User Guide
A comprehensive guide to using EduMaster effectively. This guide covers all major features and workflows for every user role.
System Overview
EduMaster is a comprehensive school management system designed to streamline academic administration, financial management, communication, and reporting. The system supports multiple user roles, each with tailored dashboards and permissions.
Logging In
1 Navigate to the Login Page
Open your browser and go to the school's EduMaster URL. Click "Sign In" or navigate to /auth/login.php.
2 Enter Your Credentials
Type your username or email address and password. Click "Sign In" to access your dashboard.
3 Forgot Password?
Click the "Forgot password?" link on the login page. Enter your email to receive a password reset link.
Never share your login credentials. Your session will automatically expire after a period of inactivity for security.
Your Dashboard
After logging in, you'll see a role-specific dashboard with key metrics, quick actions, and recent activity. Each role has a customized view showing the most relevant information.
- Statistics Cards: Quick overview of key numbers (students, staff, finances).
- Charts: Visual representations of trends and distributions.
- Recent Activity: Latest actions and events in the system.
- Quick Actions: Shortcuts to frequently used features.
User Roles
The system uses Role-Based Access Control (RBAC). Each role has specific permissions:
Super Admin
Full system access including database tools, user management, and all modules.
Director / Proprietor
Executive overview, financial reports, school performance analytics, and staff management.
Head Teacher
Academic oversight, student performance, attendance monitoring, and staff coordination.
Accountant
Fee collection, payment processing, payroll, financial reports, and accounting.
Teacher
Marks entry, attendance recording, class management, and student performance tracking.
Parent
View children's grades, attendance, fee balances, report cards, and send messages.
Student Management
Adding a New Student
1 Go to Students → Add Student
Fill in personal details, academic information, parent/guardian contacts, and medical information.
2 Assign to a Class
Select the student's current class from the dropdown. This determines their timetable and fee structure.
3 Upload Photo (Optional)
Upload a passport-size photo for the student's profile and ID card generation.
Bulk Import
For importing multiple students at once, go to Students → Bulk Import. Download the CSV template, fill in student data, and upload the file.
Student ID Cards
Navigate to Students → ID Cards to generate and print student identification cards with photos and QR codes.
Academics
Classes & Subjects
Manage classes and subjects from the Academics menu. Assign teachers to subjects and configure class streams.
Marks Entry
Go to Academics → Marks Entry. Select the class, subject, assessment type, and term. Enter marks for each student and save.
Report Cards
Navigate to Academics → Report Cards. Select the class, academic year, and term. Click "Generate" to create report cards for all students in the class.
Attendance
Record daily attendance from Academics → Attendance. Select the class and date, then mark each student as present, absent, or late.
Finance & Fees
Recording Payments
1 Go to Finance → Payments
Click "Record Payment" and search for the student by name or admission number.
2 Enter Payment Details
Select the payment method (cash, bank, mobile money), enter the amount, and add a receipt number.
3 Print Receipt
After saving, you can print a receipt for the parent/guardian.
Fee Structure
Configure fee structures per class and term from Finance → Fee Structure. Set tuition, boarding, and other fee categories.
Fee Defaulters
View students with outstanding balances from Finance → Defaulters. Filter by class and export the list.
Staff Management
Add and manage staff records from the Staff menu. Track employment details, qualifications, salary information, and payroll history.
Messages & SMS
Send messages to parents and staff from Communication → Messages. For bulk SMS notifications, use Communication → SMS. You can send to individual contacts, entire classes, or all parents.
Announcements
Create school-wide announcements from Communication → Announcements. These appear on all user dashboards and can be targeted to specific roles.
Generating Reports
Access all reports from the Reports menu:
- Academic Reports: Class performance, subject analysis, student rankings.
- Financial Reports: Revenue summaries, payment breakdowns, outstanding balances.
- Enrollment Reports: Student demographics, class distribution, trends.
- Custom Reports: Build custom queries and generate tailored reports.
Exporting Data
Most data tables and reports can be exported to CSV format. Look for the "Export CSV" button on report pages. You can also use the print function (Ctrl+P) to generate PDF versions of any page.
System Settings
Administrators can configure the system from Settings:
- School Settings: School name, motto, academic year, current term, contact details.
- User Management: Create, edit, and deactivate user accounts.
- Database Backup: Create and download database backups.
- Activity Log: View all system activity for audit purposes.
Security Best Practices
- Use strong, unique passwords (minimum 8 characters with mixed case, numbers, and symbols).
- Log out when leaving your workstation unattended.
- Do not share your login credentials with anyone.
- Report any suspicious activity to the system administrator immediately.
- Regularly back up the database from Settings → Database Backup.