1. Start
  2. System Requirements
  3. Smart School Installation
  4. Updating Smart School
  5. Using Smart School
  6. Admin Panel
  7. ----- Student Information
  8. ----- Fees Collection
  9. ----- Expenses
  10. ----- Attendance
  11. ----- Examinations
  12. ----- Academics
  13. ----- Download Center
  14. ----- Library
  15. ----- Transport
  16. ----- Hostel
  17. ----- Communicate
  18. ----- Reports
  19. ----- System Settings
  20. Teacher Panel
  21. Accountant Panel
  22. Librarian Panel
  23. Student Panel
  24. Parent Panel
  25. Importing New Languages
  26. Changelog
  27. Free Help & Support

Smart School : School Management System

The only software need to run your school Smarter.
By
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Ver. 2.1.0
Email: support@qdocs.in
Website: smart-school.in


We would like to thank you for purchasing Smart School! We are very pleased you have chosen Smart School 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 Smart School. Smart School can be used with any school, college coaching/training institutes.

If you are unable to find your answer here in our documentation, watch our Video Tutorials, and 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 Smart School!

Video Tutorials Help & Support

System Requirements


To installing Smart School, Your web server must be running PHP 5.4 or higher, and Mysql 5 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.

After installation Smart School to work properly, you must make few directories writable. Below are a list of directories you should ensure that have write permissions.

Smart School Installation


Smart School comes with a simple automatic installer.

- 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 Smart School. 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 redirectes to http://yourdomain.com/install/start to start installer.

You will need to pass the requirements in order to install Smart School.

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Click Setup Database 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

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Enter Admin Email and Password for your Admin Panel Login

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

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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. Smart School comes with some predefined data but you still need to configure them as per your school.

Upgrading from Previous Version


Upgrading from Version 2.0.0 to Version 2.1.0

If you have purchased Smart School and new version is available you will need to upgrade your current version to get all the new features and fixes if any. The upgrade is pretty simple just follow the steps below and you will get the newest version of Smart School.

Note: from ver. 2.1.0 we have added aprox. 38 new keys for language. After upgrading from ver. 2.0.0 to 2.1.0 you have to import update\update_language_pack\lang_pharses_EN.sql.zip file for English langauge new keys from your PhpMyAdmin in your database or you can add keys phrases for these keys manually from System Settings > Languages, or contact to our support we will add these key phrases for English language.

Check the changelog for changes made from previous version.


Always backup your all files and database before making an upgrade

  1. Download the newest version from CodeCanyon. Now extract and open update/update_src/step-1 folder.
  2. Create backup to any files you have made changes
  3. Now copy all the content under step-1 folder and overwrite to under your Smart School installation folder.
  4. After that go to http://yourdomain.com/migrate and if upgrade is successful a message will be shown that "Database updated successfully". If you are using your own language make sure to add key phrases to newly added aprox. 38 keys since this version.
  5. After upgrade copy all the files under step-2 folder and overwrite to under your Smart School installation folder.
  6. Clear the cache and login to Admin Panel and check if everything is okay.

Importing new languages

Since ver. 1.2.0 we have added 72 new languages. For importing these languages follow the steps below

Note: This language import process will remove all the languages you have added manually.

  1. From your Hosting Panel go to phpmyadmin and import this update/update_language_pack/update-lang-pack.sql.zip in your database present in your Smart School download folder
  2. Now go to admin panel and select your desired language

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

Using Smart School


Smart School - General Overview

Before start using Smart School 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.

Apart from above we also like to provide access to our Smart School to other users like Teachers, Accountants, Librarians, Students and their Parent. For these Smart School have 6 user's panel - Admin Panel, Teacher Panel, Accountant Panel, Librarian Panel, Student Panel and Parent Panel.

Admin Panel


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

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After successful login you will reach to Admin Dashboard. Below you can find navigational overview of user screen.

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Admin Panel consist 13 modules listed below -

  1. Student Information - for all the information related to student like student search, profile, student admission, promote student to upper class
  2. Fees Collection - for all the details related to student fees collection, fees master creation, fees dues, fees reports
  3. Expenses - for all the expenses related to school can be manage here like add expenses, search expenses, expense head
  4. Attendance - for managing student attendance and attendance report
  5. Examinations - for managing all the exams conducted by school like create exam, schedule exam, exam marks entry, marks grade
  6. Academics - for managing all the parameters / master data required to run school like classes, sections, subjects, teachers, class timetable
  7. Download Center - for managing downloadable documents like assignments, study material, syllabus and other documents need to distribute students and teachers
  8. Library - all the books in your library can be manage here
  9. Transport - for managing transportation service like routes and their fares
  10. Hostel - for managing hostels, hostel rooms and their fares
  11. Communicate - it works like a notice board basically a messaging system for communication to students, parents and teachers
  12. Reports - all the various reports related to different modules can be found here
  13. System Settings - configure Smart School here for different settings like school, sessions, admin password, SMS, Paypal, backup / restore, languages
To understand how Smart School 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 -

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

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  2. Update your School Name, Address, Phone, Email, School Code (School Code is your school affiliation / accreditation no), Session (current running Academic Session for the school), Session Start Month, Language (language in which you want to run your Smart School), Language RTL Text Mode (for Arabian side languages), Timezone, Date Format, Currency (ISO standard 3 digit currency code) and Currency Symbol now click on Save button to update record.
  3. For updating your school logo go to System Settings > General Setting in lower left side click on Edit Logo button.
  4. Update your school logo by choosing your school logo file (it is recommended for logo to use .png image with transparent or white background and around 200px x 200px in size) now click on Edit button to update logo image.
  5. For automated SMS messaging add Clickatell or Twilio SMS Gateway with the required details from System Settings > SMS Setting.
  6. To enabling online payment through Paypal in Parent Panel update your Paypal account details for this go to System Settings > Paypal Setting update your Paypal Username, Paypal Password, Paypal Signature, Paypal Email and to enable or disable it use OFF / ON button, now click on save button.
  7. At this point we have completed basic setup of our school. Now we will add our academics in Smart School like Classes, Sections, Subjects, Teachers.
  8. 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.

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  9. 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.
  10. For adding Teachers go to Academics > Teachers, Teachers can be add from left side Add Teacher form and added teacher can be see right side Teacher List. Add all teachers in your school here.
  11. 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 will be assign to their classes in next step.
  12. For assigning subjects to their classes go to Academics > Assign Subjects select Class 1 and section A then click on Search button, now below a row has been open for selecting subject and teacher for this subject. For adding more rows click on Add button. After selecting all subjects and their concerning teachers click on Save button in present right bottom to save all subjects and teachers under this class-section.

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  13. Great! you have completed your Smart School setup. Now further we will understand working of all the modules 1 by 1 in detail.

Student Information


This module has 4 sections -

  1. Student Details
  2. Student Admission
  3. Student Categories
  4. Promote Students

First we will add Student Categories then take Student Admission then search Students Details then Promote Students to next Class and Session.

Fees Collection


This module has 10 sections -

  1. Collect Fees
  2. Fees Master
  3. Fees Group
  4. Fees Type
  5. Fees Discount
  6. Search Fees Payment
  7. Search Due Fees
  8. Fees Statement
  9. Balance Fees Report
  10. Accountants

Important Note: Since version 2.1.0 previous Fees Collection module does not supported. From version 2.1.0 we have introduced whole new Fees Collection module to provide new features like partial payment, real time fees, fees discount, fees allotment at student level etc. Unfortunately, it is not possible to provide these features on previous Fees Collection module database design. Existing users need to shift their Fees Collection data entry manually on new version. This new Fees Collection module has long term support and will not be change at core of database design.

First we will prepare our Fees Structure for Current Session by configuring Fees Type, Fees Group and Fees Master then we will Collect Fees of students then we will understand and review various fees reports by using Search Fees Payment, Search Due Fees, Fees Statement and Balance Fees Report.

Lets understand how we will create fees structure in Smart School by using Fees Type, Fees Group & Fees Master. Fees Type means different types of fees can be collect by school e.g. Admission Fees, April Month Fees, May Month Fees, June Month Fees, Exam Fees, Dress/Uniform Fees, Library Fees, Sports Fees, Transportation Bus Fees, Picnic Fees etc. Fees Group Fees Group is use to make grouping of different Fees Type Then you can assign/allocate this Fees Group to whole class-section or a particular student. When you assign/allocate a Fees Group on a class-section or a particular student all Fees Type under this group with their Fees Master amount will be applied directly. You can assign/allocate multiple Fees Groups on a class-section or a particular student. Suppose we have created a Fees Group with the name Class 6 (2 Installments) and added Fees Types Admission Fees ($1000), 1st Installment ($5000), 2nd Installment ($5000) then assign/allocate this Fees Group Class 6 (2 Installments) on those students only who want to pay fees in 2 installments. You can create another Fees Group with the name Class 6 (1 Installments) and add Fees Type Admission Fees ($1000), Full Installment ($9500). You can also create another fees group with the name Class 6 Transport Fees and add Transport Fees as Fees Type and assign/allocate on those students who use transport facility. Note: Fees Type and Fees Group are not dependent on Academic Session but Fees Master is created session wise so you need to enter Fees Master data for every session.

Expenses


This module has 3 sections -

  1. Add Expense
  2. Search Expense
  3. Expense Head

First we will create our Expense Head then we will Add our daily/monthly Expenses then we will Search our Expense.

Attendance


This module has 3 sections -

  1. Student Attendance
  2. Attendance By Date
  3. Attendance Report

First we will enter Student Attendance then we will search student attendance for a particular date or we can get whole month students Attendance Report.

Examinations


This module has 4 sections -

  1. Exam List
  2. Exam Schedule
  3. Marks Register
  4. Marks Grade

First we will prepare Marks Grade then create exam in Exam List then enter Exam Schedule then enter marks in Marks Register. Note that there is no need to prepare Marks Grade if your institution is not following Grading System in exams. Just leave Marks Grade & don't make any entry in it.

Academics


This module has 6 sections -

  1. Class Timetable
  2. Assign Subjects
  3. Subjects
  4. Teachers
  5. Class
  6. Sections

We have already described few section of Academics Module during Steps to setup your school, but now we will completely understand Academics modules sections. First we will create Sections then Classes then adding sections in classes then create Subjects then Teachers then Assign Subjects & Teachers to Class-Section then Create Class Timetable.

Download Center


This module has 5 sections -

  1. Upload Content
  2. Assignments
  3. Study Material
  4. Syllabus
  5. Other Downloads

In Download Center we will upload all content from Upload Content section under four content types Assignments, Study Material, Syllabus, Other Download & rest of four sections are used for viewing uploaded content under these content types.

Library


This module has 6 sections -

  1. Add Book
  2. Book list
  3. Issue Return
  4. Add Student
  5. Add Teacher
  6. Librarians

First we will Add Books in library then view & search books in Book List.

Transport


This module has 3 sections -

  1. Routes
  2. Vehicles
  3. Assign Vehicle

First we will add Routes then add Vehicles then Assign Vehicle on Routes.

Hostel


This module has 3 sections -

  1. Hostel Rooms
  2. Room Type
  3. Hostel

First we will add Hostel then Room Type then add Hostel Rooms.

Communicate


This module has 2 sections -

  1. Notice Board
  2. Send Message

First we will Send Messages then sent messages can be see at Notice Board.

Reports


This module has 6 sections -

  1. Student Report
  2. Fees Statement
  3. Balance Fees Report
  4. Transaction Report
  5. Attendance Report
  6. Exam Marks Report

All the reports of other different modules are present under this module & few other reports are present only in Reports module.

System Settings


This module has 7 sections -

  1. General Setting
  2. Session Setting
  3. SMS Setting
  4. Email Setting
  5. Paypal Setting
  6. Backup / Restore
  7. Languages
  8. Admin Users
  9. Users

All 9 sections of this module are mutually interdependent but need to configure to run whole system properly.

  1. Afrikaans
  2. Albanian
  3. Amharic
  4. Arabic
  5. Azerbaijan
  6. Basque
  7. Bengali
  8. Bosnian
  9. Catalan
  10. Cebuano
  11. Chinese
  12. Czech
  13. Danish
  14. Dutch
  15. English
  16. Esperanto
  17. Estonian
  18. Finnish
  19. French
  20. Galician
  21. Georgian
  22. German
  23. Greek
  24. Gujarati
  25. Haitian (Creole)
  26. Hebrew
  27. Hindi
  28. Hungarian
  29. Icelandic
  30. Indonesian
  31. Irish
  32. Italian
  33. Japanese
  34. Javanese
  35. Kannada
  36. Korean
  37. Latin
  38. Latvian
  39. Lithuanian
  40. Macedonian
  41. Malagasy
  42. Malay
  43. Malayalam
  44. Maltese
  45. Maori
  46. Marathi
  47. Mongolian
  48. Nepali
  49. Norwegian
  50. Persian
  51. Portuguese
  52. Punjabi
  53. Romanian
  54. Russian
  55. Scottish
  56. Sinhala
  57. Slovakian
  58. Slovenian
  59. Spanish
  60. Sundanese
  61. Swahili
  62. Swedish
  63. Tagalog
  64. Tamil
  65. Telugu
  66. Thai
  67. Turkish
  68. Urdu
  69. Uzbek
  70. Vietnamese
  71. Welsh
  72. Xhosa
  73. Yiddish

Teacher Panel


Login to Teacher Panel through URL http://yourdomain/site/userlogin. Teacher Panel has almost all features present in Admin Panel except these features -

  1. Promote Students - Student Information > Promote Student
  2. Fees Collection Module
  3. Expense Module
  4. Add Teachers - Academics > Teachers > Add Teachers
  5. Library Module
  6. Transaction Reports - Reports > Transaction Reports
  7. System Settings Module

Accountant Panel


Login to Accountant Panel through URL http://yourdomain/site/userlogin. Accountant Panel has almost all features present in these 2 modules Fees Collection and Expense in Admin Panel except this feature -

  1. Accountants - Fees Collection > Accountants

Librarian Panel


Login to Librarian Panel through URL http://yourdomain/site/userlogin. Librarian Panel has almost all features present in Library module in Admin Panel except this feature -

  1. Librarians - Library > Librarians

Student Panel


Login to Student Panel through URL http://yourdomain/site/userlogin. Student Panel has 11 sections -

  1. My Profile
  2. Class Timetable
  3. Attendance
  4. Examinations
  5. Notice Board
  6. Subjects
  7. Teachers
  8. Library Books
  9. Transport Routes
  10. Hostel Rooms
  11. Download Center

Parent Panel


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

  1. Parent can see their all children details at once in their Parent Panel
  2. Parent can pay their children fees through Paypal Online Payments if Paypal Payment Gateway is configured & enabled from Admin

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  3. Download Center is not present in Parent Panel

Importing New Languages


Since ver. 1.2.0 we have added 72 new languages. For importing these languages follow the steps below

  1. From your Hosting Panel go to phpmyadmin and import this language_pack/language-pack.sql.zip in your database, present in your Smart School download folder
  2. Now go to admin panel and select your desired language

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

Smart School Changelog for Released Versions


Version 1.0.0

Released Date: 18 February, 2017

We are happy to announce the initial version release. Version 1.0.0 – First version released


Version 1.0.1

Released Date: 01 March, 2017

General Changes

Features Enhancement

Bug Fixes


Version 1.2.0

Released Date: 15 April, 2017

General Changes

Features Enhancement

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.

Please mention your Codecanyon Purchase Code with your support ticket.

Go to Support Portal

Thank you once again for the purchase!


Once again, thank you to trust on Smart School. We will be glad to help you if you have any questions relating to this application. No guarantees, but we will do best to assist.

Please if you like this Smart School, please do not forget to rate us at Codecanyon
QDOCS Team