Documentation

Everything you need to know to use eSchoolAdmin — from setup through daily operations.

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1. Academic Setup

The academic structure must be configured first. This foundation powers enrollment, attendance, exams, and all other modules.

Academic Years

Define the school years (e.g., 2024–2025, 2025–2026).

  1. Navigate to Academic Setup → Academic Years in the sidebar.
  2. Click Create Academic Year.
  3. Enter the name, start date, and end date.
  4. The active academic year is used as the default context throughout the system.
Academic Years list showing 2026-2027 year with Current status
Academic Years list — the active year is highlighted with a Current badge.

Grades

Define grade levels or class names (e.g., Grade 7, Grade 8, Form 1).

  1. Navigate to Academic Setup → Grades.
  2. Click Create Grade.
  3. Enter the grade name and optionally set the order.
Grades list showing Grade 1, Grade 2, and Grade 3
Grades list — each grade has a name, code, and numeric value.

Sections

Divide each grade into classrooms or streams (e.g., Grade 7-A, Grade 7-B).

  1. Navigate to Academic Setup → Sections.
  2. Click Create Section.
  3. Select the parent Grade, enter the section name, and optionally set a capacity.
  4. Use the Students action to view which students are in a section.
Sections list showing Class A and Class B for different grades
Sections list — each section is linked to a grade with a max capacity.

Subjects

Define the subjects taught at the school (e.g., Mathematics, English, Science).

  1. Navigate to Academic Setup → Subjects.
  2. Click Create Subject.
  3. Enter the subject name and code (if applicable).
Subjects list showing English, IT, Mathematics, PE, Science, and Social Science
Subjects list — each subject has a name, code, and optional description.

2. Students

Maintain the master list of all students in the school.

  1. Navigate to Students in the sidebar.
  2. Use the search box to find a student by name, admission number, or phone.
  3. Filter by gender using the filter bar.
  4. Right-click (or long-press) a row to open the context menu with View, Edit, Report Card, and Delete options.
Students list with photos, names, gender, DOB, phone, guardian, and admission date
Student list — searchable and filterable with Export and Import options.

To add a new student:

  1. Click New Student on the list page.
  2. Enter personal details (name, date of birth, gender, address, phone, email).
  3. Add guardian/parent information.
  4. Upload a student photo.
  5. Assign an admission number and click Save.
New Student form with Personal tab showing name, DOB, gender, blood group, and photo upload
Create Student — Personal tab for basic information and photo upload.

Student Profile: Click View on any student to see their full profile — personal info, enrollment history, attendance records, exam results, and fee payment status.

3. Teachers

Maintain records of all teaching staff.

  1. Navigate to Teachers in the sidebar.
  2. The list page shows all teachers; use the search box to filter.
  3. Click Create Teacher to add a new record — enter personal details, contact info, and employee ID.
Teachers list showing names, emails, phone numbers, and joining dates
Teachers list — searchable with Export and New Teacher options.

4. Enrollment

Assign students to a specific grade and section for an academic year.

  1. Ensure Academic Years, Grades, Sections, and Students are set up first.
  2. Navigate to Allocations → Enrollments.
  3. Click Create Enrollment and select the student, academic year, grade, and section.
Enrollments list showing students, academic year, grade, section, and enrollment date
Enrollments list — shows which students are in which grade and section.

5. Subject & Class Teacher Assignments

Subject Assignments

Assign teachers to the subjects they teach in specific classes.

  1. Navigate to Allocations → Subject Assignments.
  2. Click Create Assignment and select the teacher, grade, section, and subject.
Subject Assignments list showing teacher, subject, section, and academic year
Subject Assignments — links teachers to subjects within specific sections.

Class Teachers

Assign a homeroom or form teacher to each section.

  1. Navigate to Allocations → Class Teachers.
  2. Click Create Assignment and select the academic year, section, and teacher.
Class Teachers list showing section, teacher name, and academic year
Class Teachers — assigns a form teacher to each section.

6. Attendance

Record daily student attendance per section.

  1. Navigate to Students → Attendance in the sidebar.
  2. Click Take Attendance.
  3. Select the grade, section, and date.
  4. A list of enrolled students appears — mark each as Present, Absent, or Late.
  5. Submit to save the record.
Mark Attendance form with section selector, date picker, and student list with time slot attendance dropdowns
Mark Attendance — select section and date, then mark each student Present, Absent, Late, or Excused per time slot.

The Attendance Records list shows a summary view filterable by date, grade, and section.

Attendance Records list showing students with Present, Absent, Late, Excused counts and attendance percentage bar
Attendance Records — view attendance summary per student with percentage bar.

7. Exams & Results

Exams

Define examinations (e.g., Mid-Term, Final Exam).

  1. Navigate to Examinations → Exams.
  2. Click Create Exam, enter the name, select the academic year, and set the date range.
  3. Add the subjects included in this exam.
Exams list showing Mid Term exams with academic year and date range
Exams list — shows all exams with academic year, start date, and end date.
New Exam form with fields for name, academic year, dates, and passing policy
Create Exam — enter exam details, select academic year, and configure passing policy.
New Exam Grades and Subjects tab showing grade selection and subject configuration
Create Exam — Grades & Subjects tab for selecting applicable grades and configuring max/passing marks per subject.

Exam Results

Enter scores for each student per subject.

  1. Navigate to Examinations → Exam Results.
  2. Click Create Result and select the exam, grade, section, and subject.
  3. Enter each student's score. Results are automatically graded against configured thresholds (A, B, C, etc.).
Exam Results list showing students with subject scores, grades, and pass/fail status
Exam Results — view scores per subject with automatic grading and pass/fail status.
Enter Marks form with exam, grade, section selectors and student marks grid
Enter Marks — select exam, grade, and section, then enter marks for each student per subject.

Grade Thresholds define score ranges for letter grades. Configure these under Examinations to enable automatic grading.

Grade Thresholds configuration showing score ranges for A, B, C, etc.
Grade Thresholds — define the score ranges used for automatic grading.

8. Report Cards

Generate a consolidated performance report for a student across all subjects in an exam.

  1. Navigate to Examinations → Report Card.
  2. Select the exam and the student (or browse by section).
  3. The report displays student info, scores per subject, grades, totals, and class position.
Print preview of a Report Card showing student info, subject scores, grades, and pass status
Report Card — printable view with student info, scores per subject, grades, totals, and class position.

9. Timetable

Generate and manage class timetables.

  1. Navigate to Timetable in the sidebar.
  2. Select the grade and section.
  3. Set the days of the week and time slots, then assign subjects to each slot.
Timetable generator showing a weekly schedule with subjects assigned to time slots
Timetable — drag and drop subjects into the weekly grid, then save.

10. Calendar & Events

Manage school-wide events, holidays, and reminders.

  1. Navigate to Calendar in the sidebar.
  2. The list shows all scheduled events. Click Create Event to add a title, date/time, description, and type.
Calendar showing July 2026 with events like School Founding Day and Cultural Fest Selection
Calendar — monthly view with color-coded event types (General, Meeting, Deadline, Task, Appointment, Reminder).
New Event modal with title, date, category, description, and repeat fields
Create Event — enter title, date, category, description, and set repeat options.

11. Leave Management

Manage teacher leave requests with configurable leave types, balance tracking, and an approval workflow.

Leave Types

Admins define the types of leave available (e.g., Sick Leave, Casual Leave, Annual Leave) with an annual day quota.

  1. Navigate to Leave Management in the sidebar, then switch to the Leave Types tab.
  2. Click New Leave Type and enter the name, slug, annual quota, and optional description.
  3. Edit or delete leave types from the context menu (right-click on a row).
Leave Types list with name, slug, and annual quota
Leave Types — define available leave categories and their annual limits.

Teacher Leave Requests

Teachers can view their leave balance cards and submit requests.

  1. Navigate to Leave Request in the sidebar.
  2. Balance cards show remaining days per leave type with a visual progress bar.
  3. Click Request Leave, select the leave type, start/end dates, and provide a reason.
  4. The system calculates total days and checks remaining balance before submission.
Teacher leave dashboard with balance cards and request history
Teacher Leave — balance cards and request submission interface.

Admin Approvals

Admins review pending requests and approve or reject them.

  1. Navigate to Leave Management → Leave Requests tab.
  2. Filter requests by status (Pending, Approved, Rejected) or leave type.
  3. Right-click a pending request to Approve or Reject it.
  4. When rejecting, an optional reason can be provided in the confirmation modal.
Admin leave approvals list showing pending requests
Admin Approvals — review and manage teacher leave requests.

12. Student Promotion

Promote students to the next grade at the end of an academic year.

  1. Navigate to Allocations → Promotion.
  2. Select the current academic year and grade.
  3. For each student, select the next grade and section for the upcoming year.
  4. Optionally mark students as repeating or graduated, then submit.
  5. Enrollments for the new academic year are created automatically.
Student Promotion interface showing source grade/section and student list with checkboxes
Student Promotion — select source grade and section, then choose students to promote.

13. Import & Export

Excel Import (Bulk Student Registration)

Quickly add many students at once using an Excel file.

  1. Navigate to Students → Import (from the student list page).
  2. Download the Import Template for the correct column format.
  3. Fill in student data, save, and upload the file.
  4. The system validates and imports the data, reporting any invalid rows.
Import Students page showing Excel upload with column requirements table
Import Students — upload an .xlsx file with the required columns (first_name, last_name, date_of_birth, gender, etc.).

Data Export

On most list pages, an Export dropdown is available to download data as Excel (.xlsx) or CSV.

On most list pages, click the Export dropdown to download data as Excel (.xlsx) or CSV.

14. Recommended Workflow

The suggested setup order for a new school year:

  1. Academic Year — Create the school year
  2. Grades — Define grade levels
  3. Sections — Create classrooms within grades
  4. Subjects — Define subjects taught
  5. Students — Register student records (or bulk import)
  6. Teachers — Register teaching staff
  7. Enrollment — Assign students to grades and sections
  8. Subject Assignments — Assign teachers to subjects
  9. Class Teachers — Assign form teachers to sections
  10. Attendance — Start recording daily
  11. Exams — Create exams, enter results