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عالعربية

User manual

School Management

Enrollment, classes, attendance, grades, fees and parent notifications in one system, so nothing is left in a notebook or a teacher's Excel file.

Your school's system: from enrollment to the end-of-year report card, with a parent portal through a private link, WhatsApp alerts, fee collection, and tablet attendance that works even offline.

20 tasks

What the system does

  • Academic structure
  • Students and parents
  • Attendance on a tablet
  • Absence message on WhatsApp
  • Grades
  • Fees
  • Parent portal
  • Permissions

Tasks

How do I register a new student and open their school file?

  1. Go to the School students and registration menu.
  2. Click the Register new student button.
  3. Enter personal information (quadruple name, National ID / Iqama number, date and place of birth, nationality), school registration number, and link student to their guardian.
  4. Specify educational stage and grade, then click Save student.
Screen
School management › Students · Create
Permission needed
School — Students / Add

How do I accept a student and officially enroll them in a class?

  1. In the School students and registration table, select the provisionally accepted student.
  2. Click the actions button and select Accept and enroll in class.
  3. Specify academic year, term/class, and branch; the student is officially enrolled in class rosters and school fees are generated.
Screen
School management › Students
Permission needed
School — Students / Enrol student in a section

How do I transfer a student from one class section to another?

  1. In the School students and registration list, search for the student.
  2. Click the actions button and select Transfer class.
  3. Select the new class section stating the transfer reason, and click Confirm transfer to update attendance and grade rosters immediately.
Screen
School management › Students
Permission needed
School — Students / Transfer between sections

How do I record student withdrawal or transfer to another school?

  1. In the School students and registration table, select the relevant student.
  2. Click the actions button and select Clearance and withdrawal.
  3. Verify fee clearance and returned textbooks, record destination school and withdrawal date, then approve the action.
Screen
School management › Students
Permission needed
School — Students / Withdraw and reinstate student

How does a teacher record daily student attendance during class?

  1. Open the Take daily attendance page.
  2. Select grade, class section, date, and period number.
  3. The class student list appears; set each student's status (present, absent, late, excused).
  4. Click Save attendance to send instant notifications to guardians of absent students.
Screen
School management › Daily attendance
Permission needed
School — Attendance / Record attendance

How do I review student absence and tardiness records?

  1. Go to the Absence and tardiness log menu.
  2. Review aggregated absence records with filtering options by student, class, or date range to monitor chronic absenteeism.
Screen
School management › Attendance Log
Permission needed
School — Attendance / View

How does the teacher record student marks in the electronic gradebook?

  1. Access the Gradebook page.
  2. Select subject, class, and target assessment (homework, participation, monthly exam, final exam).
  3. An interactive student grid appears; enter student marks directly in the cells with automatic validation against the maximum score.
  4. Click Save marks.
Screen
School management › Gradebook
Permission needed
School — Marks and report cards / Enter marks

How do I create a new term assessment or exam?

  1. Navigate to the Assessments and exams menu.
  2. Click the Add new assessment button to open the exam window.
  3. Select subject, grade, assessment type (Quiz, Midterm, Project), maximum score, and exam date.
  4. Click Save.
Screen
School management › Assessments
Permission needed
School — Assessments / Add

How do I lock assessment grades to prevent editing after approval?

  1. In the Assessments and exams table, select the fully graded assessment.
  2. Click the actions button and select Lock and approve grades.
  3. The assessment is permanently locked and teachers cannot edit any score without special authorization from school administration.
Screen
School management › Assessments
Permission needed
School — Assessments / Lock assessment

How do I generate and print student report cards and school certificates?

  1. Open the Report cards and school certificates page.
  2. Select grade, class, and academic term (Term 1, Term 2).
  3. The system automatically compiles subject marks, GPA, attendance percentage, and conduct evaluation.
  4. Click Generate certificates to print them or send them to guardians via their online portal.
Screen
School management › Term results and report cards
Permission needed
School — Marks and report cards / Print report cards

How do I define the school fee structure for grades?

  1. Go to the Tuition fee structures menu.
  2. Click the Add new fee structure button to open the definition window.
  3. Select academic year, target grade, fee items (tuition fees, registration fees, bus fees, books and uniform fees), and installment due dates.
  4. Click Save.
Screen
School management › Fee Structures
Permission needed
School — Fee structures / Add

How do I issue tuition invoices to students?

  1. Go to the School fee invoices menu.
  2. Click the Generate invoices button to open the batch issuance window.
  3. Select the grade or relevant students; the system issues tax invoices compliant with ZATCA e-invoicing standards.
  4. Click Post invoices.
Screen
School management › Fee Invoices
Permission needed
School — Fee invoices / Add

How do I record school fee payment from a guardian?

  1. Navigate to the Student receipts and payments menu.
  2. Click the Record new payment button to open the payment window.
  3. Select the student, invoice or due installment number, amount, and payment method (SADAD, Mada card, bank transfer, cheque).
  4. Click Confirm payment to issue an instant receipt voucher and credit the student's ledger balance.
Screen
School management › Payments And Receipts
Permission needed
School — Payments / Add

How do I track school fee installments and scheduling?

  1. Go to the School fee installments menu.
  2. Review installments distributed across the academic year, their due dates, and paid and remaining amounts for each student.
Screen
School management › Installments And Arrears
Permission needed
School — Fee invoices / View

How do I add a new guardian and link their children to their profile?

  1. Go to the Guardians menu.
  2. Click the Add new guardian button to open the registration window.
  3. Enter name, National ID / Iqama number, primary mobile number, employer, and email address, then click Save.
Screen
School management › Guardians
Permission needed
School — Guardians / Add

How do I activate a guardian's account on the portal?

  1. In the Guardians table, search for the guardian.
  2. Click the actions button and select Enable portal access.
  3. The system sends an SMS with login credentials to monitor their children's marks and attendance and pay fees online.
Screen
School management › Guardians
Permission needed
School — Guardians / Guardian portal link

How do I define a new academic year and its terms?

  1. Navigate to the Academic years menu.
  2. Click the Add new academic year button to open the year window.
  3. Enter year title (e.g., 2026-2027), start and end dates, then add associated terms (Term 1, Term 2, Term 3) under the terms list.
  4. Click Save.
Screen
School management › Academic Years
Permission needed
School — Academic years / Add

How do I officially approve and publish term results?

  1. In the Terms list, select the completed academic term.
  2. After review completion, click the Publish term results button to make grades and report cards visible in student and guardian portal accounts.
Screen
School management › Terms
Permission needed
School — Terms / Publish results to guardians

How do I generate statistical and educational reports for the school?

  1. Open the School reports page.
  2. Select the desired report (pass rates and GPA report, fee collection and settlement report, class density and absence report).
  3. Click View report or Export to Excel/PDF.
Screen
School management › School reports
Permission needed
School — Reports / View

How do I configure school settings, conduct policy, and grading scales?

  1. Go to the School settings page.
  2. Configure general criteria: grading system (percentage or GPA), conduct and attendance scores, and automated SMS and alert policies.
  3. Click Save settings.
Screen
School management › School settings
Permission needed
School — Settings / Edit

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