ShuleKeeper Documentation

The ShuleKeeper documentation is a comprehensive guide designed to help users navigate and effectively utilize the ShuleKeeper school management system. It provides detailed, step-by-step instructions for performing common tasks, such as managing students, handling financial transactions, creating report cards, and configuring system settings. Organized by function, this documentation is intended for school administrators, teachers, and staff to streamline school operations and leverage ShuleKeeper's features, including automated report card marking for A-Level, O-Level, Primary, and Nursery levels. Whether you're logging in for the first time or setting up advanced features, this guide ensures you can maximize the system's capabilities.

Video tutorial for understanding the ShuleKeeper documentation will be available soon.

1. Accessing ShuleKeeper

Visit https://shulekeeper.com. Access Login or Sign Up from:

• Top Navigation Bar → Click Login or Sign Up
• Middle Section of the homepage → Buttons for Login and Sign Up
• Footer Area → Direct links for Login and Sign Up

2. Logging In

1. Click the Login button.
2. Enter your Username and Password.
3. Click Login to access your dashboard.

3. Signing Up (for New Schools)

1. Click Sign Up on the homepage.
2. Fill in: School Name, Administrator Details, Contact Information.
3. Click Register to create your school account.
4. Once the account is created, you can add up to 3 free students or upgrade from a free account by contacting the vendor on WhatsApp 📱: +256750026531.

4. License Activation Steps

1. Choose your pricing plan from Shulekeeper pricing.
2. Contact the vendor on WhatsApp 📱: +256750026531 with your School Code or name.
3. Deposit the required amount using Airtel Money.
4. Within 3 minutes, your school system will be activated.

5. Forgot Password?

If you forget your password:

1. Click the "Forgot your password?" link on the login screen.
2. Send a WhatsApp message to: +256 750 026531
3. Include your: School Code or School Name, Username
4. The support team will assist you in resetting your password.

Video tutorial for Login & Signup will be available soon.

1. Add a New Student

1. Go to Dashboard → New Student
2. Fill in all required fields (fields marked with * are mandatory)
3. Click Create to save the new student

2. Upload a Student Photo

1. Go to Dashboard → View Students
2. Select a student and scroll to the bottom
3. Click Upload Student Photo, select an image (within system size limits), then click Update

3. Update a Student Bio Data

1. Go to Dashboard → Click on "Admission" on the side menu to expand it, then select "Students" → View Students
2. Double-click on the student’s name to open a modal dialog form
3. Edit the required fields in the form
4. At the bottom of the form, click the "Update" button to save changes (or click "Cancel" to discard changes)

4. Delete a Student Bio Data

1. Go to Dashboard → Click on "Admission" on the side menu to expand it, then select "Students" → View Students
2. Double-click on the student’s name to open a modal dialog form
3. At the bottom of the form, click the "Delete" button to remove the student’s bio data (or click "Cancel" to discard the action)
4. Confirm the deletion if prompted by the system

Video tutorial for Student Management will be available soon.

1. Invoice Students

1. Go to Dashboard → Accounts → Invoice Students
2. Search for a student or class
3. Select students, click Invoice Selected
4. Choose items, then click Save Invoice

2. Update or Delete an Invoice

1. Go to Dashboard → Accounts → Invoice Students
2. Double-click on the invoice row in the table to open a modal dialog form
3. To update: Edit the fields, then click "Update" to save changes (or click "Cancel" to discard)
4. To delete: Click the "Delete" button, then confirm the deletion if prompted

3. Create a Receipt

1. Go to Dashboard → Accounts → Receipts
2. Click Create New Receipt
3. Select student and relevant item
4. Fill in details and Save
5. To print, select a student, click Generate Receipt, then Print

4. Update or Delete a Receipt

1. Go to Dashboard → Accounts → Receipts
2. Double-click on the receipt row in the table to open a modal dialog form
3. To update: Edit the fields, then click "Update" to save changes (or click "Cancel" to discard)
4. To delete: Click the "Delete" button, then confirm the deletion if prompted

5. Add Incomes & Expenses

1. Go to Dashboard → Admin Settings → Chart of Accounts
2. Click New Account, choose Income or Expense, fill details and click Save

6. Update or Delete Incomes & Expenses

1. Go to Dashboard → Admin Settings → Chart of Accounts
2. Double-click on the income or expense row in the table to open a modal dialog form
3. To update: Edit the fields, then click "Update" to save changes (or click "Cancel" to discard)
4. To delete: Click the "Delete" button, then confirm the deletion if prompted

Video tutorial for Accounts & Finance will be available soon.

1. Create a Student Report Card

1. Go to Dashboard → Report Card → Create
2. Select class, click Next → select students
3. Click Create, enter marks, click Save
4. To print, click Print/Save

2. Update or Delete a Student Report Card

1. Go to Dashboard → Report Card → Create
2. Double-click on the report card row in the table to open a modal dialog form
3. To update: Edit the fields (e.g., marks), then click "Update" to save changes (or click "Cancel" to discard)
4. To delete: Click the "Delete" button, then confirm the deletion if prompted

3. Enter Report Details

1. Go to Dashboard → Report Cards → Class Settings
2. Select class, then enter Report Details

4. Update or Delete Report Details

1. Go to Dashboard → Report Cards → Class Settings
2. Double-click on the report details row in the table to open a modal dialog form
3. To update: Edit the fields, then click "Update" to save changes (or click "Cancel" to discard)
4. To delete: Click the "Delete" button, then confirm the deletion if prompted

5. Add Assessment Columns

1. Go to Dashboard → Report Cards → Class Settings
2. Expand the class, go to Assessment Columns, fill and Save

6. Update or Delete Assessment Columns

1. Go to Dashboard → Report Cards → Class Settings
2. Expand the class, then double-click on the assessment column row in the table to open a modal dialog form
3. To update: Edit the fields, then click "Update" to save changes (or click "Cancel" to discard)
4. To delete: Click the "Delete" button, then confirm the deletion if prompted

7. Add Teacher’s Initials

1. Go to Dashboard → Report Cards → Teacher’s Initials
2. Expand class, add initials per subject, click Save

8. Update or Delete Teacher’s Initials

1. Go to Dashboard → Report Cards → Teacher’s Initials
2. Expand class, then double-click on the teacher’s initials row in the table to open a modal dialog form
3. To update: Edit the fields, then click "Update" to save changes (or click "Cancel" to discard)
4. To delete: Click the "Delete" button, then confirm the deletion if prompted

9. Edit Grading & Teacher’s Comments

1. Go to Dashboard → Report Cards → Grading & Comments
2. Select grade or comment, press Enter to edit

10. Update or Delete Grading & Teacher’s Comments

1. Go to Dashboard → Report Cards → Grading & Comments
2. Double-click on the grading or comment row in the table to open a modal dialog form
3. To update: Edit the fields, then click "Update" to save changes (or click "Cancel" to discard)
4. To delete: Click the "Delete" button, then confirm the deletion if prompted

11. Access Teacher’s Mark Sheet

1. Go to Dashboard → Report Cards → Create
2. Select class → click Next
3. Go to Subject Marks Entry, choose a subject, enter marks, click Save

11. Import Student Marks via CSV

1. Go to Dashboard → Report Cards → Create
2. Select the appropriate Class, Subject, and Term
3. Click on "EXPORT CSV TEMPLATE" to download the class marks sheet
4. Fill the CSV template with student marks, ensuring:
   1. Reg No matches existing student registration numbers.
   2. Paper (for A-LEVEL subjects) matches valid paper values (e.g., 1, 2, 3).
   3. Mark columns (e.g., C1) contain valid values (numbers, -, or empty).
5. Return to the Marks Entry Sheet and click Import CSV.
6. Select the filled CSV file and upload it. The system will:
   1. Validate the CSV headers and paper values.
   2. Update marks for matching students and papers.
   3. Display a success message or warnings for issues (e.g., invalid papers or missing columns).
7. If changes are detected, the Save Marks button will enable, and a warning (You have unsaved changes) will appear. Click Save Marks to confirm and save the imported marks.
8. The system will automatically populate the marks, calculate averages, grades, and comments
9. Review the marks, and finally click "SAVE MARKS" to submit

Note: Use the exported CSV template to avoid header mismatches. For A-LEVEL subjects, ensure the Paper column matches the subject’s paper values (e.g., 1, 2, 3). Extra columns in the CSV are ignored, and empty mark fields preserve existing marks.

Video tutorial for Report Cards will be available soon.

1. Add Subjects

1. Go to Dashboard → Admissions → Subjects
2. Click New Subject, enter details, and click Create

2. Update or Delete Subjects

1. Go to Dashboard → Admissions → Subjects
2. Double-click on the subject row in the table to open a modal dialog form
3. To update: Edit the fields, then click "Update" to save changes (or click "Cancel" to discard)
4. To delete: Click the "Delete" button, then confirm the deletion if prompted

3. Subject Offering

1. Go to Dashboard → View Students
2. Select students or a class using the search bar
3. Click More Options → Subject Offering
4. Select subjects and click Save

4. Edit/Delete Student Subjects

1. Go to Dashboard → View Students
2. Double-click student, scroll to Subject Offering
3. Add or remove subjects, then save

5. Reorder Subjects

1. Go to Dashboard → Admissions → Subjects
2. In the Order column, double-click a subject
3. Change the order number and click Update

6. Create an Annual Term

1. Go to Dashboard → Annual Terms
2. Click New Annual Term, enter details and save
3. Ensure only one Annual Term is active at a time

7. Update or Delete an Annual Term

1. Go to Dashboard → Annual Terms
2. Double-click on the Annual Term row in the table to open a modal dialog form
3. To update: Edit the fields (e.g., dates, status), then click "Update" to save changes (or click "Cancel" to discard)
4. To delete: Click the "Delete" button, then confirm the deletion if prompted

8. End an Annual Term and Start a New One

To smoothly transition from one Annual Term to the next:

Step 1: End the Current Annual Term

1. Go to the Settings > Annual Terms section.
2. Find the current active Annual Term.
3. Click "Mark as Inactive" or "End Term" to close it.
4. Once inactive, this Annual Term’s data will be retained but not editable unless reactivated.

Step 2: Create a New Annual Term

1. Still in the Annual Terms section, click "Add New Annual Term".
2. Fill in the Annual Term name, start date, and end date.
3. Toggle "Set as Active" to make it the current working Annual Term.
4. Save.

The Accounts section will now:

• Show previous balance
• Track the active Annual Term's balance (total & paid)
• Display the overall total balance

That's it! You're ready for the new Annual Term

9. Create a Report Card Set

1. Go to Dashboard → Report Card Sets
2. Click New Set, enter details (e.g., set name, description).
3. Select the Annual Term to attach the Report Card Set to.
4. Click Create to save the Report Card Set.

Note: When creating a new Report Card Set, you must attach it to an active Annual Term to ensure proper association with the academic period.

10. Update or Delete a Report Card Set

1. Go to Dashboard → Report Card Sets
2. Double-click on the Report Card Set row in the table to open a modal dialog form
3. To update: Edit the fields (e.g., set name, description, or attached Annual Term), then click "Update" to save changes (or click "Cancel" to discard)
4. To delete: Click the "Delete" button, then confirm the deletion if prompted

Video tutorial for Subjects & Terms will be available soon.

1. Upload School Logo

1. Go to Dashboard → Admin Settings → School Information
2. Scroll to logo section, upload file, click Update School Information

2. Update Report Card Themes

1. Go to Dashboard → Admin Settings → School Information
2. Scroll to select Primary or Secondary theme color
3. Click Update School Information

3. Add a New User

1. Click the User Icon at the top right of the Dashboard
2. Go to Admin Settings → Create User
3. Fill in fields and click Save User

4. Update or Delete a User

1. Go to Dashboard → Admin Settings on the side menu (or click the logged-in user icon on the top bar, then select "Admin Settings" from the dropdown)
2. Navigate to User Manager
3. Double-click on the user row in the table to open a modal dialog form
4. To update: Edit the fields (e.g., password, other user details), then click "Update" to save changes (or click "Cancel" to discard)
5. To delete: Click the "Delete" button, then confirm the deletion if prompted

5. Update School Information

1. Go to Dashboard → Admin Settings → School Information
2. Scroll to the school information section, update the desired fields (e.g., School Name, Level, Code, Address, Description, Telephone Number, Email, Website, Motto, Primary Color, Secondary Color, Font Family)
3. Click Update School Information to save the changes

6. Logout

1. Click the User Icon at the top right of the Dashboard
2. Select Logout, then confirm

Video tutorial for Settings & Admin will be available soon.