School Setup & Administration

Goal: Configure the basic academic structure of your school so teachers can start working.

This guide is for Principals and School Administrators.

1. Setting the Academic Term

Everything in EduTrack—from fee invoices to exam results—is tied to an active Academic Term.

1. 1
   Navigate to Settings → Academic Terms.
2. 2
   Click Add Term.
3. 3
   Enter the Term Name (e.g., "Term 1 - 2026"), the start date, and the end date.
4. 4
   Check the box to mark it as the Active Term.

[SCREENSHOT: /admin/terms — showing the list of terms with one marked Active]

2. Creating Classes

Next, you need to create the physical or logical classrooms.

1. 1
   Navigate to Classes. Open /dashboard/classes
2. 2
   Click Add Class.
3. 3
   Enter the Class Name (e.g., "Grade 1", "Form 4").
4. 4
   Assign a Class Teacher from the dropdown. (If you haven't added teachers yet, leave this blank and update it later).
5. 5
   Click Save.

3. Adding Subjects

Subjects are taught within classes.

1. 1
   Go to the Subjects tab inside a specific Class.
2. 2
   Click Add Subject.
3. 3
   Name the subject (e.g., "Mathematics").
4. 4
   Assign a Subject Teacher. This grants that specific teacher the permission to enter grades for this subject.

4. Inviting Your Staff

You do not need to manually create accounts for every teacher. You simply generate invite links and distribute them.

1. 1
   Navigate to Staff. Open /dashboard/staff
2. 2
   Click Invite Staff Member.
3. 3
   Select their Role (Class Teacher, Bursar, Librarian, etc.).
4. 4
   Click Generate Invite Link.
5. 5
   Send the link to the staff member via WhatsApp or Email.

When they click the link, they will set their password and be instantly granted the correct access permissions.

5. The Bursar & Finance Setup

Before the term starts, your Bursar must configure the Fee Structures.

• If you charge a flat fee for the whole school, they can set a Global Fee Structure.
• If fees differ by grade (e.g., Grade 8 pays more than Grade 1), they can assign specific Fee Structures to specific Classes.

See the Fee Management Guide for detailed instructions.

Open /dashboard