school management software

Introduction to School Management System:

School Management System, in short SMS, is a web application that will help to manage students, fees, payroll, and employees’ records of any school. It will manage student fees as well as school expenses including staff salary etc. This software will have the ability to send notifications to parents via SMS API service.

This software will have the following 7 access levels.

  1.  Admin
  2. Teacher
  3. Accountant
  4. Parent
  5. Librarian
  6. Student
  7. Parent

Each level has limited access except Admin. However, Admin can grant some extra permission to any account. For example, Admin can give permission to any teacher to delete students. By default, the teacher will not have permission to delete the user.

Software Modules:-

Following module is available is School Management System:-

  1. Main Dashboard (Whole software’s status at a glance)
  2. Student Registration (Manage students data and control the access level of parents and students)
  3. Manage Teachers (Manage teachers data and their access levels)
  4. Parents Module (Manage parents data and their access levels “Based on parents willingness”)
  5. Manage Accountants (Manage accountants and their access levels)
  6. HRD (Manage staff, salaries, leaves, and bonus or advance, etc.)
  7. SMS Facility (send SMS/Notifications to parents or staff)
  8. Manage Results(Manage results and reports)
  9. Classes Management (Manage classes/sections and fee structure etc.)
  10. Attendance Module (Students Attendance via manual entry or click-based)
  11. Manage Expense (Manage expenses of your school)
  12. Fee Collection(Fee record)
  13. Quick Reports (Reports of various type of queries)
  14. Custom Reports (Custom controlled based generated reports)
  15. Settings Module (Setting of whole software will be there)
  16. Logs Module (Logs of every important entries and users activity)
  17. Reminders Module (Reminders for important tasks)
  18. Notification Module (Notifications for Teachers, Parents or Accountant via Alert Box or SMS or Email)
  19. Permission Module (Module for set Permissions for software users)
  20. Widgets Module (Module for showing/hiding widgets or tools)
  21. QATB (Quick Access Tool Bar)
  22. Address book (Contacts of important persons)
  23. Webbook (Manage Web Addresses)
  24. Backup/Restore (Take and restore backup)
  25. Profile (update profile of logged in user)

Modules in Details:-

Now let’s see every module in detail.

1. Dashboard Module:-

Dashboard is considered as the most beautiful and comprehensive part of any software. So like other Softwares we also have a dashboard to show you following modules data at a glance in graphs and lists:-

  • Students
  • Total Staff
  • Monthly Income
  • Expenses
  • Paid fees
  • Un-Paid fees
  • Present and Absent Students
  • Last 30 days fees record and expenses
  • record of last 6 paid fees
  • Current months paid and unpaid fee information in the form of the pie chart
  • Detail of Today’s Collected Fee and Today’s Expenses

2. Student Registration:-

This is the module where you can manage the student’s records of the School Management System. After login, admin or teacher can add student’s data via registration. Student Registration Form Fields are as under:-

  • Student Name
  • Father/Guardian Name
  • Father’s/Guardian’s CNIC
  • Student B-form No.
  • Registration No.
  • Date of birth
  • Parents Mobile No.
  • Address
  • Class
  • Section
  • Student Image
  • Previous School
  • Monthly Fee Discount (This discount will deduct from monthly fee automatically)

All students will be shown into a list where you can search any student with their names, father names, Date of birth, B-form No., etc. Edit and delete option will also be available. Students’ fees will be attached to classes. After registration of a student, a print can be taken of Student Registration Form.

3- Teacher Module:-

In this module teacher’s record will be managed. Teachers will be added via registration form that will be filled by the Admin after login. Fields are as under:-

  • Login Name
  • Password
  • Teacher Name
  • Father Name
  • CNIC
  • Qualification
  • Date of birth
  • Mobile No.
  • Address
  • Incharge Class
  • Section
  • Teacher Image
  • Terms and Conditions

All teachers will be shown into a list where you can search any teacher with their names, CNIC No. etc. Edit and delete option will also be available. After Login, teacher can view students, take attendance, collect fees, edit student’s record, and add results.

 4- Parent Module:-

In this module an account for parents will be opened. After login, a father/guardian of a student can check his child’s attendance report, notifications, academic progress reports, can send private message to class incharge “this message can be viewed by the Admin”. Parents can also send Private Message to the Admin and can also read incoming message sent by the Admin or a teacher.

5- Accountant Module:-

In this module accountant’s record will be managed. Accountant will be added via registration form that will be filled by the Admin after login. Fields are as under:-

  • Login Name
  • Password
  • Teacher Name
  • Father Name
  • CNIC
  • Qualification
  • Date of birth
  • Mobile No.
  • Address
  • Accountant Image
  • Terms and Conditions

All accountants will be shown into a list where you can search any them with their names, CNIC No. etc. Edit and delete option will also be available. After Login, accountant can view students, collect fee, collect fees and add expenses.

 6. HRD Module

In this module, the staff members will be added to their salary information. Employee form will have related information like full name, father name, designation, salary information, and contact information.

All staff will also be shown in a list where they can be searched with names, CNIC, Mobile, etc. Admin can upload scan documents of every staff member for later use. Leave record will also be maintained within this panel. Delete and Update functions will also be included for staff members.

7. SMS Module

SMS module will responsible for sending SMS to following:-

  • Students
  • Parents
  • Staff
  • Groups
  • Add/Update/List/Delete SMS groups
  • SMS to a single number

This module will be based on template based. Admin can make templates as many as he can. When sending SMS to any class or parent just select template and click on send button.

Saved template will automatically pick field from student’s database. For example if Admin want to send SMS to fee defaulters, a template can be designed like this “Dear {student_name} your montly fee or Rs. {fee} including fine of Rs. {fine} is not deposited as yet. Please deposit your dues as soon as possible.

Now system will automatically pick student_name and fee and fine field of every student from database.

8- Results Module:-

In this module admin or teacher can manage students result records. Result of every student can be entered here. Later on this result can be viewed by parents, students or teachers. The process will be very simple. First you have to select exam type, then subject then total marks then obtained marks. Grade for every subject will automatically be assigned. However, this grading will be set by the admin in Setting Panel of this software.

9- Classes Management:-

This is very simple and strength forward module. Admin or Teacher will add Classes/Sections/Fees/Annual Funds and Other Funds. These information will be reflected everywhere.

10. Attendance Module:-

In this panel a teacher will take attendance manually. A form consists 05 fields that will add absent status to students account are as under:-

Student name | nature of absent (leave, absent, short leave etc.) | absent date from – to | Remarks. An SMS will be sent to the parents of that student informing his/her that his child is absent from class today. After that a single click will mark all student as Present. Absent and present reports can also be taken based on this module.

11. Expenses Module:-

This module is responsible for adding/recording expense with expenses heads like Salary, Entertainment, Office Decoration, Fuel, Utility Bills etc. Then expenses will be added using these heads with these information:

  • Expenses subject
  • amount
  • date
  • detail

These expenses will show in the list and with Update and delete functions. On accountant and admin can add expenses.

12. Fee Collection Module:-

 Student’s fee record will be maintained in this module. In this module admin or accountant can add other charges like annual charges and other default charges. These charges will be added into the fee automatically. Monthly fee and paid fee and fee defaulter’s information can be located in this module. A receipt can be print after payment of fee. All paid and unpaid fees record will be shown in list form and can be searched and filtered. Admin or Accountant will generate monthly fees on just one click. Discount and fine option will also be available on Fee Detail page where admin or accountant can enter fine or discount amount and then will pay the dues.

13. Quick Reports Widget:-

Reporting is very important part of every software. In this module following types of reports will be available:-

  • Defaulters Report (Unpaid students reports with name, father name, fee, class, contact etc. with date range and classes selection facility)
  • Paid Fee Report (Paid fee report with students some basic information using data range, classes or sections basis)
  • Students Contacts (This report will extract students name, father name, address and mobile numbers)
  • Expenses Report (Report related to expenses using date range and heads selection)
  • Yearly Report (Status of income or expense during whole current year in every month)\
  • Absent and Present Students Reports.

14. Custom Reports:-

Fully dynamic and fully users controlled based reports generation module for School Management System. With this great module admin can create his own reports as per need. Admin can set his own search and listing fields. For example if you need a report that only need student’s contacts, then you can generate it easily and if you need reports of that students who are absent in specific date range then you can generate another report and so on.

 15. Settings Module:-

  • Software settings like School Name, Address, Phone Number, Email & Facebook, Last date of fee submission etc.
  • System Logo update options
  • SMS API settings
  • Email Settings
  • Print options for invoices whether print on A4 size or on a thermal page. Print page right after purchase or not. Terms of conditions on Invoice, quotations.
  • Control notifications settings like show notification or not, show notification in detail or in one line, show notification about low stock or not, show notification about finished stock or not. Show backup database reminder or not
  • Widgets control panel. You can show and hide various widgets.

16. Logs Module:-

 In this module, every important entry of the site will be available. Every action performs on the point of sale and inventory management system will store here like addition, updating and deletion of any record.

17. Reminders Module:-

Site users (admin, teacher and accountant) can add reminders for anything. These reminders will automatically show in every page. Furthermore, sending SMS of specific reminder to specific user on required date and time is also available. These reminders are useful when you have to do something important.

 18. Notification Module:-

This module is only for Administrator of School Management System. Admin can add Notifications that will pop up on specific date and time. After viewing this notification, admin can hide or disable it.

 19. Permission Module:-

            Admin can set Permissions for any site user. Very useful and powerful module. You have full access control system.

 20. Widgets Modules:-

            Another useful Module, admin will have control on some custom modules. Admin can install/uninstall some optional modules or widgets. For example if you don’t need SMS module or Reminder module you can uninstall it. If you don’t want to show income and expense widget on dashboard, then you can uninstall it. However, you can install it again when it needs.

 21. QATB module:-

            This is optional but very attractive widget. With the help of this module admin or any site user can design his own Tool bar. Admin or site user can add link of any page or website that are frequently used. You will see these links always on title bar for easy access.

22. Addressbook

Add contacts/addresses of your favorite persons with Full Name, Contact Numbers, Emails, Profession, CNIC, Company, Address and Remarks fields.

23. Webbook

Category wise web addresses with clickable links to open listed cite.

24. Backup/Restore

Admin can take selection based backup of school management system. A restore option is also available by uploading SQL file.

25. Profile

Logged in user can update his profile i.e. Full Name, CNIC, Phone etc.


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