Admin cheat-sheet
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§ 01Setup order (do it in sequence)
- Settings → Current academic year + term
- Settings → Term calendar (dates + school days)
- Settings → Subjects
- Settings → Grade scale
- Settings → Conduct traits (check)
- Classes → New class
- Add teachers → students → parents (or CSV import)
- Apps → confirm per-role access
- Print cards → hand out
§ 02Bulk-import CSV columns
| Column | Required | Notes |
|---|---|---|
given_name | Yes | First name, 1–100 chars. |
family_name | Yes | Last name, 1–100 chars. |
parent_phone | No | Local or international. Needs parent_name. |
parent_name | No | Required when parent_phone is given. |
code | No | Student code; blank = auto-generated. |
class_label | No | e.g. P.6A; reused or created. |
Limits: ≤500 rows, ≤2 MB, one student per row.
§ 03Codes & PINs
- Student code format:
ABC-XYZ234— three capitals, a dash, six characters. Look-alikes (0/O, 1/I, 5/S) are never used. - PINs show once. Cards print the PIN only within ~15 minutes of creation or reset; after that they print
••••. Reset the PIN to reprint a complete card. - Phones are matched in international form —
0241234567and+233241234567are the same person.
§ 04"Can't open the app?" triage
- Subscription — is the app in your plan? (greyed out on Apps = no)
- Role — ticked for that role on Apps?
- Individual — ticked on the user's App access panel?
§ 05SMS limits
- 160 characters per message — including the school-name prefix.
- Quiet hours 21:00–07:00 — messages schedule for 07:00 next morning unless overridden.
- Low balance below GHS 5.00 — request a top-up.
§ 06Common tasks — where to go
| Task | Where |
|---|---|
| Add one user | Users → Add user |
| Import many students | Bulk import |
| Reset a PIN / print a card | Users → Reset PIN · Print cards |
| Record a student leaving | Lifecycle → Record exit |
| Publish report cards | Term calendar → Publish |
| Promote to next year | Year rollover |
| Invite a co-admin | Settings → Admins |
| Send a parent SMS | SMS → Send announcement |
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