile, click the Edit button at the top right.
2. You can update their Photo, Basic Info, Contact Info, Medical Details, and add internal Notes.
3. Save your changes.

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4. Parent & Guardian Management

The system allows you to link multiple parents/guardians to a single student and define emergency contacts.

1. Go to the student's profile.
2. Scroll down to the Parents/Guardians section.
3. Link Existing Parent: If the parent already has an account (e.g., they have another child in the school), click Add Parent, search for them, and link them to this student.
4. Create New Parent: If the parent is new to the school, click Create Parent to build their profile and link them simultaneously.
5. Emergency Contacts: When linking, you can specify if the parent is an emergency contact and assign a priority level (1 for first contact, 2 for second, etc.).
6. Audit Log: You can view the history of who added or removed parents from this student's profile at the bottom of the section.

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5. Enrollment & Section Placement

Students must be assigned to a section (classroom) to have subjects and instructors.

The "Needs Section" Alert

If an active student is not assigned to a section for the current academic year, their profile will display an amber Needs Section Assignment alert.

1. To assign them, simply select an available section from the dropdown inside the alert box.
2. Click Assign.

Transferring Sections

If a student is already enrolled but needs to move to a different class:

1. Locate the Section Assignment card on their profile.
2. Click Transfer Section.
3. Select the new section from the dropdown (which will show available seats).
4. Click Transfer.

Viewing Subjects

Once enrolled, the student's profile will list all subjects for their section, showing whether each is Mandatory or Elective, and which Instructor is assigned.

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6. Financial Discounts

You can apply personalized financial discounts to specific students.

1. Go to the student's profile.
2. Scroll to the Financial Discounts section.
3. Click Assign Discount.
4. Choose the appropriate discount from the list (which may be a percentage or a fixed amount).
5. Click Assign.
6. To remove a discount, click the red trash/delete icon next to the assigned discount.

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7. Exporting Data

If you need a list of your students for external use:

1. Go to the Student Directory.
2. Apply any necessary filters (e.g., specific Grade Level or Status).
3. Click the Export button.
4. The system will generate and download an Excel file containing the filtered list of students.

Instructor Management Workflow Guide

This guide explains how to manage instructor profiles, teaching assignments, and section timetables within the system.

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1. Navigating the Instructor Directory

The Instructor Directory is your central hub for finding and managing all teaching staff.

Accessing the Directory

1. Navigate to People > Instructors in the sidebar.
2. You will see a data table listing all instructors along with their ID, Name, Specialization, and Status.

Filtering and Searching

• Search Bar: Type an instructor's name to quickly find them.
• Status Filter: View only Active or Inactive instructors using the dropdown.

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2. Adding New Instructors

You can add new instructors to the system using the manual entry form or in bulk via import.

Option A: Manual Entry

1. From the Instructors page, click the Add Instructor button.
2. Fill out the instructor's Basic Information (Name, Employee Number, Email, Phone).
3. Specify their Specialization and Hire Date.
4. Click Save. The instructor profile is now created.

Option B: Bulk Import

1. From the Instructors page, click the Import Instructors button.
2. Download the Excel Template, fill it out, and upload it back to create multiple accounts at once.

Instructor Assignments Workflow Guide

This guide explains how to manage teaching assignments, which is the process of linking an instructor to specific subjects and classroom sections. This step is a prerequisite for building timetables and allowing instructors to grade students.

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1. Navigating Instructor Assignments

The Instructor Assignments page gives you a bird's-eye view of who is teaching what, and where.

Accessing the Module

1. Navigate to Classes and Schedules Management > Instructor Assignments in the sidebar.
2. The main page displays a comprehensive list of all active assignments.

Filtering the Assignments

You can use the filters at the top of the page to easily find specific assignments:

• All Instructors: Filter to see all assignments for a specific teacher.
• All Sections: Filter to see who is teaching the subjects for a specific section (e.g., Grade 4 - Section A).
• All Subjects: Filter to see which instructors are teaching a specific subject across the entire school.
• Click the Filter button to apply your selections.

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2. Assigning an Instructor

When a new class is formed or a new subject is added, you must assign an instructor to it.

1. From the Instructor Assignments page, click the Assign Instructor button.
2. A form will appear requiring you to select three elements:
   • Instructor: Select the teacher from the dropdown list.
   • Subject: Select the specific subject they will teach.
   • Section: Select the classroom section they will teach this subject to.
3. Click Save to confirm the assignment.
4. The instructor is now officially linked to that subject and section. They will now be able to see this section in their portal, enter grades, and they can now be scheduled for this class in the Timetable Management module.

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3. Removing an Assignment

If an instructor is replaced or a scheduling change occurs, you may need to remove an existing assignment.

1. Locate the specific assignment in the data table.
2. Under the Actions column, click the red Trash/Delete icon next to the assignment you wish to remove.
3. Confirm the deletion.
4. Important: If you remove an assignment, any timetable sessions related to this specific assignment will also be affected. The instructor will no longer have access to grade that subject for that section.

Timetable Management Workflow Guide

This guide explains how to use the visual drag-and-drop builder to create and manage weekly class schedules for your institution.

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Prerequisites for Scheduling

Before you can build a timetable for a specific class, two critical prerequisites must be completed:

1. Sections Must Exist: You must have already created the classroom sections (e.g., Grade 4 - Section A). You cannot schedule classes for a section that doesn't exist.
2. Instructors Must Be Assigned: You must have completed the Instructor Assignments step. The scheduling tool will only display subjects and instructors that have been explicitly assigned to the selected section. If a teacher is not assigned to a section, they will not appear in the timetable builder.

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1. Navigating to the Timetable Builder

The Timetable Management module provides a powerful, interactive weekly grid for scheduling.

1. Navigate to Academics & Scheduling > Timetable Management in the sidebar.
2. Click the Bulk Create button at the top of the page to open the visual builder.
3. At the top of the page, use the Section Dropdown to select the specific classroom you want to schedule (e.g., Grade 4 - Section A).
4. The main area will load a weekly grid (Sunday to Thursday), broken down into your school's defined time slots (e.g., First Session 08:00 - 08:45).

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2. Scheduling Classes (Drag & Drop)

Once a section is selected, the right sidebar will populate with Draggable Subject Cards. These cards represent the subjects and the specific instructors assigned to teach them for this section (e.g., Math - Sara Ahmed).

How to Assign a Class

1. Click and hold a subject card from the right sidebar.
2. Drag the card over to the weekly grid.
3. Drop the card onto an empty time slot (e.g., Sunday, First Session).
4. The system will lock the class into that time slot.

Conflict Prevention

The system acts as a safeguard against scheduling errors. It automatically checks for instructor conflicts in real-time.

• You cannot drop an instructor into a time slot if they are already scheduled to teach a different section at that exact same time. The system will block the action and notify you of the conflict.

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3. Removing or Changing Classes

If you make a mistake or need to adjust the schedule:

1. Click and hold a scheduled class directly on the weekly grid.
2. Drag it down to the Delete Zone (labeled "Drag back to sidebar or drop here to delete") located at the bottom right of the screen.
3. Drop the card to remove it from the schedule. The time slot will instantly become empty and available again.

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4. Saving the Timetable

The drag-and-drop actions are previewed locally on your screen. Your changes are not permanent until you save them.

1. Once you are satisfied with the weekly schedule for the section, click the Save Changes button at the top left of the screen.
2. The system will commit the schedule to the database, and it will instantly become visible on the portals for the assigned instructors, parents, and students.

Student Financial Management Workflow Guide

This guide provides an overview of how to manage student tuition, invoices, discounts, and payments within the institution's financial module.

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1. Overview of the Financial Module

The Financial Management module tracks all monetary transactions between the students/parents and the school. The workflow is highly structured to ensure accuracy and transparency.

The standard billing cycle follows this sequence:

1. Fee Structures: Define the base cost of attendance.
2. Discounts: Apply any applicable reductions (e.g., sibling discounts, scholarships).
3. Invoices: Generate the final bill for the student based on the fee structure minus discounts.
4. Payments: Record partial or full payments against those invoices.

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2. Managing Fee Structures

Fee Structures act as the pricing templates for your institution. They define the standard tuition and fees required for different grade levels or academic years.

1. Navigate to Financial Management > Fee Structures in the sidebar.
2. Click Create Fee Structure.
3. You can define specific fees such as Tuition, Bus Fare, or Uniform Costs.
4. Assign this structure to a specific Grade Level and Academic Year. This ensures that all students enrolled in that grade will automatically be billed this baseline amount.

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3. Applying Discounts

If a student is eligible for a reduced rate, you must configure a discount before generating their final invoice.

1. Navigate to Financial Management > Discounts.
2. Click Add Discount.
3. Define the discount type (e.g., Sibling Discount, Staff Child Discount).
4. Specify whether the discount is a Fixed Amount (e.g., $500 off) or a Percentage (e.g., 10% off tuition).
5. Apply the discount directly to the eligible student's profile.

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4. Generating Invoices

Invoices represent the actual debt owed by the student/parent to the school.

1. Navigate to Financial Management > Invoices.
2. Click Create Invoice.
3. Select the Student and the applicable Fee Structure. The system will automatically calculate the total due by taking the base fee and subtracting any active discounts linked to the student.
4. Set the Due Date.
5. Click Save. The invoice is now active, and its status will be set to Unpaid. It will also immediately appear in the Parent Portal for viewing.

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5. Recording Payments

When a parent makes a payment (via cash, bank transfer, or online), you must record it against their open invoice.

1. Navigate to Financial Management > Payments.
2. Click Record Payment.
3. Select the specific Invoice the payment is meant for.
4. Enter the Amount Paid, the Payment Method (e.g., Cash, Transfer), and the Date.
5. Click Save.
6. The system will automatically deduct the payment amount from the invoice's remaining balance. If the balance reaches zero, the invoice status will automatically update to Paid.

Human Resources Management Workflow Guide

This guide provides an overview of how to manage both teaching and non-teaching staff, their contracts, and their payroll within the Human Resources module.

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1. Overview of the HR Module

The Human Resources module centralizes staff management, separating employee records from student data. The workflow is designed to manage the entire lifecycle of an employee's compensation.

The standard HR workflow follows this sequence:

1. Employees: Create the base profile for the staff member.
2. Contracts: Define the financial terms of their employment (fixed salary or hourly rate).
3. Payroll: Generate and process salary payments based on active contracts and attendance/hours worked.

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2. Managing Employees

The employee directory is where you maintain records for all staff, regardless of their role.

1. Navigate to Human Resources > Employees in the sidebar.
2. Click Add Employee.
3. Fill out the employee's basic information, contact details, and role (e.g., Administrator, Janitor, Instructor).
4. Note for Instructors: Teaching staff are automatically linked to an Employee profile to manage their financial compensation, while their "Instructor" profile manages their academic duties (like grading and timetables).

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3. Creating Contracts

A contract dictates how and how much an employee is paid. An employee must have an active contract to be included in a payroll run.

1. Navigate to Human Resources > Contracts.
2. Click Create Contract.
3. Select the Employee.
4. Define the Salary Type:
   • Fixed Salary: The employee receives a set amount per month.
   • Hourly: The employee is paid based on logged hours.
5. Enter the base salary or hourly rate.
6. (Optional) Add standard Allowances (e.g., housing, transport) or standard Deductions (e.g., insurance).
7. Set the start and end dates for the contract, then click Save.

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4. Processing Payroll

Payroll is the process of generating actual payments for your employees based on their active contracts for a specific pay period.

1. Navigate to Human Resources > Payroll.
2. Click New Period to generate a new pay run.
3. Select the Month and Year you are processing and confirm. The system will automatically calculate the gross pay for all active employees. For fixed contracts, it uses the base salary plus allowances. For hourly contracts, it requires the total hours worked to be inputted.
4. From the payroll period list, click View Details next to the specific period you just generated.
5. Review the calculated amounts for all employees. You can manually adjust deductions or add bonuses for specific employees.
6. Pay employees individually by clicking View Payslip and then Record Payment.
7. Once every single employee's payslip is fully paid, the Close Period button will become active at the top of the period details page. Click it to officially lock the month's financials.