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USER DOCUMENTATION

The only software need to run your school Smarter.
School Management Software : School Management System

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Email: kalpatcs@gmail.com

Website: paperfree-erp.in


We would like to thank you for purchasing School Management Software! We are very pleased you have chosen School Management Software for your institution, you will not be disappointed! Before you get started, please be sure to always check out these documentation files. We outline all kinds of good information, and provide you with all the details you need to use School Management Software. School Management Software can be used with any school, college, university, training/coaching institute.

If you are unable to find your answer here in our documentation, watch our Video Tutorials, you can also visit our Help & Support. Chances are your question or issue have been brought up already and the answer is waiting to be found. If you are unable to find it anywhere, then please go our Support section and open a new Support Ticket with all the details we need. Please be sure to include your site URL as well. Thank you, we hope you enjoy using School Management Software!

System Requirements


To installing School Management Software, Your web server must be running PHP 5.4 or higher and Mysql 5.1 or higher. We have tested it with Windows, Mac and Linux but for optimum performance we will recommend to use Linux with Apache webserver. Below are a list of items you should ensure your host can comply with.

  • PHP 5.6+
  • MYSQL 5.1+
  • MYSQL SQL_MODE must not contain ONLY_FULL_GROUP_BY
  • mod_rewrite Apache
  • MBString Extension
  • MYSQLi Extension
  • fileinfo Extension
  • Zip Extension
  • CURL Extension (recommended)
  • PHP max_execution_time should be atleast 60 seconds for smoother installation

In most hosting accounts, these extensions are enabled by default. But you should check with your hosting provider.

After installation School Management Software to work properly, you must make few directories/files writeable. Below are a list of directories/files you should ensure that have write permissions.

  • installation_dir/application/config/config.php
  • installation_dir/application/config/database.php
  • installation_dir/application/config/autoload.php
  • installation_dir/application/config/license.php
  • installation_dir/temp
  • installation_dir/backup
  • installation_dir/backup/database_backup
  • installation_dir/backup/temp_uploaded
  • installation_dir/uploads
  • installation_dir/uploads/

School Management Software Installation

School Management Software comes with a simple automatic installer.

Check YouTube video tutorials for easy installation

  • School Management Software installation on CPanel
  • School Management Software installation on XAMPP
  • School Management Software installation on WAMP

Configure database connection

You need to have previously setup database from the cPanel or your hosting provider.
Here is a good tutorial how to setup MySQL database in cPanel if you are not familiar with this.

  1. Login to cPanel by accessing www.yourdomain.com/cpanel and navigate go MySQL Databases.
  2. Create database first.
  3. Create user and setup your password.
  4. Add the user to database by selecting the database and the username.

Make sure you have checked All privileged when adding the user to database.

Install

Find the folder smart_school_src in your downloaded package from Codecanyon. This folder contains complete source code files need to install School Management Software. Upload all the files under this folder to your hosting folder and navigate to your url http://yourdomain.com/ . After hitting url http://yourdomain.com/ system redirects to http://yourdomain.com/install/start to start installer.

You will need to pass the server requirements in order to install School Management Software.

Click Database Setup and populate the fields according to your database setup.

If any errors found while connecting you will be notified otherwise you should see the credentials screen

Great! You have successfully installed School Management Software. Click on "Delete Install Directory and Login" button to go to Admin Login page.

If you need help for installation, do not hesitate to open Support Ticket

After successful installation you need to setup few things about your school. School Management Software comes with some predefined data but you still need to configure them as per your school.

Always backup your all files and database before making an upgrade

  • Create backup of all files you have made changes or customized for your features. After upgrade you should replace or re check these files for your changes.
  • Download the newest version from CodeCanyon. Now extract and open folder.
  • Import migrate.sql file in your School Management Software database using phpmyadmin, while importing you must disable/uncheck Enable foreign key checks option at import page. After successfully import your database has been updated.
  • After database update, copy all the files under folder and overwrite to under your School Management Software installation folder.
  • Check all directories permission required in System Requirements section.
  • Clear the cache of your browser and login to Admin Panel and check if everything is okay.
  • After update all roles permissions will be reset so if you have made any changes in permissions previously then re do them again.
  • If you are using your own language, make sure to add key phrases in language files described in Languages section System Settings > Languages.

Check the changelog for changes and bug fixed in this version.

Always backup your all files and database before making an upgrade

  • Create backup of all files you have made changes or customized for your features. After upgrade you should replace or re check these files for your changes.
  • Download the newest version from CodeCanyon. Now extract and open folder.
  • Import migrate.sql file in your School Management Software database using phpmyadmin, while importing you must disable/uncheck Enable foreign key checks option at import page. After successfully import your database has been updated.
  • After database update, copy all the files under folder and overwrite to under your School Management Software installation folder.
  • Check all directories permission required in System Requirements section.
  • Clear the cache of your browser and login to Admin Panel and check if everything is okay.
  • After update all roles permissions will be reset so if you have made any changes in permissions previously then re do them again.
  • If you are using your own language, make sure to add key phrases in language files described in Languages section System Settings > Languages.

If you experience any trouble while updating, open support ticket and we will be happy to assist you.

  • Old Examination module and data is now discontinued
  • Old Class Timetable data is now discontinued
  • Old Assign Subjects is now discontinued
  • Old Assign Class Teacher data is now discontinued
  • Old Homework data is now discontinued
  • Old relevant (above) reports data may be discontinued
  • All customized roles permissions will be reset

Using School Management Software

School Management Software - General Overview

Before start using School Management Software consider a general scenario of typical school of class 1 to 12th, each classes have sections like Section A, Section B. There will various subjects for different classes like some subjects are theory and some are practical. Exams are created using these subjects and classes. Students enter in classes by new admission or promoted by their previous class after successful passing of previous class. During course of student we will charge fees to students and collecting them at monthly or one time basis. We like to record attendance of our students. Our school may be providing transport facility to student. Our school have library for students have to maintain books inventory. Our school have hostels and providing hostel facility to our students. Obviously our school has teachers to teach and manage students. We like to communicate our teachers, students and parents. We like to record all the expenses done in our school like miscellaneous bills, salary payments etc. After everything we like to analyze various reports based on our school.

If you are using School Management Software for a training centre then may be you like to admit students in two classes, since version 5 we have introduce multi class feature where you can admit a single student in two classes simultaneously.

Apart from above we also like to provide access to our School Management Software to other users like Teachers, Accountants, Librarians, Students and their Parent. For these School Management Software have 8 inbuilt user's roles- SuperAdmin, Admin, Teacher, Accountant, Librarian, Receptionist, Student and Parent. Virtually you can create unlimited number of user roles for staff members.

Admin Panel

Login to Admin Panel through URL - http://yourdomain/site/login

Admin Panel consist 23 modules listed below -

  • Front Office - for all reception/front office related activities like enquiries, calls, visitors, postal receive/dispatch
  • Student Information - for all the information related to student like student search, profile, student admission, student history
  • Fees Collection - for all the details related to student fees collection, fees master creation, fees dues, fees reports
  • Income - for all the income other than fees collection can be manage here like add income, search income, income head
  • Expenses - for all the expenses related to school can be manage here like add expenses, search expenses, expense head
  • Attendance - for managing student attendance and attendance report
  • Examinations - for managing all the exams conducted by school like create exam, schedule exam, exam marks entry, marks grade
  • Online Examinations - for managing online exams conducted by school
  • Academics - for managing all the parameters / master data required to run school like classes, sections, subjects, assign teachers, class timetable, promote student to upper class
  • Human Resource - for all the information related to staff members can be manage here like staff search, profile, attendance, payroll, leaves
  • Communicate - it works like a notice board basically a messaging system for communication to students, parents and teachers
  • Download Center - for managing downloadable documents like assignments, study material, syllabus and other documents need to distribute students and teachers
  • Homework - teachers can give homework here and further evaluate them
  • Library - all the books in your library can be manage here
  • Inventory - manage all the assets of your school with stocks and store under inventory module
  • Transport - for managing transportation service like routes and their fares
  • Hostel - for managing hostels, hostel rooms and their fares
  • Certificate - design and generate student certificate and ID Card here
  • Front CMS - manage front public site of School Management Software here by creating pages, menus, events, gallery, news
  • Reports - all the various reports related to different modules can be found here
  • System Settings - configure School Management Software here for different settings like school, sessions, admin password, SMS, Paypal, backup / restore, languages
  • Calendar & ToDo List - track and manage all daily/monthly activities and create your task in todo list

To understand how School Management Software works first we need to configure and setup it for our school. In this whole documentation we will consider our sample school which is Mount Carmel School.

Steps to setup your school

In the Admin panel go to System Settings > General Setting in upper right side click on Edit button to update your school data

  • Update your School Name, School Code (School Code is your school affiliation / accreditation no), Address, Phone, Email (for remaining settings please check System Settings section) now click on Save button to update record.
  • For updating your school print logo (used in fees receipt and payslip print) go to System Settings > General Setting in lower left side click on Edit Print Logo button (it is recommended for logo to use .png image with transparent or white background and around 200px x 200px in size). Now drag and drop or select your logo file. By clicking on Edit Admin Logo and Edit Admin Small Logo you can set logo for admin panel. Edit App Logo to set logo for mobile app.
  • For automated SMS messaging add any one of available SMS Gateway with the required details from System Settings > SMS Setting.
  • To enabling online payment in Parent Panel and Student Panel update your payment gateway account details for this, go to System Settings > Payment Methods select your appropriate payment gateway and add you payment gateway account details then click on save button and enable it from right side box.
  • At this point we have completed basic setup of our school. Now we will add our academics in School Management Software like Classes, Sections, Subjects, Teachers.
  • For adding classes go to Academics > Classes, before adding classes first add Sections from Academics > Sections. Select Sections comes under a Class when you adding a Class. Classes can be add from left side Add Class form and added classes can be see right side Class List. Add all classes running in your school here.
  • For adding sections go to Academics > Sections, Sections can be add from left side Add Section form and added section can be see right side Section List. Add all section name used in your school here e.g. Class 1 has 3 sections A, B, C and Class 2 has only A, B sections then we will add 3 sections A, B, C here. After adding sections, select section comes in a Class when you adding Classes.
  • For adding Teachers go to Human Resource > Staff Directory, Teachers can be add from top right corner Add Staff button. At this page you can add any staff by selecting its role. If we are creating teacher then we should select Teacher as role and designation as role.
  • For adding subjects go to Academics > Subjects, Subjects can be add from left side Add Subject form and added subjects can be see right side Subject List. Add all subjects including theory and practical in your school here. Subjects can be assign through Subject Groups to their classes in next step.
  • For assigning subjects to their classes go to Academics > Subject Group enter Subject Group then select Class and Section then select all subjects you want to include in this class and section as group now click on Save.
  • Great! you have completed your School Management Software setup. Now further we will understand working of all the modules 1 by 1 in detail.

Front Office

This module has 7 sections

  • Admission Enquiry
  • Visitor Book
  • Phone call Log
  • Postal Dispatch
  • Postal Receive
  • Complain
  • Setup Front Office

First we will Setup Front Office then we will manage student Admission Enquiry, daily Visitors Book, Phone Calls, Postal and Complain.

Setup Front Office- Go to Front Office > Setup Front Office here you will add Purpose, Complain Type, Source, Reference data which will be use in different sections of Front Office. Enter Purpose then Description and click on Save button. All Purpose can be see right side of this page.

Follow same procedure to make entries for Complain Type, Source and Reference.

Admission Enquiry- Admission Enquiry feature is dedicated for managing all student admission related leads and enquiries. Its basically a lead management for student admissions. Go to Front Office > Admission Enquiry Here you can see all active Admission Enquiry. Admission Enquiries that have passed their next follow up dates is marked as red. You can also search/filter Admission Enquiry by Enquiry Date, Source or Enquiry Status. To add New Enquiry click on + Add button. Here enter Name, Phone, Email, Address, Description, Note, Date, Next Follow Up Date, Assigned, Reference, Source, Class and Number Of Child then click on Save button. To edit or delete enquiry simply click on Edit/Delete button from Action column. To follow existing enquiries click on Follow Up button from Action column. Here you can enter Follow Up Date, Next Follow Up Date then person Response and your any Note. From right panel of this window you can check Summary of this enquiry. You can also change status of this enquiry from Status dropdown.

Visitor Book- In Visitor Book we will keep records of all persons coming in school reception for any purpose, e.g. student mother has come to meet their child, a book company executive comes for general enquiry etc. Go to Front Office > Visitor Book enter Purpose, Name, Phone, ID Card, Number Of Person, Date, In Time, Out Time, Note and Attach Document then click on Save button. All Visitors details can be see right side of this page.

Phone Call Log- Here we will keep all records for Incoming/Outgoing Phone calls from reception. Go to Front Office > Phone Call Log enter Name, Phone, Date, Description, Next Follow Up Date, Call Duration, Note and Call Type then click on Save button. All Phone Call Log details can be see right side of this page.

Postal Dispatch- Here we will keep all records for all Postal items dispatched from school to outside. Go to Front Office > Postal Dispatch enter To Title, Reference No, Address, Note, From Title, Date and Attach Document then click on Save button. All Postal Dispatch details can be see right side of this page.

Postal Receive- Here we will keep all records for all Postal items received in school from outside. Go to Front Office > Postal Receive enter From Title, Reference No, Address, Note, To Title, Date and Attach Document then click on Save button. All Postal receive details can be see right side of this page.

Complain- Here we will keep all Complain records coming to reception or from online front site complain page. Go to Front Office > Complain enter Complain Type. Source, Complain By, Phone, Date, Description, Action Taken, Assigned, Note and Attach Document then click on Save button. All Complain details can be see right side of this page.

Student Panel


Login to Student Panel through URL http://yourdomain/site/userlogin. If student belongs to multiple classes then he can switch class from top right corner Class Switcher. Student Panel has 13 sections -

  • My Profile
  • Fees
  • Class Timetable
  • Homework
  • Online Exam
  • Apply Leave
  • Download Center
  • Attendance
  • Notice Board
  • Teachers Review
  • Library Books
  • Transport Routes
  • Hostel Rooms

My Profile- after login student can see their complete profile including fees, exams & document

Fees- student can see their fees details and if online payment gateway is enabled then student can pay their online fees from here.

Class Timetable- student can see their weekly class timetable here

Class Timetable- student can see their weekly class timetable here

Homework- student can see their class homework here

Online Exam- student can take available online exams here

Apply Leave- student can apply leave and check their applied leave status here

Download Center- student can download Assignments, Study Material, Syllabus & Other Download content here

Attendance- student can see their monthly attendance here

Notice Board- student can see their messages sent by Admin & Teachers

Teachers Review- student can rate and review their teachers

Subjects- student can see their study subjects here

Teachers- student can see all teachers list here

Library > Books- student can see all books & their status here

Library > Book Issued- student can see all their issued books & their status here

Transport Routes- student can see all transport routes list here

Hostel Rooms- student can see all hostel rooms details here

Parent Panel


Login to Parent Panel through URL http://yourdomain/site/userlogin. Parent Panel is almost similar to student panel but with following differences listed below-

Parent can see their all children details at once in their Parent Panel

Parent panel currently does not have Multi Class and Chat feature, these features will be added in future updates.

License


School Management Software does not require to enter Envato Market Purchase Code at time of installation but after installation enter your Email address registered with Envato in Admin Panel. After verify your Envato Market Purchase Code admin panel alert message will disappear and your Envato Market Purchase Code will be registered. Envato Market Purchase Code verification process requires internet connection on your server machine. If you don't have internet connection on your server machine then contact to our customer support for offline verification.

School Management Software Changelog


Released Date: 15 March, 2020

General Changes

  • Homework is now based on session
  • Removed deprecated db tables

Features Enhancement

  • Added Fees Print Header Footer
  • Added Staff Salary Receipt Print Header Footer
  • Added subject in absent notification for period wise attendance
  • Added mobile app support
  • Added 3 new payment gateways - Paystack, Instamojo and Razorpay
  • Updated MSG91 library

Bug Fixes

  • Fixed Teacher Restricted Mode
  • Fixed Payroll Report
  • Fixed Admit Card Design and generate issues
  • Fixed Marksheet Design and generate issue
  • Fixed Student Edit image issue
  • Fixed Dashboard counts
  • Fixed Reports issue
  • Fixed Paypal issue
  • Fixed Online Exam status issue
  • Fixed Staff Edit file upload issue
  • Fixed Teacher Rating issue
  • Fixed Some missing language keys
  • Fixed Student panel issues
  • Fixed Parent panel issues
  • Fixed Responsive design issues
  • Fixed RTL design issues
  • Fixed Many design issues

From Updating Changes

  • Old Examination module and data is now discontinued
  • Old Class Timetable data is now discontinued
  • Old Assign Subjects is now discontinued
  • Old Assign Class Teacher data is now discontinued
  • Old Homework data is now discontinued
  • Old relevant (above) reports data is now discontinued

Free Help & Support


All of our items come with free support, and we have a Dedicated Support Ticket System to handle your requests. Support is limited to questions regarding the code features, bugs or problems with the application. We are not able to provide support for code customizations or third-party plugins. If you need help with anything other than minor customizations of your code then you should enlist the help of a developer or our customization service.

Thank you once again for the purchase!