🎓 Smart School ERP — How to Use

Step-by-step walkthrough for every user · Developed by Smart Shield Cyber Security Company Pvt Ltd

👑 Global Admin
🏫 Branch Admin
👩‍🏫 Teacher
👨‍👩‍👧 Parent

👑 What the Global Admin / Principal can do

You see all branches. Use the “Branch View” picker at the top-left of the sidebar to look at one branch or all together.

📊 Dashboard (all branches)🏫 Branch Management👧 Students & Admissions 🧾 Fees · Expenses · Payroll📚 General Ledger · Balance Sheet👩‍🏫 Student-Teacher Ratio 📣 Marketing & Google Reviews📞 CRM & AI Calls🤝 Franchise & Budgets 📲 Connect WhatsApp (per branch)🖥️ Login & Devices

🚀 Daily routine

  1. Open the Dashboard — check students, fees collected, attendance, and any understaffed branches (Student-Teacher Ratio card).
  2. Review Reports & Branch Performance to compare branches.
  3. Check Google Reviews — reply to pending reviews; the monitor shows which branches are behind.
  4. Watch Finance → Balance Sheet / General Ledger for the money position.
  5. You receive an 8 PM WhatsApp daily report automatically.
Open Dashboard

🏫 What a Branch Admin can do

You manage only your branch. On a phone you get an easy mobile menu.

📝 New Admission👧 Students (view & edit)🧾 Fees Collection 📋 Attendance👩‍🏫 Staff & Caretakers (Edit HR)📣 Marketing Hub ⭐ Google Reviews📞 CRM follow-ups📲 Connect branch WhatsApp

📝 Admit & edit a student

  1. New Admission → fill student & parent details → pick program → fees auto-fill → Confirm Admission. Parent gets a welcome + login on WhatsApp.
  2. To edit later: Students → tap the ✏️ pencil → change details → Update Student.
  3. Fees → record a payment, choose mode (Cash / GPay / Bank) → receipt.
  4. Attendance → mark daily; absent parents can be alerted on WhatsApp.
  5. Staff → 🪪 Edit HR to fill DOB, joining date & qualification (also for caretakers).
New Admission

🧾 How to collect fees (step by step)

Always record fees in Fees Collection — never in Income/Expense (that double-counts).

  1. Open Finance → Fees Collection and tap Collect Fee (or Collect on the student's row).
  2. Select the student.
  3. Tuition Payment Method → Full Year / Term-wise / Monthly.
  4. Paying For → choose the installment (Term 1, a month, or "Admission & one-time"). The amount auto-fills.
  5. Check/adjust the Amount (for a part payment).
  6. Payment Mode → Cash / GPay / PhonePe / UPI / Bank — and enter the UPI/UTR reference if paid online.
  7. Tap Collect & Generate Receipt.
  8. The receipt opens → send it manually: 📲 Send WhatsApp or 📧 Email (it won't auto-send). Or 🖨️ Print / 📄 PDF.
💡 Enter cash & GPay collected at the desk here too — that's what makes the Paid amount show and keeps reports correct. To reprint/resend later: Finance → Fee Receipts.
⛔ Do not add fees under Income/Expense → Add Income — fees go through Fees Collection only.
Open Fees Collection

📲 Connect your branch WhatsApp & reply to reviews

  1. Connect WhatsApp → Generate QR → scan with your branch phone. Messages then send from your number.
  2. Google Reviews → tap a review → pick a ready reply → copy → reply on Google → Mark Replied. Do this daily.

👩‍🏫 What a Teacher can do (mobile-friendly)

✅ Mark class attendance🕐 My attendance / punch out📖 Lesson plans 👶 My students🎂 Student birthdays this week🪪 My Profile 🎓 Training & Webinars

📋 Take attendance in seconds

  1. Open the app on your phone → Teacher Quick Actions.
  2. Tap My Attend. first to mark yourself present (punch in).
  3. Tap Mark Class → tap each child Present / Absent → it saves automatically.
  4. When you leave school, tap Punch Out (add a reason if you’re away).
  5. Check the 🎂 Student Birthdays card to wish your students.
Mark Attendance

👨‍👩‍👧 What Parents can do

👶 Child profile📋 Attendance🧾 Fees & receipts 💳 Pay online (Pay Now / Auto-Debit)📹 Online PTM⭐ Rate teacher (Feedback)

💳 Check fees & pay online

  1. Login with your mobile number & password.
  2. See your child’s attendance and fee balance on the home screen.
  3. Tap Pay Now to pay the balance, or set up Auto-Debit for monthly fees.
  4. Join Online PTM and give your teacher feedback ⭐ from the menu.
Parent Login
💡 Tip: the admission number is hard to type — you log in with your phone number instead. Forgot your password? Ask your branch office to reset it.
Need help? Contact your branch office or the school on WhatsApp 7010302155.
🛡️ Smart School ERP · Developed by Smart Shield Cyber Security Company Pvt Ltd