📚 Shulexa Help Center

Setting up school year:

1. Go to Settings → Academic Years
2. Click + New Academic Year
3. Enter year name (e.g., "2024/2025"), start date, end date
4. Set number of terms (usually 3)
5. Check "Set as Current Year"
6. Click Save

After creating academic year:

1. Click on the academic year
2. Go to "Terms" section
3. Click + Add Term
4. For each term: Name, Start Date, End Date, Holidays
5. Mark which term is currently active

Your system uses a staff_roles table for multi-role assignment:

1. Go to Staff page → Click staff member
2. Go to "Roles" tab
3. Click + Assign Role
4. Select role (Teacher, Librarian, Accountant, etc.)
5. Set start date, end date (optional)
6. Click Save

Method 1 - During student registration:

• When adding student, fill parent information section
• Search existing parent OR create new
• Student automatically linked

Method 2 - Link existing student:

1. Go to Students → Find student
2. Click "Family" tab
3. Click + Link Parent
4. Search by name/email/phone
5. Select relationship (Father/Mother/Guardian)
6. Click Link

A fee exemption allows you to waive or reduce fees for specific students:

• Full Exemption (100%) - Student pays nothing
• Partial Exemption - Student pays reduced amount (e.g., 50%)
• Temporary - With start and end dates
• Permanent - Until manually removed

When fees are charged, exempted students automatically pay the reduced amount.

1. Go to Students → Find student
2. Go to Fee Exemptions section
3. Click + Add Exemption
4. Enter: Type (Full/Partial), Percentage, Duration, Reason
5. Click Save

For Students:

• Dashboard shows Fee Balance card
• Click to see breakdown by fee type

For Parents:

• Select child from dropdown
• Dashboard shows total fees owed
• Click Pay Now to make payment

Available payment methods:

• 💳 Mobile Money - M-Pesa, Tigo Pesa, Airtel Money
• 🏦 Bank Transfer - Direct to school account
• 💵 Cash - Pay at school office
• 💳 Card - Credit/Debit card (if enabled)

1. Login to your parent account
2. Select your child from dropdown (if multiple children)
3. Dashboard shows fee balance
4. Click Pay Now
5. Choose payment method (Mobile Money, Bank, Card, Cash)
6. Enter amount to pay (full or partial)
7. Confirm payment

1. Go to Fees → Payment History
2. View all payments made with:
   • Date, Amount, Payment Method
   • Receipt Number
   • Balance Before/After
3. Click Download Receipt for any payment
4. Filter by date range or payment method

For Teachers & Admins:

1. Go to Academic → Classes
2. Click on the class name
3. View student list with details
4. Export to Excel/PDF if needed

1. Go to Academic → Classes
2. Click + New Class
3. Enter class name, grade level, capacity
4. Assign Class Teacher
5. Click Save

1. Go to Students → Add Student
2. Fill student details
3. Select class to enroll in
4. Add parent information
5. Click Save

1. Go to Academic → Promotions
2. Select current class
3. Choose for each student: Promote, Repeat, or Graduate
4. Select destination class
5. Click Process

For Students: Dashboard → Today's Classes or Academic → My Timetable

For Teachers: Dashboard → Teaching Schedule or Teaching → My Timetable

For Parents: View child's timetable from Dashboard

1. Go to Attendance → Mark Attendance
2. Select your class and date
3. Mark each student: Present, Absent, Sick Leave, or Excused
4. Click Save

1. Go to Teaching → My Lessons Today
2. Click on the lesson/period
3. Click Take Attendance
4. Mark students for THIS specific lesson
5. Click Save

Your system has TWO attendance levels:

• Daily Attendance: Class teacher marks once per day - Was student in school?
• Lesson Attendance: Subject teacher marks per period - Was student in THIS lesson?

Example: Student marked Present for day, but Absent from Math lesson (skipped class).

For Students: Dashboard shows attendance rate and recent records

For Parents: Dashboard shows child's attendance with 7-day history table

1. Go to Reports → Attendance
2. Select report type and date range
3. Set filters (class, student)
4. Click Generate
5. Export if needed

Your system uses weighted exam components:

Example setup:

• Continuous Assessment: 20%
• Mid-term: 30%
• Final Exam: 50%

Calculation: If student scores 85, 75, 90 → Final = (85×0.2) + (75×0.3) + (90×0.5) = 84.5

1. Go to Settings → Exam Configuration
2. Click + Add Component
3. Enter component name and weight percentage
4. Ensure total weights = 100%
5. Click Save

1. Go to Teaching → Exams
2. Select exam and class
3. Enter marks for each student
4. System calculates weighted scores automatically
5. Click Save

For Students: Dashboard → Recent Exam Results shows last 5 exams with scores

For Parents: Select child → Dashboard shows exam results with detailed breakdown

1. Go to Finance → Cash & Bank
2. Click + Cash Inflow
3. Enter: Date, Amount, Received from, Category, Description
4. Click Record

1. Go to Finance → Cash & Bank
2. Click + Cash Outflow
3. Enter: Date, Amount, Paid to, Category, Description
4. Click Record

1. Go to Finance → Cash & Bank
2. Click + Bank Deposit
3. Select bank account
4. Enter amount and details
5. Click Record

1. Click + Bank Payment
2. Select bank account
3. Enter payment details
4. Click Record

1. Click + Transfer Between Accounts
2. Select From and To accounts
3. Enter amount
4. Click Record

1. Go to Cash & Bank → Accounts
2. Click + Add Bank Account
3. Enter: Bank name, Account number, Branch, Opening balance
4. Click Save

1. Click + Bank Charges
2. Select bank account
3. Enter charge amount and type
4. Click Record

Go to Finance → Cash & Bank → Dashboard

View:

• Cash on Hand
• Each Bank Account Balance
• Total Liquid Assets

1. Go to Cash & Bank → Transactions
2. Filter by date range, account, or category
3. View all transactions with balances
4. Export to Excel/PDF if needed

No! All accounting is automatic.

Every cash/bank transaction automatically creates:

• Cashbook Entry
• Journal Entry (double-entry bookkeeping)

1. Go to Finance → Expenses
2. Click + New Expense
3. Enter: Date, Category, Amount, Paid to, Description
4. Choose: Paid now OR Save as unpaid
5. Click Save

• Utilities (Electricity, Water, Internet)
• Maintenance & Repairs
• Transport
• Office Supplies
• Insurance
• Professional Fees
• Other

1. Go to Expenses → Unpaid tab
2. Find the expense
3. Click Pay Now
4. Confirm payment method and date
5. Click Record Payment

1. Go to Expenses → Reports
2. Select report type and date range
3. View totals by category with charts
4. Export if needed

Expenses: One-time payments (utilities, repairs) - just record and pay

Supplies: Stock items issued over time - track inventory, issues, returns

1. Go to My Profile → Salary tab
2. View 5 tabs:
   • Overview - Base salary, deductions, net pay
   • Pay History - Last 12 months
   • Deductions - Active deductions
   • Advances - Outstanding advances
   • Salary Debts - Any amounts owed
3. Click any month for detailed payslip

1. Go to Finance → Payroll
2. Click Process Salaries
3. Select month and payment date
4. Review calculated amounts (gross, deductions, net)
5. Click Confirm & Process

1. Go to Payroll → Settings
2. Click Deduction Categories
3. Click + New Category
4. Enter name, type (Fixed/Percentage), default value
5. Click Save

1. Go to Staff → Click staff member
2. Go to Salary tab → Deductions
3. Click + Add Deduction
4. Select category, amount, start/end dates
5. Click Save

For Teachers - Request:

1. Go to My Profile → Salary → Advances
2. Click Request Advance
3. Enter amount, reason, repayment plan
4. Submit for admin approval

For Admins - Give:

1. Go to Payroll → Advances
2. Click + Give Advance
3. Select staff, enter amount and recovery plan
4. Click Give Advance

Salary Debt vs Advance:

• Advance: Cash paid to staff, recovered later
• Salary Debt: Money OWED (damaged property, lost items) - NO cash paid, just tracked as debt

Both recovered automatically from future salaries.

1. Go to Staff → Click staff → Salary tab
2. Click + Add Bonus/Allowance
3. Select type: Bonus, Overtime, Allowance, Commission
4. Enter amount, month to pay, recurring (Yes/No)
5. Click Save

1. Go to Library → Browse Books
2. Search for book
3. Click Request to Borrow
4. Wait for librarian approval
5. Collect book from library

1. Bring book to library
2. Librarian processes return in system
3. If late, fine applied (500/day)
4. Pay fine immediately or later

Go to Library → My Library

4 tabs:

• Browse - Search books
• Pending Requests - Awaiting approval
• Active Borrows - Currently borrowed
• History - All past borrows

1. Go to Library → Pending Requests
2. View borrower's reputation and active borrows
3. Click ✅ Approve or ❌ Reject
4. If rejecting, select reason

• 🆕 New Borrower - Less than 5 borrows
• 🟢 Good Standing - 5+ borrows, no late returns, low fines
• 🟡 Average - 1-2 late returns OR moderate fines
• 🔴 Red Flag - 3+ late returns OR high fines (>3,000)

1. Go to Library → Books
2. Click + Add Book
3. Enter: Title, Author, Category, Subject, Publisher
4. Upload cover image (optional)
5. Enter stock quantity
6. Click Save

Direct Purchase:

1. Go to Library → Orders
2. Click + New Order → "Direct Purchase"
3. Select books and quantities
4. Click "Receive Stock Now"
5. Stock added immediately

Tender Process: For large purchases with competitive bidding

Fine Rate: 500 per day late

Example: Book due Jan 15, returned Jan 20 = 5 days × 500 = 2,500

Payment:

• Pay when returning book, OR
• Go to Library → My Fines → Pay later

1. Select your child from dropdown
2. Dashboard → "Library Books" section
3. View: Currently borrowed, due dates, any overdue/fines

1. Go to Supplies → Items
2. Click + Add Supply
3. Enter: Name, Category, Item Type, Unit
4. Set minimum stock level for alerts
5. Click Save

Your system tracks 4 supply types:

• Perishable: Expires (chemicals, food) - tracks expiry dates
• Durable: Long-lasting assets (computers, furniture) - tracks with serial numbers
• Reusable: Issued and returned (sports equipment, tools) - tracks who has it
• Consumable: Used up (paper, pens) - simple quantity tracking

1. Go to Supplies → Request
2. Click + New Request
3. Select item and enter quantity
4. Enter purpose and needed-by date
5. Submit for approval

Yes, if still pending:

Go to My Requests → Find request → Click Cancel

Go to Supplies → My Supplies

2 tabs:

• Active Issues: Currently with you (for reusables, shows due dates)
• History: All past issues and returns

Direct Purchase:

1. Go to Supplies → Orders
2. Click + New Order
3. Select items and quantities
4. Click "Receive Stock Now" if delivered

Tender: For large competitive purchases

1. Go to Supplies → Pending Requests
2. Review each request
3. Click ✅ Approve or ❌ Reject
4. For reusables: Set expected return date
5. User collects items

For Reusables:

1. Go to Active Issues
2. Click Record Return
3. Inspect condition: Good/Damaged/Lost
4. If damaged, charge user
5. Return to stock or mark damaged

For Consumables: Automatically marked as used when issued.

Go to Supplies → Dashboard

View:

• Low Stock Items (below minimum)
• Out of Stock
• Expiring Soon (perishables)
• Total Stock Value

1. Find item → Click Adjust Stock
2. Choose: Add/Remove/Set exact quantity
3. Enter quantity and reason
4. Click Save

1. Go to Announcements
2. Click + New Announcement
3. Enter title and message
4. Select target audience (14 options available)
5. Set priority (Normal/Important/Urgent)
6. Click Publish

Your system has 14 target audience types:

• All Users, All Staff, All Students, All Parents
• Specific Class, Specific Grade Level
• Teachers Only, Admins Only
• And more...

Recipients see announcement in dashboard and receive email notification.

Dashboard shows recent announcements for you.

Click View All Announcements for complete list.

1. Go to Announcements
2. Find announcement
3. Click Edit or Delete
4. Make changes and save

Score is a 0-100 rating combining:

• Academic Performance (60%) - Average exam marks
• Attendance (20%) - Days present
• Behavior (10%) - Disciplinary record
• Assignments (10%) - Completion rate

Categories: 90-100 Outstanding | 80-89 Excellent | 70-79 Good | 60-69 Satisfactory | Below 60 Needs Improvement

Trend shows performance direction:

• 📈 Improving - Score up 5+ points (green)
• 📊 Stable - Between -5 and +5 (blue)
• 📉 Declining - Score down 5+ points (red)

Example: Term 1: 70, Term 2: 75, Term 3: 82 = Trend: 📈 Improving (+12)