Analytics shows how your school is doing in charts and headline figures: enrolment, attendance, exam results, fees and spending, staff and day-to-day operations. It also writes plain-English insights from your own records, so you can spot problems early.
- Where Reports & Analytics → Analytics
- Who can use it Anyone whose role includes Analytics. You only see the sections your other modules allow; for example, the Attendance tab needs Attendance. A finance-only role (such as a bursar) sees just the money side.
- Set up first Academic Years and Terms (they make up the period list)
Choose what to look at
The filter bar at the top applies to every tab:
- Period: any term (the current one is marked (current)), Whole year, Last 30 days, Last 90 days or Custom range… with your own From and To dates. Terms that haven’t started are greyed out.
- Classes: Whole school, one level (such as JHS) or one class (such as JHS 2).
- Campus: shown only if your school has more than one campus.
- Compare with previous period: when on, headline figures show the change against the period before.
The line under the bar always says exactly what you are looking at, the period’s name and dates, and which classes and campus are included. Your choices are remembered on this computer for next time.
The tabs
| Tab | What you’ll find | Needs |
|---|---|---|
| Overview | Headline figures, key insights, and attendance and fees trends. | Everyone |
| Enrolment | Active, new and returning students, girls to boys, students by class, the admissions funnel, joiners and leavers. | Students or Admissions |
| Attendance | Daily attendance, attendance by class, day of the week, and chronically absent students. | Attendance |
| Academics | Average and pass rate by subject and class, change by subject, grade distribution, top 10 students and students at risk. | Results, Score Entry or Report Cards |
| Finance | Billed vs collected, collection rate by class, arrears by age, how parents pay, largest balances, money in vs money out, and expenses by category. | A fees or finance module, or Expenses |
| Staff & operations | Headcount by department, leave taken, payroll cost, library loans, clinic visits and discipline incidents. | Staff, HR, Payroll, Library, Clinic or Discipline (each part needs its own module) |
Overview and key insights
The tiles across the top show, depending on what you can see: Enrolment, Attendance rate, Fees collected, Collection rate, Outstanding fees, Average exam score (with the pass rate), Staff and Payroll cost. Each has a short note explaining how it is worked out.
Key insights lists points drawn from your records, each labelled Needs attention, Good news or Worth knowing. Click See … → on an insight to jump to the tab that explains it. If there isn’t enough data yet, it tells you to take registers, record receipts or enter marks.
| Figure | How it is worked out |
|---|---|
| Attendance rate | Present ÷ student-days marked in registers. |
| Collection rate | Paid ÷ billed on the period’s invoices. |
| Outstanding fees | All open invoice balances today. |
| Pass | Above the lowest band of the exam’s grading scale (40% or more on the default scales). |
Work with a chart
Each chart card has small buttons in its top corner:
- Show as a table: switch between the chart and the figures behind it.
- Download CSV: save the figures as a spreadsheet file.
- Download image (PNG): save the chart as a picture for a staff meeting or newsletter.
Click the legend to hide or show a series. Use Print / Save PDF at the top to print the current tab, and Refresh to fetch the latest figures straight away.
Drill down to students
Click a bar, point or slice on a chart to open a side panel listing the records behind it, for example the students who make up a class’s absences. The panel shows how many rows there are and has a CSV button.
Where the list is of students, click a name to see their snapshot: attendance, latest exam results and fees (balance, billed, paid and last payment). Open Students takes you to the Students screen. Press Esc to close the panel.
All my schools
A Super Admin who manages several schools also gets an All my schools tab. The School comparison table lists every school with its students, staff, attendance, collected (30 days), collection rate and outstanding fees, for the last 30 days. The filter bar is hidden here. To see one school in full, switch school from the school menu at the top.
Good to know
- Figures are saved for up to 10 minutes to keep the screen fast. Click Refresh if you have just entered new data.
- Voided receipts, deleted expenses and removed staff are left out everywhere.
- Staff and payroll figures are always for the whole school, even when you pick a class or level.
- Analytics only reads your records; it never changes anything.
- For tables to file or hand in, use Reports.