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, reviewing balance sheet and trial balance reports, processing payroll, monitoring audit logs and notifications, managing permissions and gate passes, creating timetables, tracking programs and activities, creating report cards, and configuring system settings. Organized by function, this documentation is intended for school administrators, bursars, exam masters, teachers, HR staff, and support personnel to streamline school operations and leverage Shulekeeper's complete feature set.

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

Shulekeeper also includes an Educational Resources marketplace where schools, teachers, publishers, and content creators can discover or sell approved learning materials for Nursery, Primary, O-Level, and A-Level.

• Browse Past Papers, Holiday Packages, Books, Subject Lessons, and other classroom materials.
• After payment is verified, open My Library from the marketplace header and select Download resource beside any purchased item.
• Upload your own resources for administrator approval before they appear to buyers.
• Buy securely and download approved resources anytime from your library.
• Earn from your content through seller balances and withdrawal requests.

Browse Educational Resources | Become a seller

1. Open Educational Resources and select Sign up.
2. Enter your name, email address, and a secure password, then submit the registration form.
3. Enter the six-digit verification code sent to your email address.
4. After verification, sign in to purchase resources, access My Library, rate purchases, or become a seller.

If you forget your password, select Forgot password on the marketplace login form and follow the email recovery instructions.

1. Use the search box to search by resource title or keyword.
2. Filter by Education level, Class, Subject, and Resource type.
3. Use Sort to view the most sold, newest, highest-rated, or lowest- and highest-priced resources.
4. Select Apply to update the catalogue.
5. Select Read more to review the description, number of pages, seller, price, rating, answers included, and verified sales.
6. Select a cover image to open the larger cover preview before purchasing.

1. Select Add to cart on every resource you want to purchase.
2. Open the shopping cart from the marketplace header and review the selected resources and total amount.
3. Remove unwanted resources or select Clear cart if you want to start again.
4. Sign in when prompted, then select the payment button to continue to the secure payment page.
5. Complete payment and wait for Shulekeeper to verify the transaction before closing the return page.
6. After successful verification, the purchased resources are removed from the cart and added to My Library.

You cannot purchase the same resource twice. Resources you already own should be downloaded from My Library.

1. Sign in with the marketplace account used to make the payment.
2. Select My Library beside Sell Resource in the marketplace header. Its badge shows your number of purchased resources.
3. Find the purchased item and select Download resource.
4. Wait while the secure download link is prepared, then save the file to your device.

If a completed purchase does not appear, refresh the page and open My Library again. Confirm that you are signed in with the same email address used at checkout. If it is still missing, create a support ticket and include the payment reference.

1. Sign in and locate the resource in the catalogue.
2. Select Read more.
3. Under Rate this resource, select a star rating.
4. Your rating updates the verified average shown to other buyers.

Only signed-in marketplace users can submit ratings. Rate resources fairly based on the quality and usefulness of the purchased material.

1. Sign in and select Sell Resource or Become a seller.
2. Complete your seller profile, including your contact, school, description, and payout information.
3. Select Upload resource and enter an accurate title and description.
4. Choose the education level, class, subject, and resource type.
5. Enter the number of pages, indicate whether answers are included, and set a permitted price.
6. Upload a clear cover image and the complete resource file.
7. Submit the resource for administrator approval.

Use only content that you created or have permission to sell. Do not upload copyrighted, misleading, incomplete, or inappropriate materials.

• Open your account menu and select My uploaded resources.
• Pending approval means an administrator is reviewing the resource.
• Approved means the resource is visible in the marketplace.
• Rejected means changes are required. Open the resource to read the administrator comment.
• Suspended means the resource is temporarily unavailable to buyers.

Marketplace notifications will alert you about important resource and seller-account updates.

How Seller Earnings Are Calculated

• A sale is counted only after the buyer's payment is successfully verified.
• Shulekeeper retains a 5% platform commission from each completed sale.
• The remaining 95% is credited to the seller's Available balance.
• Withdrawn total shows the value of withdrawal requests that have been approved.

Set Up Your Payout Method

1. Open the marketplace account menu and select Profile settings.
2. Under Preferred payout method, choose Phone or Bank.
3. For phone payout, enter the active phone number that should receive the funds.
4. For bank payout, enter the correct bank name and account number.
5. Review the information carefully and save the profile.

A withdrawal cannot be submitted until valid payout details have been saved. Changing the payout method clears fields belonging to the previous method.

Request a Withdrawal

1. Open the account menu and select Account balance.
2. Review Available balance, Pending withdrawal requests, and Withdrawn total.
3. Check the Withdrawable amount displayed beside the withdrawal form.
4. Enter the amount in Uganda shillings. The amount must be greater than zero and cannot exceed the displayed withdrawable balance.
5. Confirm the payout details shown on the page.
6. Select Request withdrawal.
7. A notification confirms that the request is awaiting administrator approval.

Understand Your Balances

• Available balance: Earnings credited from verified sales that have not yet been approved for withdrawal.
• Pending withdrawal requests: The combined value of requests still waiting for administrator review.
• Withdrawable: Available balance minus pending withdrawal requests. New requests cannot exceed this amount.
• Withdrawn total: The combined value moved out of the available balance after withdrawal approval.

Withdrawal Statuses

• Pending: The request was received and is waiting for administrator review. Its amount reduces what you can request again.
• Approved: The request passed review, the amount was deducted from the available balance, and payout processing is pending.
• Processed: The administrator completed the payout process using the saved phone or bank details.
• Rejected: The request was declined. Read the administrator comment for the reason; the rejected amount is no longer reserved.

Track a Withdrawal

1. Return to Account balance.
2. Scroll to Recent withdrawal requests.
3. Review the amount, payout destination, request date, status, and administrator comment.
4. Check the notification bell for approval, rejection, and processing updates.

Withdrawal Troubleshooting

• The request button is disabled: Add payout details, wait for verified sales to create a balance, or reduce existing pending requests.
• The amount is rejected: Enter a positive amount no greater than the displayed withdrawable balance.
• The payout destination is wrong: Correct it in Profile settings before submitting another request. A submitted request keeps the payout details recorded when it was created.
• The request was rejected: Read the administrator comment, correct the identified issue, confirm the withdrawable balance, and submit a new request.
• An approved payout has not arrived: Confirm the saved phone or bank details, check the request status, and create a support ticket with the withdrawal amount and request date.

Never share passwords, verification codes, or payment credentials in a support ticket. Keep your payout details accurate to prevent delays or payments being directed to the wrong destination.

• Payment completed but the library is empty: Refresh the marketplace, sign in again, and confirm you used the purchasing account.
• Download does not start: Allow downloads in your browser, check your internet connection, and try Download resource again.
• Resource is no longer available: Remove it from the cart and refresh the catalogue.
• Upload fails: Confirm all required fields are complete and that the cover and resource files use supported formats and sizes.
• Verification email is missing: Check spam or junk mail, confirm the email address, and request another verification code.
• Need more assistance: Open the Educational Resources Help chat and select Create a ticket.

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

5. Bulk Update Students

1. Go to Dashboard → Admission → Students → View Students
2. Select one or more students using the checkboxes
3. Click More Options → Bulk Update
4. Choose the fields to update (Status, Sex, House, Class, Stream)
5. To deactivate exited students, set Status to INACTIVE (e.g., P.7, S.4, S.6 finalists)
6. To promote students, select the new Class and map Streams if required
7. Click Apply Updates to save the changes

6. Manage Student Roles, Tags, and Residency Types

1. Go to Dashboard → Admission → Students
2. Click New Student or open an existing student record
3. At the bottom of the student form, use the Role, Tag, and Residency Type fields
4. Use the manage icons beside each field to create, update, or delete categories without leaving the form
5. Examples include Head Boy, Head Girl, Class Monitor, Scholarship Student, Boarder, or Day Scholar
6. Click Create or Update to save the student with the selected categories

7. Filter Students by Categories

1. Go to Dashboard → Admission → Students
2. Click the filter icon next to the search button
3. Select Roles, Tags, or Residency Type from the filter menu
4. Choose the required option from the dropdown list
5. Use the close icon in the filter dialog or remove an active filter chip to clear it quickly

8. Use Student Category Filters in Reports

1. Open Admission Reports or Account Reports
2. Choose Student Report, Subject Offering, Posted Receipts, or Student Dues
3. Apply Role, Tag, and Residency Type filters where needed
4. Generate or print the report with the selected student categories

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. Manage Other Income

1. Go to Dashboard → Accounts → Other Income
2. Click "New Income" to add a new income record
3. Select income source, date, description, and payment method
4. Add income items with categories and amounts
5. Click "Save" to record the income
6. To generate a receipt, click the receipt icon next to any income record

6. Update or Delete Other Income Records

1. Go to Dashboard → Accounts → Other Income
2. Click the edit icon next to any income record to modify it
3. To update: Edit the fields, then click "Update" to save changes
4. To delete: Click the delete icon, then confirm the deletion if prompted

7. Manage Income Sources

1. Go to Dashboard → Accounts → Other Income
2. Click the "Add New Source" button (plus icon) next to the source dropdown
3. Fill in source name, category, and description
4. Click "Add Source" to save the new income source
5. To manage all sources: Go to Dashboard → Admin Settings → Other Income Sources

8. Manage School Budget

1. Go to Dashboard → Accounts → Manage School Budget
2. View current budget allocations and expenditures
3. Click "Add Budget Item" to create new budget categories
4. Set budget limits for each category or department
5. Monitor spending against budgeted amounts
6. Generate budget reports for specific periods

9. Update or Delete Budget Items

1. Go to Dashboard → Accounts → Manage School Budget
2. Double-click on any budget item to modify it
3. To update: Adjust budget amounts or categories, then click "Update"
4. To delete: Click the "Delete" button and confirm deletion
5. Note: Deleting budget items will not affect historical transaction data

10. Add Incomes & Expenses

1. Go to Dashboard → Admin Settings → Chart of Accounts
2. Click New Account, choose the account type and category, fill in the account code, name, opening amount, and description, then click Save
3. Use categories such as Current Asset, Fixed Asset, Liability, Equity, Income, or Expense to improve financial reporting
4. Where applicable, select a parent account to keep related accounts grouped cleanly in reports

11. 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

12. Review Account Reports

1. Go to Dashboard -> Accounts -> Reports, or open Dashboard -> All Reports -> Accounts
2. Select the required report: Daily Expenses, Posted Receipts, Income Statement, Student Dues, Chart of Accounts, Daily Other Incomes, School Budget, Balance Sheet, or Trial Balance
3. Use the available filters such as period, payment method, annual term, class, stream, role, tag, residency type, account type, or category
4. Generate the report, then print or export it for filing, review meetings, or board reporting

13. Balance Sheet Report

1. Go to Dashboard -> All Reports -> Accounts -> Balance Sheet
2. Use the date filters where needed to review the school's financial position for a specific period
3. Review assets, liabilities, equity, student receivables, cash or bank movement, and retained earnings summaries
4. Confirm that chart of accounts categories are correctly assigned so the statement groups balances accurately

14. Trial Balance Report

1. Go to Dashboard -> All Reports -> Accounts -> Trial Balance
2. Set the reporting period if required
3. Review debit and credit totals for all active accounts
4. Use the report to confirm that ledger movements are balanced before preparing final accounts

15. General Entries

1. Go to Dashboard -> Accounts -> General Entries
2. Create debit and credit entries for adjustments, transfers, opening balances, or other accounting movements
3. Attach each line to the correct chart of accounts item
4. Review the Balance Sheet and Trial Balance after posting entries to confirm the effect of the transaction

Video tutorial for Accounts & Finance will be available soon.

Bulk SMS lets a school prepare recipient lists, generate or reuse messages, purchase SMS credits, and follow delivery progress from the Shulekeeper dashboard.

Pricing and SMS Credits

• Each SMS unit costs UGX 35.
• A message may use more than one SMS unit when it exceeds the standard SMS character limit. The compose screen shows the units and estimated cost before sending.
• The estimated cost is calculated as recipients multiplied by message segments multiplied by UGX 35.
• Top-ups are securely completed through Flutterwave and successful payments add credits to the school's SMS account.

Compose and Send an SMS

1. Open Dashboard → Bulk SMS and select Compose SMS.
2. Select parent contacts from student records, import a CSV or Excel file with a contacts column, or reuse contacts from an earlier message.
3. Generate a message with AI, write your own message, or reuse a previous message.
4. Review the number of contacts, SMS units, estimated cost, and available credit balance.
5. Select Send SMS. Credits are deducted only after the SMS provider accepts the message.

Delivery reports update the transactional history to show sent, delivered, partially delivered, or failed messages.

1. Manage Staff

1. Go to Dashboard → Payroll → Manage Staff
2. Click "Add New Staff" to create a staff profile
3. Fill in personal details, contact information, and employment details
4. Assign staff to a department and designation
5. Set salary structure and payment terms
6. Click "Save" to create the staff record
7. To update: Double-click any staff record to edit

2. Manage Departments

1. Go to Dashboard → Payroll → Departments
2. Click "New Department" to add (e.g., Teaching, Administration, Bursary, Maintenance)
3. Enter department name, code, and description
4. Assign a department head (optional)
5. Click "Save" to create the department

3. Manage Designations

1. Go to Dashboard → Payroll → Designations
2. Click "New Designation" to add (e.g., Principal, Teacher, Accountant, Cleaner)
3. Select the department this designation belongs to
4. Enter designation name and description
5. Set default salary scale if applicable
6. Click "Save" to create the designation

4. Payroll Periods

1. Go to Dashboard → Payroll → Periods
2. Click "New Period" to create a payroll cycle (e.g., January 2026)
3. Set period name, start date, and end date
4. Select status: Open, Processing, or Closed
5. Only one period can be active at a time
6. Click "Save" to create the payroll period

5. Tax Management

1. Go to Dashboard → Payroll → Tax
2. Configure tax brackets and rates (PAYE, NSSF, etc.)
3. Set tax reliefs and exemptions
4. Define tax calculation rules
5. Tax will be automatically calculated during payroll processing

6. Loan Management

1. Go to Dashboard → Payroll → Loans
2. Click "New Loan" to add a staff loan
3. Select staff member, loan amount, and repayment period
4. Set interest rate and repayment terms
5. Loan deductions will be automatically applied to payslips
6. Track loan balance and repayment status

7. Generate Payslips

1. Go to Dashboard → Payroll → Payslips
2. Select payroll period and staff member(s)
3. Click "Generate Payslips" to calculate salaries
4. System automatically calculates:
   • Basic salary + allowances
   • Tax deductions (PAYE, NSSF)
   • Loan repayments
   • Other deductions
   • Net pay
5. Review generated payslips before finalizing
6. Click "Approve" to finalize or "Print" to generate PDF payslips
7. Payslips can be emailed directly to staff

8. Payroll Calculator

1. Go to Dashboard → Payroll → Calculator
2. Use the calculator to preview salary calculations before processing
3. Test different scenarios (allowances, deductions, tax brackets)
4. Helps in budgeting and planning staff costs

Video tutorial for Payroll Management 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

12. 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.

13. Import Student Marks from Image

Quick steps: choose the destination column, then take a photo or upload an image of the marks list. Unmatched names can be corrected before import.

Note: For best results, use a clear image with one student per row and readable handwriting or print. The imported image should focus on the Name and Marks columns only.

14. Apply A-Level Class to a New Curriculum

1. Go to Dashboard → Admin Settings from the side menu
2. Click on the “Classes” tab, then select an A-Level class (e.g., Senior 5 or Senior 6)
3. Scroll to the section with the option “Apply class to a new curriculum”
4. Check the box labeled “Apply class to a new curriculum”
5. Click the “Update” button to apply the changes
6. A confirmation message will appear once the curriculum is successfully applied
7. Go back to the Dashboard, then proceed to create a student report card

15. Configure Student Promotion Settings for Report Cards

1. Go to Report Cards → Class Settings from the side menu
2. Select the class you want to configure promotion settings for
3. Expand the "Report Details" section
4. Check the box labeled "Enable Promotion Details"
5. Configure the following settings:
   • Set the promotion pass mark (default is 50)
   • Customize the promoted message and color
   • Customize the retained message and color
6. Click the "Save" button to apply the changes
7. A confirmation message will appear once the promotion settings are successfully saved
8. The promotion information will now appear on student report cards based on their performance

Video tutorial for Report Cards will be available soon.

1. Accessing the Attendance System

1. Go to Dashboard → Expand "Attendance" on the side menu
2. Click on "Manage Student's Attendance"
3. Select the desired class from the dropdown menu
4. Choose the date for attendance recording

2. Recording New Attendance

1. Click the "New Attendance" button
2. Check the checkbox next to each present student
3. Uncheck the checkbox for absent students
4. Add comments for absent students if needed
5. Click "Complete Recall & Save" to save the attendance record

3. Viewing and Modifying Existing Attendance

1. In the attendance summary table, locate the desired date and class
2. Click the "View" button in the Actions column
3. This opens a dialog where you can update student attendance status
4. Make necessary changes to present/absent status
5. Update comments for absent students if needed
6. Click "Update" to save changes or "Delete" to remove the attendance record

4. Understanding Attendance Abbreviations

The attendance summary uses the following abbreviations:

• Boys PRE: Number of boys present
• Boys ABS: Number of boys absent
• Girls PRE: Number of girls present
• Girls ABS: Number of girls absent
• Total PRE: Total number of students present (boys + girls)
• Total ABS: Total number of students absent (boys + girls)

5. Generating Attendance Reports

1. Use the date filter to select a specific date range
2. Options include: Single Date, Last 2 Days, Last 7 Days, or Custom Range
3. Click the "Print" button to generate a printable summary report
4. The report will open in a new window for printing or saving as PDF

Video tutorial for Attendance Management 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 or Update Subjects in Bulk (UNEB Default)

1. Go to Dashboard → Admissions → Subjects
2. Click "Bulk Subjects" or "UNEB Default Setup"
3. Select Level (Nursery, Primary, O-Level, A-Level)
4. Click "Create" to generate default UNEB subject structure
5. Or use "Update" to sync existing subjects with UNEB standards

7. 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

8. 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

9. 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

10. 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.

11. 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. Request a Gate Pass

1. Go to Dashboard → Trackers → Permissions & Gate Passes
2. Click "New Gate Pass Request"
3. Select person type: Student or Staff
4. Choose the individual from the dropdown
5. Select pass type: Leave Early, Permission to Go Out, Official Trip, Medical, Emergency, Other
6. Set departure date/time and expected return time
7. Enter destination and reason for leaving
8. Attach supporting documents if required (optional)
9. Click "Submit Request"
10. The request will be sent for approval based on your school's workflow

2. Approve/Reject Gate Passes

1. Go to Dashboard → Trackers → Permissions & Gate Passes → Pending Approvals
2. Review pending gate pass requests
3. Click on any request to view details
4. Check student/staff information, timing, and reason
5. Click "Approve" to authorize or "Reject" with reason
6. Approved passes are automatically available for printing
7. Rejected requests trigger notification to requester with feedback

3. Print Gate Pass

1. Go to Dashboard → Trackers → Permissions & Gate Passes → Approved
2. Find the approved gate pass
3. Click "Print Pass" to generate a printable document
4. The printed pass includes:
   • Student/Staff name and photo
   • Departure and return times
   • Destination and reason
   • Authorizing signature
   • QR code for verification at gate
5. Security can scan QR code at exit/entry to validate

4. Track Active Gate Passes

1. Go to Dashboard → Trackers → Permissions & Gate Passes → Active
2. View all individuals currently out of school premises
3. Monitor expected return times
4. Mark as "Returned" when person comes back
5. Overdue returns are highlighted for follow-up

5. Gate Pass Reports

1. Go to Dashboard → Trackers → Permissions & Gate Passes → Reports
2. Filter by date range, person type, or status
3. Generate reports for:
   • All gate pass requests within a period
   • Approval rates and response times
   • Frequent requesters
   • Reasons for leaving (medical, emergency, etc.)
4. Export reports as PDF or Excel for record keeping

Video tutorial for Permissions & Gate Passes will be available soon.

1. Create Class Timetable

1. Go to Dashboard → Trackers → Time Tables
2. Click "New Timetable"
3. Select timetable type: Class Schedule, Exam Timetable, or Staff Duty Roster
4. For Class Schedule:
   • Select class and section/stream
   • Choose term and effective dates
   • Define periods per day and break times
5. Click "Create" to start building the timetable

2. Build Timetable

1. Use the visual timetable builder (drag and drop interface)
2. For each time slot, select:
   • Subject from curriculum list
   • Teacher assigned to the subject
   • Classroom location
3. The system checks for conflicts:
   • Teacher cannot be in two places at once
   • Classroom double-booking prevention
   • Class cannot have multiple subjects at same time
4. Conflict warnings appear in real-time
5. Click "Save" when timetable is complete

3. Create Exam Timetable

1. Go to Dashboard → Trackers → Time Tables → New Timetable
2. Select "Exam Timetable"
3. Choose exam period (e.g., End of Term Exams)
4. For each subject:
   • Select class(es) taking the exam
   • Set exam date and time
   • Specify duration
   • Assign venue/hall
   • Assign invigilators
5. System checks for invigilator conflicts
6. Save to publish exam timetable

4. Staff Duty Roster

1. Go to Dashboard → Trackers → Time Tables → New Timetable
2. Select "Staff Duty Roster"
3. Choose date range (weekly or monthly)
4. Assign staff to:
   • Morning supervision
   • Break time duty
   • Lunch duty
   • Afternoon supervision
   • Boarding house duties (if applicable)
5. Save and publish to staff
6. Staff receive notifications of their duty assignments

5. Publish and Share Timetables

1. Once timetable is finalized, click "Publish"
2. Choose visibility:
   • All Staff
   • Specific Teachers
   • Students and Parents
3. Published timetables appear in:
   • Teacher dashboard
   • Student portal
   • Parent app (for class timetables)
4. Option to print or export as PDF

6. Update Timetable

1. Go to Dashboard → Trackers → Time Tables → Manage
2. Find the timetable to modify
3. Click "Edit" to make changes
4. System tracks version history
5. Republish to notify affected users of changes

Video tutorial for Time Tables will be available soon.

1. Create a Program/Activity

1. Go to Dashboard → Trackers → Programs & Activities
2. Click "New Program/Activity"
3. Select type:
   • Sports (Football, Netball, Athletics, etc.)
   • Clubs (Debate, Science, Journalism, etc.)
   • Societies (Red Cross, Scouts, Guides, etc.)
   • Events (Speech Day, Prize Giving, etc.)
   • Competitions (Inter-house, Inter-school)
4. Enter program details:
   • Name and description
   • Start and end dates
   • Venue/Location
   • Coordinator/Patron
   • Maximum participants (if applicable)
5. Click "Create Program"

2. Register Participants

1. Go to Dashboard → Trackers → Programs & Activities
2. Select the program from the list
3. Click "Add Participants"
4. Choose participant type: Students or Staff
5. Select individuals from the list or entire class/group
6. Assign roles:
   • Participant
   • Team Captain
   • Assistant Coach
   • Coordinator
7. Click "Register Selected"
8. Participants receive notification of registration

3. Track Attendance

1. Go to Dashboard → Trackers → Programs & Activities
2. Select the program and session/date
3. Click "Take Attendance"
4. Mark participants as:
   • Present
   • Absent
   • Late
   • Excused
5. Add notes about performance or participation
6. Save attendance record
7. View attendance history and generate reports

4. Monitor Progress

1. Go to Dashboard → Trackers → Programs & Activities
2. Select program to view dashboard
3. Track key metrics:
   • Attendance rates over time
   • Upcoming sessions/events
   • Achievements and milestones
   • Performance statistics (for sports)
   • Budget vs actual spending
4. Add progress notes and updates
5. Upload photos and documents from activities

5. Schedule Activities

1. Go to Dashboard → Trackers → Programs & Activities
2. Select program, click "Schedule Activity"
3. Set:
   • Activity date and time
   • Venue
   • Required equipment/materials
   • Supervisors/Coaches on duty
4. Set recurring pattern if needed (weekly, bi-weekly)
5. Save schedule
6. Participants receive calendar invites

6. Generate Reports

1. Go to Dashboard → Trackers → Programs & Activities → Reports
2. Select report type:
   • Participation summary by class/form
   • Attendance reports by program
   • Achievement records
   • Program budget vs expenditure
   • Annual co-curricular report
3. Set date range and filters
4. Generate and export as PDF or Excel
5. Share with administrators or parents (optional)

Video tutorial for Programs & Activities will be available soon.

1. Upload School Logo

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

2. Update Report Card Themes

1. Go to Dashboard → Admin Settings → School Profile Settings
2. Scroll to Report Card Settings and select Default or Classic Borders
3. When Classic Borders is selected, click Preview Border Options beside the selected border name
4. Choose one of four border styles: Heritage Diamonds, Academic Laurel, Learning Adventure, or Balloon Celebration
5. Learning Adventure and Balloon Celebration are child-friendly choices designed for nursery, kindergarten, and primary report cards
6. Review the live sample using the school's selected primary and secondary colors
7. Click Use Selected Border to keep the preference, or Cancel to close the dialog without changing it
8. Optionally update the Primary Color and Secondary Color fields, then click Apply Changes
9. Classic Borders prints each student's report card on its own complete page; the Default report-card layout remains unchanged

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 Profile Settings

1. Go to Dashboard → Admin Settings → School Profile Settings
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, Disable Report Card Watermark)
3. Click Update School Profile Settings to save the changes

6. Upload Class Teacher signature

1. Go to Create Report Cards → Class Settings
2. Expand a class
3. Expand Report Details
4. Upload Class Teacher signature image
5. Click Save

7. Upload Head Teacher signature

1. Go to Admin Settings → School Profile Settings
2. Scroll to the signature section
3. Upload Head Teacher signature image
4. Click Save / Update School Profile Settings

8. Logout

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

Shulekeeper records key operational actions so administrators can review what changed, who changed it, and when it happened. Audit entries and notifications now use clear descriptions such as "Updated Student (Brian) information" instead of showing internal system keys.

1. What Is Logged

• Create, update, delete, import, and bulk-update actions are recorded for supported modules
• Tracked modules include Students, Accounts, Report Cards, Users, Admin Settings, Payroll, Other Trackers, and Reports
• Each log can include the user, module, action, record type, record reference, description, date and time, IP address, and browser information
• Sensitive fields such as passwords, images, tokens, and large encoded files are redacted from audit metadata

2. View Audit Logs

1. Go to Dashboard -> Admin Settings -> Audit Trail
2. Use filters such as module, action, date range, or search text to narrow the activity list
3. Review the Description column to understand the exact action that occurred
4. Use audit logs during finance reviews, user accountability checks, data corrections, and support investigations

3. Dashboard Notifications

1. Click the notification icon in the dashboard top bar
2. Unread activity appears first and is marked as read when opened
3. Notification descriptions use readable action text from the audit trail, for example "Created Receipt" or "Updated Student (Brian) information"
4. Internal GUID values are hidden from notification titles when a meaningful description is available

4. API Response Messages

• Successful create, update, delete, and import responses now describe exactly what changed
• Examples include "Created Student (Brian)", "Updated Student (Brian) information: First Name, Last Name", and "Deleted Annual Term (Term 1)"
• These messages are also used by the activity log, making system feedback and audit records consistent

5. Good Practice

• Use named records wherever possible so notifications and audit logs remain easy to understand
• Review audit logs regularly after finance updates, report-card changes, user changes, and bulk student updates
• Keep user accounts separate for each staff member so audit records identify the correct person

1. Role-Based Permissions System

Shulekeeper uses role-based permissions to control what each user can view, manage, or report on. This protects sensitive financial, academic, payroll, and administrative information while still giving each staff member the tools needed for their responsibility.

2. Roles & Permissions

• SYSTEM ADMIN
  • Delete Records
  • Full System Configuration
  • User & Role Management
  • All reports, dashboards, audit logs, and administrative tools
• EXAM MASTER
  • Delete Records
  • Modify Annual Terms
  • Modify Class Settings
  • Modify Grading & Comments
  • Use Shulekeeper AI
  • View Admission, Report Cards, and Other Trackers reports
  • Does not see Accounts or Payroll reports unless granted through a system role change
• BURSAR
  • Delete Financial Records
  • Modify Annual Terms
  • Use Shulekeeper AI
  • Manage accounts and financial operations
  • View Report Cards reports where school finance review requires access to academic report summaries
  • View Accounts, Admission, Other Trackers, and Payroll reports according to assigned permissions
• HR (Human Resources)
  • Manage Staff
  • Manage Departments
  • Manage Designations
  • Payroll Processing
  • Payroll Periods
  • Tax Management
  • Loan Management
  • Payslips
  • Tax Calculator
  • Payroll reports
• TEACHER
  • Marks Entry
  • Subject-Based Attendance
  • View Class Timetables
  • View Duty Rosters
  • Participate in Programs & Activities

3. Teacher Permission Rules

• ✅ Teachers can take attendance based on their assigned subjects
• 🏷️ Assigned classes and subjects are clearly displayed on the dashboard
• 🔐 Attendance records are limited to assigned classes only
• 📋 Teachers can view their class timetables and duty rosters
• 🎯 Teachers can participate in and track assigned programs/activities
• 🚫 Teachers cannot view or act on unassigned classes or subjects

4. Managing Permissions

1. Go to Dashboard → Admin Settings → User Roles & Permissions
2. Select a role from the list
3. Check or uncheck the permissions you want to assign to that role
4. Click Save Permissions to apply changes

5. Report Visibility by Role

• System Admin: Can view all report groups
• Exam Master: Can view Admission, Report Cards, and Other Trackers reports only
• Bursar: Can view Accounts reports, Report Cards reports, and other permitted operational report groups
• HR: Can view Payroll reports only
• Teacher: Uses assigned marks-entry and teaching workflows instead of the administrative report menu

6. Permission Validation

• The system validates role permissions when users are created or updated
• Invalid permissions for a selected role are rejected before the user record is saved
• Teacher accounts are restricted to marks-entry access only

Video tutorial for Settings & Admin will be available soon.