Smart School : School Management System

The only software need to run your school Smarter.
By
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Ver. 3.0.1
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 5.1 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 5.3+
  • MYSQL 5.1+
  • mod_rewrite Apache
  • Mcrypt Extension
  • MBString Extension
  • MYSQLi Extension
  • Zip Extension
  • CURL Extension (recommended)
  • * In most hosting accounts, these extensions are enabled by default. But you should check with your hosting provider.

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.

  • installation_dir/backup
  • installation_dir/backup/database_backup
  • installation_dir/backup/temp_uploaded
  • installation_dir/uploads
  • installation_dir/uploads/school_content/logo
  • installation_dir/uploads/school_content/material
  • installation_dir/uploads/student_documents
  • installation_dir/uploads/student_images
  • installation_dir/uploads/teacher_images
  • installation_dir/uploads/accountant_images
  • installation_dir/uploads/librarian_images
  • installation_dir/uploads/inventory_items
  • installation_dir/uploads/school_expense
  • installation_dir/uploads/school_income

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 redirects to http://yourdomain.com/install/start to start installer.

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

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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

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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 3.0.0 to Version 3.0.1

If you are already using Smart School and new version is available then you should 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.

Important note: Smart School version 3.0.1 is a bug fix release version and not have any new functionality. But version 3.0.1 has many bug fixes present in version 3.0.0 . It is requested to upgrade your existing Smart School version 3.0.0 to 3.0.1 even if you have applied patch smart_school_patch_3.0.0.1.zip .

Check the changelog for bug fixed 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. 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".
  5. After upgrade copy all the files under step-2 folder and overwrite to under your Smart School installation folder.
  6. Check all directories permission required in System Requirements section.
  7. Clear the cache of your browser and login to Admin Panel and check if everything is okay.
  8. If you are using your own language make sure to add key phrases to newly added approx. 90 keys since this version.

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. Soon we are going to change whole language Module from database to file based language files so we can provide future proof and consistent multi language system this results we are not updating other languages key phrases.

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 15 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. Income - for all the income other than fees collection can be manage here like add income, search income, income head
  4. Expenses - for all the expenses related to school can be manage here like add expenses, search expenses, expense head
  5. Attendance - for managing student attendance and attendance report
  6. Examinations - for managing all the exams conducted by school like create exam, schedule exam, exam marks entry, marks grade
  7. Academics - for managing all the parameters / master data required to run school like classes, sections, subjects, teachers, class timetable
  8. Download Center - for managing downloadable documents like assignments, study material, syllabus and other documents need to distribute students and teachers
  9. Library - all the books in your library can be manage here
  10. Inventory - Manage all the assets of your school with stocks and store under inventory module
  11. Transport - for managing transportation service like routes and their fares
  12. Hostel - for managing hostels, hostel rooms and their fares
  13. Communicate - it works like a notice board basically a messaging system for communication to students, parents and teachers
  14. Reports - all the various reports related to different modules can be found here
  15. 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 any one of available SMS Gateway with the required details from System Settings > SMS Setting.
  6. To enabling online payment in Parent 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.
  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.

  • Student Categories- Go to Student Information > Student Categories Add all student categories here. Student categories can be caste, community or group wise.

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  • Student Admission- Go to Student Information > Student Admission add student basic details Admission No, Roll No, select Class and Section, First Name, Last Name, Gender, Date Of Birth, Category, Religion, Caste, Student Mobile No, Email, Admission Date, RTE (Right To Education - in some countries there is a government funded scheme under which student get free education and government pay fees for these students), Student Photo, if this student has sibling and already study in this school then click on Add Sibling button and select sibling (note that if student has more than one sibling study in school then you do not have to select all the siblings just select any one sibling and system automatic detects other siblings), add student Father, Mother and Guardian details. Now click on Save button to complete student admission, if you want to add more details of student like Student Address Details, Transport Route Details, Miscellaneous Details and Upload Documents then click on Add More Detail button. Student admission, admit students in by default in current selected session.

    To importing bulk students for admission click on upper right side Import Student button. Now select class and section and browse .csv and click on Import Students Data file to import student data. You can download sample .csv file by clicking upper right Download Sample Import File button. Note that by importing bulk student you have to update student record for proper admission record.

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  • Student Details- Go to Student Information > Student Details select Class and Section and click on Search button to get student list under this class-section. You can also search student by keyword in Search Input Box and click on Search button. After search you will get student list below. There are two views here one is List View and Details View. Every row has three buttons in right side Show (to see student profile), Edit (to edit student profile) and Add Fee (to add student fees). Click on Show button to open student profile. Student profile page provides 360* View of student, consist student basic details, address details, parent / guardian details, miscellaneous details, fees details, exam details and documents related to student. You can check student and their guardian login credentials by clicking on Login Details link. If any student get admitted by mistake and we need to Delete its record then click on Delete Student link. Be careful! once student deleted, there is no way to rollback its record.

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  • Promote Students- Go to Student Information > Promote Students select Class and Section and click on Search button to get student list under this class-section. Here you can see every student has Current Result column with Pass / Fail and Next Session Status column with Continue / Leave options and three drop down to select Promote In Session, Class, Section just above the student list.

    Now let's understand how Promote Student works. Promoting students to next session and class-section depends on two things, 1). Student is pass or fail in main examination and 2). Student will be continue in school or leaving from school. If student is pass and will continue to school, only then student will be promoted to next session and class-section. If student is fail and continue to school then students will be promoted to next session but class-section will be remain as it is. If student is pass but leaving to student then student will not be promoted to next session nor promoted to next class-section. This is the whole mechanism of Promote Student. Smart School automatically manage promotion of session and class-section. To promote students first select Promote In Session, Class, Section and for every student select Current Result pass or fail and Next Session Status continue or leave and click on Promote button from bottom right.

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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 Instalments) and added Fees Types Admission Fees ($1000), 1st Instalment ($5000), 2nd Instalment ($5000) then assign/allocate this Fees Group Class 6 (2 Instalments) on those students only who want to pay fees in 2 Instalments. You can create another Fees Group with the name Class 6 (1 Instalments) and add Fees Type Admission Fees ($1000), Full Instalment ($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.

  • Fees Type- Go to Fees Collection > Fees Type add all your Fees Type here with Fees Code. All Fees Type can be see at right side of this page.

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  • Fees Group- Go to Fees Collection > Fees Group add all your Fees Group here. All Fees Group can be see at right side of this page.

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  • Fees Master- Go to Fees Collection > Fees Master add all your fees amount for current selected session here. Select Fees Group then Fees Type then Due Date then enter Amount means fees amount for selected session now click Save button. All Fees Master with Fees Group and Fees Code with amount can be see at right side of this page for current selected session.

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    To assign/allocate Fees Group click on Assign/View button from Action column. Now at next page select Class then Section and click on Search button. Now select the students on which you want to assign/allocate this Fees Group then lick on Save button.

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  • Fees Discount- Go to Fees Collection > Fees Discount add all your Fees Discount here with Discount Name, Discount Code, Amount and Description. All Fees Discount can be see at right side of this page. To assign/allocate discount click on Assign/View button from Action column.

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    On Next page select Class and Section then click on Search button. After Search select students on which this discount have to be applied then click on Save button.

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  • Collect Fees- Go to Fees Collection > Collect Fees select Class & Section & click in Search button to get student list under this class-section. You can also search student by keyword in Search Input Box and click on Search button. After search you will get student list below. Click on Collect Fees button to go to collect fees page. Here you can see student details including student picture then next you can see all assign/allocate fees details. Collecting fees is very simple just click the + button from Action column a modal window will appear, here select Date then Amount will be auto fetch by balance for this Fees Invoice. You can enter any amount for Partial Fees payment, then enter Discount (if any) then enter Fine (if any) then Payment Mode then Note then click on Collect Fees button. Now fees has been collected & Revert button visible for reverting this fees. For printing Fees Receipt click on Print button from Action column.

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    Fees Discount Adjustment: When you assign/allocate Fees Discount on any student then it will be only assigned To make it apply you need to adjust this discount on any Fees Invoice payment by giving discount. To apply discount you need to first give discount on any fees invoice then click on Apply Discount button from Action column, a modal window will be open. Here enter Payment Id on which this discount has been given and enter description (if any). Now click on Apply Discount button to apply discount.

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  • Search Fees Payment- Go to Fees Collection > Search Fees Payment for searching any fees payment details through Payment ID enter Payment Id & click search button you will get the details for this payment id.

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  • Search Due Fees- Go to Fees Collection > Search Due Fees for searching those students who have not done payment for a particular fees type then select Fees Category then Fees Type then Class then Section & click Search button, you will get all the students list for due fees.

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  • Fees Statement- Go to Fees Collection > Fees Statement to get fees statement for a student. Select Class then Section then Student then click Search.

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  • Balance Fees Report- Go to Fees Collection > Balance Fees Report to know Total Fees, Total Paid Fees & Total Balance Fees in a particular Section, select Class then Section then click on Search button.

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  • Accountants- Go to Fees Collection > Accountants to add new Accountant User for Accountant Panel enter Accountant Name, Email, Gender, Date of Birth, Address, Phone, Accountant Photo & click Save button. All the Accountant can be see right side of this page. To view Accountant's complete profile & login credential click on Show button in Action column.

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Income


This module has 3 sections -

  1. Add Income
  2. Search Income
  3. Income Head

First we will create our Income Head then we will Add our daily/monthly Incomes then we will Search our Income.

  • Income Head- Go to Income > Income Head enter Income Head and its Description then click on Save button. All Income head can be see right side of this page.

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  • Add Income- Go to Income > Add Income select Income Head then enter Income Name then Date of Income then Amount then Attach Document then Description & click on Save button. Recently added 10 Incomes can be see right side of this page.

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  • Search Income- Go to Income > Search Income to search Incomes between two dates or by a keyword select Date From & Date To or enter keyword then click on Search button, you will get the list of all Incomes related to your search criteria.

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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.

  • Expense Head- Go to Expenses > Expense Head enter Expense Head and its Description then click on Save button. All expense head can be see right side of this page.

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  • Add Expense- Go to Expenses > Add Expense select Expense Head then enter expense Name then Date of expense then Amount then Attach Document then Description & click on Save button. Recently added 10 expenses can be see right side of this page.

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  • Search Expense- Go to Expenses > Search Expense to search expenses between two dates or by a keyword select Date From & Date To or enter keyword then click on Search button, you will get the list of all expenses related to your search criteria.

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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.

  • Student Attendance- Go to Attendance > Student Attendance select Class then Section then Attendance Date then click Search button. Now below you can see list of students & attendance options like Present, Late, Absent etc. Select the attendance for students then click on Submit Attendance button. To enter National Holiday or Sunday select Mark as holiday button then Submit Attendance button. Note that is attendance is already submitted for a date then you can only edit attendance.

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  • Attendance By Date- Go to Attendance > Attendance By Date to check attendance for a particular date select Class then Section then Date then click on Search button.

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  • Attendance Report- Go to Attendance > Attendance Report to check attendance for a whole month select Class then Section then Month then click Search button.

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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.

  • Marks Grade- Go to Examination > Marks Grade enter Grade Name, Percent From, Percent Upto, Description & click on Save button. All the grades can be see at right side of this page.

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  • Exam List- Go to Examination > Exam List enter Exam Name, Note & click Save button. All the exams can be see at the right side of this page, you can also check exam status by clicking View Status button.

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  • Exam Schedule- Go to Examination > Exam Schedule this section has two parts 1) Adding/Editing Exam Schedule 2) Viewing existing Exam Schedule.

    For Adding/Editing Exam Schedule click on Add button then on next page select Exam Name, Class, Section then you will get all Subjects now enter Date, Exam Start Time, Exam End Time, Exam Room, Exam Subject Full Marks, Exam Subjects Minimum Passing Marks & click on Submit button to save exam Schedule.

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    For viewing existing Exam Schedule (go to Examination > Exam Schedule) select Class, Section then click Search button, you will see all exams under this Class-Section now click View to see Exam Schedule.

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  • Marks Register- Go to Examination > Marks Register Marks Register section has two parts 1) Adding/Editing exam marks 2) Viewing exam marks.

    For Adding/Editing Exam Marks click on Add button then on next page select Exam Name, Class, Section then you will get all students list now enter marks for all the exam subjects & click on Save button to submit marks.

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    For viewing Exam Marks (go to Examination > Marks Register) select Exam Name, Class, Section to see marks list.

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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.

  • Sections- Go to Academics > Sections enter Section Name & click Save button. All the sections can be see right side on this page.

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    Class- Go to Academics > Class enter Class Name & click Save button. All the Classes can be see at right side of this page. For adding Sections in Class click on + sign button in Action column now on next page select Section & click on Save button, section list can be see at right side of this page which are present in the current selected Class.

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  • Subjects- Go to Academics > Subjects enter Subject Name, Subject Type (Theory/Practical), Subject Code then click Save button. All the subjects can be see at the right side of this page.

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  • Teachers- Go to Academics > Teachers enter Teacher Name, Email, Gender, Date of Birth, Address, Phone, Teacher Photo & click Save button. All the teacher can be see right side of this page. To view teacher's complete profile & login credential click on Show button in Action column.

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  • Assign Subjects- Go to Academics > Assign Subjects select Class, Section then click Search button. Now select Subject & Teacher. For adding more Subject & Teacher click on Add button & select Subject & Teacher, finally click on Save button to Save assigned Subjects & Teachers.

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  • Class Timetable- Go to Academics > Class Timetable Class Timetable has two parts 1) Adding/Editing class timetable 2) Viewing class timetable.

    For Adding/Editing Class Timetable click on Add button then on next page select Class, Section, Subject & click Search button then you will get 7 days list now enter Start Time, End Time, Room No for each days & click on Save button to save timetable.

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    For viewing Class Timetable (go to Academics > Class Timetable) select Class, Section & click Save button to see class timetable.

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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.

  • Upload Content- Go to Download Center > Upload Content enter Content Title, Content Type, Class, Upload Date, Description, Select File & click Save button. Recently uploaded 10 contents can be see right side at this page. You can download content by clicking Download button in action column.

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  • Assignments- Go to Download Center > Assignments all the content uploaded under Assignments content type can be see at this page.
  • Study Material- Go to Download Center > Study Material all the content uploaded under Study Material content type can be see at this page.
  • Syllabus- Go to Download Center > Syllabus all the content uploaded under Syllabus content type can be see at this page.

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  • Other Downloads- Go to Download Center > Other Downloads all the content uploaded under Other Downloads content type can be see at this page.

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.

  • Add Book- Go to Library > Add Book enter Book Title, Book No, ISBN No, Publisher, Author, Subject, Rack No, QTY, Book Price, Inward Date, Description & click Save button.

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  • Book List- Go to Library > Book List all the books in library can be view and search at this page.

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  • Issue Return- Go to Library > Issue Return to issue/return a book to library member click on Issue Return button from action column in Members List. Now you will reach to Issue Return page. To Issue a book select Books, Return Date from Issue Book section. Currently Issued Books can be see in Books Issued section. To Return an issued book click on Return button in Action column.

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  • Add Student- Go to Library > Add Student to add Student as Library Member, select class and section then click on search button to display list of students then click on + button from student's list action column, if student is already a library member then this student row shows in green color and there will be Surrender button in action column to surrender their membership.

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  • Add Teacher- Go to Library > Add Teacher to add Teacher as Library Member click on + button visible teacher's list action column, if teacher is already a library member then this teacher row shows in green color and there will be Surrender button in action column to surrender their membership.

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  • Librarians- Go to Library > Librarians to add new Librarian User for Librarian Panel enter Librarian Name, Email, Gender, Date of Birth, Address, Phone, Librarian Photo & click Save button. All the Librarian can be see right side of this page. To view Librarian's complete profile & login credential click on Show button in Action column.

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Inventory


This module has 6 sections -

  1. Issue Item
  2. Add Item Stock
  3. Add Item
  4. Item Category
  5. Item Store
  6. Item Supplier

First we will create our Item Category then Item Store then Item Supplier then we will add Item then Item Stock then we will Issue Items to any staff members.

  • Item Category- Go to Inventory > Item Category enter Item Category and its Description then click on Save button. All Item Category can be see right side of this page.

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  • Item Store- Go to Inventory > Item Store enter Item Store Name, Item Stock Code and Description then click on Save button. All Item Store can be see right side of this page.

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  • Item Supplier- Go to Inventory > Item Supplier enter Item Supplier Name, Phone, Email, Address then enter Contact Person Name, Phone, Email and Description then click on Save button. All Item Supplier can be see right side of this page.

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  • Add Item- Go to Inventory > Add Item enter Item Name, select Item Category and Description then click on Save button. All Items can be see right side of this page.

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  • Add Item Stock- Go to Inventory > Add Item Stock select Item Category, Item, Supplier, Store then enter Item Quantity, Date, select Attach Document and Description then click on Save button. All Item Stock can be see right side of this page.

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  • Issue Item- Go to Inventory > Issue Item at this page you can see issued item status. To return an item click on Click to Return button from Status column.

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    To issue an item click on Issue Item button present on top right side of this page. Now at this page select User Type then select person from Issue To then enter name who is issuing this Item in Issue By, select Issue Date, Return Date, enter Note then select Item Category, Item, enter Available Quantity then click on Save.

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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.

  • Routes- Go to Transport > Routes enter Route Title, Fare & click Save button. All the routes can be see right side at this page.

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  • Vehicles- Go to Transport > Vehicles enter Vehicle No, Vehicle Model, Year Made, Driver Name, Driver License, Driver Contact, Note & click Save button. All the vehicles can be see right side at this page.

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  • Assign Vehicle- Go to Transport > Assign Vehicle select Route then Vehicle & click Save button. All the assigned vehicles can be see right side at this page.

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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.

  • Hostel- Go to Hostel > Hostel enter Hostel Name, Type, Address, Intake, Description & click Save button. All the hostels can be see right side at this page.

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  • Room Type- Go to Hostel > Room Type enter Room Type, Description & click Save button. All the room types can be see right side at this page.

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  • Hostel Rooms- Go to Hostel > Hostel Room enter Room No / Name, Hostel, Room Type, No of Bed, Cost Per Bed, Description & click Save button. All the hostel rooms can be see right side at this page.

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Communicate


This module has 4 sections -

  1. Notice Board
  2. Send Message
  3. Send Email / SMS
  4. Email / SMS Log

We will send messages through Notice Board or Email / SMS and then sent messages can be check at Notice Board or Email / SMS Log

  • Send Message- Go to Communicate > Send Message enter Message Title, Message, Notice Date, Publish Date, Message To & click Save button. Note that, Notice Date is the date at which notice is being post & Publish Date is the date at which notice is being visible to Teachers, Students & Parents.

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  • Notice Board- Go to Communicate > Notice Board here you can see all the posted messages.

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  • Send Email / SMS- Go to Communicate > Send Email / SMS at this page there are three tabs Group, Individual and Class to select which users group you want to send email / sms. You can also send only Email or SMS or both at once.

    Open Group tab to send email / sms to all Students, Guardians, Teachers, Accountant and Librarians enter message Title then select Send Through to send message through Email or SMS or both, then enter Message then select all those users groups (Students, Guardians, Teachers, Accountant and Librarians) you want to send this Email / SMS then cick to Send button. Here note that text entered in Title will not be sent through SMS, Title text will only send through email as email subject and Message text will be send as email body.

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    Open Individual tab to send email / sms to individually selected Students, Guardians, Teachers, Accountant and Librarians.

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    Open Class tab to send email / sms to all students under selected Class-Section.

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  • Email / SMS Log- Go to Communicate > Email / SMS Log here you can see all the email / sms sent through Send Email / SMS.

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Reports


This module has 7 sections -

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

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

  • Student Report- Go to Reports > Student Report select Class, Section, Category(optional), Gender(optional), RTE(optional) & click Search button. You will get all the students list & details also you can download this report as PDF.

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  • Fees Statement- Go to Reports > Fees Statement to get fees statement for a student. Select Class then Section then Student then click Search.

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  • Balance Fees Report- Go to Reports > Balance Fees Report to know Total Fees, Total Paid Fees & Total Balance Fees in a particular Section, select Class then Section then click on Search button.

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  • Transaction Report- Go to Reports > Transaction Report to get all the transactions under fees collection & expense can be search here. Select Date From, Date To & click Search button to get all the transactions.

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  • Attendance Report- Go to Report > Attendance Report to check attendance for a whole month select Class then Section then Month then click Search button.

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  • Exam Marks Report- Go to Reports > Exam Marks Report to view exam marks select Exam Name, Class, Section to see marks list.

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  • User Log- Go to Reports > User Log to view which user has been login to Smart School system at which time, from which IP Address, OS, Browser etc.

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System Settings


This module has 10 sections -

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

All 10 sections of this module are mutually interdependent but need to configure to run whole system properly.

  • General Setting- Go to System Settings > General Setting this section has 2 part 1) Updating school profile date 2) Updating your school logo.

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    For updating your school data click on Edit button (upper right side of page). On next page update your School Name, School Code (School Code is your school affiliation / accreditation no), Address, Phone, Email, 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 then select Current Theme now click on Save button to update record.

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    For updating your school logo go to System Settings > General Setting in lower left side click on Edit Logo button. On next page select your logo file & click on Edit button to update your logo.

  • Session Setting- Go to System Settings > Session Setting in Smart School by default you get 15 years of Sessions data from 2015-16 to 2029-30 but still you want to add more sessions then enter Session (must be in format like 2015-16, 2016-17 etc.) & click Save button. All the sessions can be see right side of page.

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  • Notification Setting- Go to System Settings > Notification Setting in Smart School there are 5 events Student Admission, Exam Result, Fees Submission, Absent Student and Login Credential where automated Email / SMS are sending to concerning person's email / mobile number. To control, when email / sms notifications will be send use Notification Setting.

    Check the following at which event, which person receive notification

    • Student Admission: Guardian
    • Exam Result: Student
    • Fees Submission: Guardian
    • Absent Student: Guardian
    • Login Credential: Student, Guardian, Teacher, Accountant, Librarian

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  • SMS Setting- Go to System Settings > SMS Setting for SMS notifications to student, guardian and other users you must have to add SMS Gateway details in Smart School. Add Clickatell, Twilio, MSG91, Text Local, SMS Country or Twilio SMS Gateway with the required details. You can add multiple sms gateways but only one can be enable at a time. You can also add any other http api based sms gateways too through Custom SMS Gateway but it need to configure SMS Library in source code and require PHP coding skills. Through this you can add any SMS Gateway which supports http based api.

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  • Email Setting- Go to System Settings > Email Setting To send emails from Smart School you need to configure Email Setting. Currently Email is available for SendMail and SMTP delivery engine.

    Select SendMail email engine to send emails through your Hosting SendMail program.

    Select SMTP email engine to send email using any SMTP relay. You can use gmail smtp relay also by adding any gmail account details but your gmail account also seto for less secure device so SMTP engine can send email using gmail smtp relay.

    Enter SMTP Username, SMTP Password, SMTP Server SMTP Port, SMTP Security and finally click on Save button to save your settings.

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  • Payment Methods- Go to System Settings > Payment Methods there are 4 payment gateways Paypal, Stripe, PayU and CCAvenue available in Smart School. For enabling parents/guardian to pay their children fees payment online through Parent Panel then you must have to enter and enable any one of payment gateway. You can add multiple payment gateways details but you can enable only one at a time. Add your payment gateway account details in required fields, then enable that payment gateway.

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  • Backup/Restore- Go to System Settings > Backup/Restore for taking backup of your Smart School database click on Create Backup button it will create a .sql file you can Download it on your local system or Restore back in your system or Delete backup file. You can also Restore database file from local system click on Choose File select .sql file from your local system then click on Upload button.

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  • Languages- Go to Systems Settings > Languages since ver. 2.1.0 Smart School comes with 73 languages including English as base language (for installing language pack please refer to Importing New language or Update section of documentation). Below you can find the list of all 73 languages.
  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

  • For adding new languages click on Add button from top right side of page on next page enter your Language Name & click Save button. On next page you can see your Language has been added. Now click on + button to enter key phrases of your language. For better understanding you can check English language key phrases. Note that Active language can be select from System Settings > General Setting.

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  • Admin Users- Go to System Settings > Admin Users You can create new admin user from here. To add new admin user enter Admin Name, Admin Email (admin login username), Admin Password (admin login password). Existing admin users can be see right side of this page. This Admin User page can only visible to default Admin user created at time of installation.

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  • Users- Go to System Settings > Users All the users like Student, Parent, Teacher, Accountant and Librarian can be see here and you can enable or disable them from login to User Panel. To enable or disable user click on toggle button in Action column.

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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 3 modules Fees Collection, Income 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

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

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  • Class Timetable- student can see their weekly class timetable here

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  • Attendance- student can see their monthly attendance here

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  • Examination > Report Card- student can see their exam marks here

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  • Examination > Exam Schedule- student can see their exam schedule here

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

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  • Subjects- student can see their study subjects here

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  • Teachers- student can see all teachers list here

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

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

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  • Transport Routes- student can see all transport routes list here

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  • Hostel Rooms- student can see all hostel rooms details here

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

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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

  • Rewritten printing engine in whole system
  • Changed fees category sort order
  • Attendance report text center

Features Enhancement

  • Attendance label click selection

Bug Fixes

  • Controller Routing issue on few actions - Hot Fixed
  • Date format issue on some places

Version 1.2.0

Released Date: 15 April, 2017

General Changes

  • Improved Installer
  • School name placed in Topbar
  • Minor design improvements

Features Enhancement

  • Added 72 new languages
  • Added language RTL (Right To Left) Text mode
  • Added two new SMS Gateways - Clickatell and Twilio
  • Added Vehicles and Driver details in Transport
  • Added Fees Category CRUD
  • Bug Fixes

    • Always show Class1(A) in Exam Schedule - #1
    • Transport Fees print issue - #2
    • Holiday radio button display in Student Attendance - #9
    • Fine and Discount column interchanged in Fees display - #10
    • Student Bulk Import mime issue
    • Mobile responsive design issue on few pages

    Version 2.0.0

    Released Date: 01 June, 2017

    General Changes

    • Improved Class-Section creation and allotment
    • Admin can activate/deactivate Students, Parents, Teachers, Accountants and Librarian users
    • Added vertical scroll bar in left navigational menus
    • Minor design improvements

    Features Enhancement

    • Added Accountant User Panel
    • Added Librarian User Panel
    • Added Library Membership to Students and Teachers
    • Added Books Issue and Return to Students and Teachers
    • Students and Teachers can check their issued books and issued books history in their user panel
    • Student and teacher can surrender their membership
    • Added Timezone
    • Bug Fixes

      • Admin Dashboard student count
      • Fees Type deletion showing blank fees row on fees collection page
      • Language RTL right side menus state

      Version 2.1.0

      Released Date: 30 July, 2017

      General Changes

      • Admission No required and unique field validation
      • Default login panel is now User Panel instead of Admin Panel for better security
      • Improved url re-writing rule
      • Improved modal window
      • Minor design improvements

      Features Enhancement

      • Whole new Fees Collection module (Since version 2.1.0 previous Fees Collection module is not supported due to new features. Please check the Fees Collection module documentation for more details)
      • Added Fees Group
      • Fees allotment on section or individual student
      • Real time fees allotment
      • Partial fees payment
      • Fees due date
      • Fees discount like staff student, sibling fees discount, early admission fees discount etc.
      • Export table data in Excel, CSV, PDF, Copy and Print format with managing column visibility
      • Create multiple Admin Users
      • Forgot password for Admin Users
      • SMTP support for Email Setting

      Bug Fixes

      • Class name edit
      • Student import for Unicode based characters

      Version 3.0.0

      Released Date: 10 December, 2017

      General Changes

      • Upgraded to fully compatible php 7.x
      • Upgraded to latest Codeigniter 3.1.6
      • Performance improvement upto 3X faster than previous versions
      • Changed Admin and User Panel login page design
      • Added Datatable print/export captions
      • Added Guardian Email in Student Profile
      • Added Attach Document in Add Expense
      • Minor design improvements

      Features Enhancement

      • Added Inventory module
      • Added Income module
      • Added SMS / Email notifications for Student Admission, Fees Submission, Exam Results, Absent Student, User’s Login Credentials
      • Added custom email / sms messaging to Users in 3 ways User Groups (Teacher, Students, Guardians etc.), Individuals, and Class-Sections
      • Added Email / SMS messaging log
      • Added 3 new SMS Gateways MSG91, Textlocal and SMSCountry
      • Added 3 Payment Gateways CCAvenue, PayU and Stripe
      • Added 3 new professionally designed Colour Themes
      • User Log – check User’s login details.
      • Added Quick Session change in Admin Panel
      • Added new improved Forgot Password mechanism
      • Added multiple print selection in Fees Collection
      • Added SendMail support in email engines
      • Added improved Installer
      • Added User Documentation new responsive design

      Bug Fixes

      • Exam Marks submission
      • Forgot Password issue
      • Discount allotment-removal issue
      • 100 Paging issue
      • RTL Datatable issue
      • Paypal API parameter issue

      Version 3.0.1

      Released Date: 4 January, 2018

      Bug Fixes

      • Installer url redirection issue - Hot Fixed
      • Mailsms library issue
      • Inventory module issue
      • Quick Links > Add Income link issue
      • Stripe back button issue
      • Promote students issue
      • Dashboard Charts issue
      • Fees Collection > Balance Fees Report issue
      • File download issue in Income, Expense module
      • Many minor bug fixes
      • Design related issues
      • Database related issues

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

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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.

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