Process flow – start using myschool

In myschool, the Admin is the highest-level user, with access to every module and feature. The Admin can also create multiple users and assign privileges based on the access each one needs.

This guide covers:

1. User types and roles: access levels, responsibilities and main functions for Admin, Student, Parent and Employee.
2. Pre-admission setup: institution details, academic years, courses, batches, subjects and employee/teacher information.
3. Student management cycle: admission, profiles, batch and subject allocation, attendance, gradebook, fees, ID cards, certificates and transfers.
4. Employee management cycle: setup, departments, attendance, leave, payroll, permissions, reports and exit.

1. Admin

The Admin is the superuser, with full control over configuration, users and modules, and is responsible for setting up and maintaining the system.

2. Student

Students use myschool to access their academic information and stay up to date with school activities.

3. Parent

Parents can monitor their child’s performance and stay informed about school updates.

4. Employee

Employees include teaching and non-teaching staff, with access based on their department and role.

Pre-admission setup

Before admitting students, the Admin must configure the core academic and institutional settings.

Step 1: Institution configuration

Objective: set up basic institution details that define how your instance works.

1. Go to Menu → Administration → Settings → General Settings.
2. Enter:
   • Institution name
   • Institution type (School/College)
   • Address, phone number and email
   • Time zone and date format
   • Academic year start and end dates
3. Upload the institution logo (used on reports and the dashboard).
4. Save.

Output: basic institution setup completed and the system customised for your institution.

Step 2: Academic year setup

Objective: define the current academic session that all courses and batches will link to.

1. Go to Menu → Administration → Settings → Academic Years.
2. Click Add New Academic Year.
3. Enter the name (e.g. 2026–2027), start date and end date.
4. Set the current academic year as Active.

Output: academic year created and active; all future admissions and courses link to it.

Step 3: Course and batch setup

Objective: create the structure for classes (courses) and their sections (batches).

1. Go to Menu → Administration → Settings → Courses & Batches → Manage Courses.
2. Click New to add a course (e.g. Grade 10).
3. Inside each course, create batches (e.g. Grade 10 – A, Grade 10 – B).
4. Define start and end dates for each batch.
5. Assign a course code and grading system (if applicable).

Output: academic structure ready for student allocation.

Step 4: Batch subject setup (optional but recommended)

Objective: prepare the subject structure for each class before admitting students.

1. Go to Menu → Academics → Subject Center → Class Subjects.
2. Add subjects under each course (e.g. Mathematics, Science, English).
3. If several batches share the same subjects, use Link Sections to map them.

Output: subjects linked to each batch, ready for timetable and exam setup.

Step 5: Employee (teacher) setup

Objective: add the employees who will be linked to subjects and students.

1. Go to Menu → Administration → Human Resources → HR Settings → Add Category → Position → Department → Employee Admission.
2. Add teacher details (name, department, joining date, employee ID, etc.).
3. Assign roles (e.g. Teacher, Class Advisor, Admin Assistant).
4. Allocate them to the relevant batches or subjects.

Output: teachers ready to manage attendance, exams and reports.

Step 6: Import student data in bulk

Objective: prepare student data for upload.

1. Upload the student data.
2. Make sure all mandatory fields are filled (name, admission no., date of birth, gender, batch, etc.).
3. Check for duplicates or missing fields.

Output: student database ready.

Step 7: Import employee data in bulk

Objective: prepare employee data for upload.

1. Upload the employee data.
2. Make sure all mandatory fields are filled (name, department, joining date, employee ID, etc.).
3. Check for duplicates or missing fields.

Output: employee database ready.

Step 8: User role and privilege setup

Objective: ensure only authorised users can access student-related modules.

1. Go to Menu → Administration → Users → select user type “Employees” → User Privileges.
2. Assign permissions to roles such as Admin, Teachers, Finance and Examination.
3. Restrict sensitive data to specific users.

Output: a secure environment ready for controlled data entry.

Admin–student process flow

1. Student admission

Objective: register new students and assign them to batches.

1. Go to Menu → Academics → Students → Student Admission.
2. Fill in the student’s basic details (name, date of birth, gender, blood group, etc.).
3. Assign the course and batch.
4. Enter admission details (admission number, date, category, etc.).
5. Upload the student’s photo and documents (optional).
6. Click Save.

Output: student record created and admission number assigned.

2. Student profile management

Objective: view, edit and maintain student records.

1. Go to Menu → Students → View All.
2. Search by name or admission number.
3. Click the student’s name to open the profile page.
4. From the profile, the Admin can:
   • Edit personal information.
   • Add or view guardians.
   • Manage documents, remarks and disciplinary records.
   • View fees, attendance and exam reports.

Output: an up-to-date, central profile with complete academic and personal data.

3. Batch and course association

Objective: make sure students are grouped under the correct course and batch.

1. Go to Menu → Administration → Settings → Courses & Batches → Manage Course/Batch.
2. Select the course (e.g. Grade 10, Grade 12).
3. Create or edit batches under it.
4. Assign students to the correct batch.

Output: course and batch structure aligned with the academic year.

4. Subject and teacher association

Objective: link subjects with batches and assign teachers.

1. Go to Menu → Academics → Subject Center → Class Subjects.
2. Assign subjects to the selected class or batch.
3. Use Link Sections to associate subjects with multiple batches.
4. Assign teachers via Menu → Administration → Human Resources → Employee Management → Employee Subject Association.

Output: subject–teacher–batch mapping completed, enabling timetable and gradebook setup.

5. Attendance management

Objective: record and track student attendance accurately.

1. Go to Menu → Academics → Attendance → Attendance Register.
2. Select the batch and date.
3. Mark absent students.
4. Save.

Note: In myschool all students are marked present by default, so you only need to mark those who are absent.

Output: attendance recorded for reporting and analysis.

6. Gradebook

Objective: create exams, enter marks and generate report cards.

1. Go to Menu → Academics → Gradebook → Report Card Management.
2. Create exams (Term 1, Final Exam, etc.) and assign subjects.
3. Enter marks or grades.
4. Publish results and generate report cards.

Output: results available to students and parents; performance reports downloadable.

7. Fee collection

Objective: configure and collect student fees.

1. Go to Menu → Finance → Fees and follow: Create Master Categories → Create Categories → Create Particulars → Schedule Fees → Collect Fees.
2. Define fee particulars (tuition, transport, etc.).
3. Assign fees to batches or students.
4. Collect payments and issue receipts.

Output: fees collected and recorded; financial reports available.

8. Student transfer or alumni

Objective: handle transfers or move students to alumni after completion.

1. Go to Menu → Students → Transfer/Alumni.
2. Select the students to transfer or graduate.
3. Enter the transfer date and reason (if applicable).
4. Save.

Output: student moved to the alumni list with history preserved.

9. Communication and notifications

Objective: keep admin, teachers, students and parents connected.

1. Use Menu → Collaboration → Send Message or Email.
2. Choose recipients (students, parents, employees).
3. Write and send the message or notice.

Output: better coordination and timely updates.

10. Reports and analysis

Objective: track student performance and institutional data.

1. Go to Menu → Data & Reports → Reports.
2. View attendance, performance and fee collection reports.
3. Export to Excel or PDF.

Output: data-driven insights for better academic decisions.

Student management – complete cycle

Summary: Academic year → classes & batches → link to year → enquiry & registration (if needed) → admission → attendance & notifications → subjects → ID cards → gradebook → certificates → transfer certificates.

Employee management – complete cycle

Following these processes gives your institution smooth workflows, accurate records, compliance with academic and administrative policies, and better communication among everyone involved.