A new school goes live in ten steps. Each one builds on the one before, so working through them in this order saves you going back to fix things later. Each step links to its own guide.
- Where Start in School → School Setup, then follow the sidebar groups below
- Who can use it The school Admin (or the Super Admin, who can run several schools). Other staff only see the modules their role includes.
The quick-start wizard and the stepper
When a Super Admin adds a brand-new school in School Setup, a short wizard opens straight away. It has three steps:
- Academic Year: give the year a name (for example 2026/2027) and its start and end dates, then click Continue.
- First Class: type a class name and click Add Class for each class you want, then Continue. Use Skip to add classes later.
- Done: click Go to Students, or Close to carry on setting up.
Important: the wizard creates the academic year but does not make it the active one. Open Academic Years afterwards and click Activate next to it.
School Setup, Academic Years and Streams & Classes also show a numbered stepper across the top (School Setup → Academic Years → Streams & Classes → Students & Billing). Click any step to jump to it.
The setup order
| Step | What to do | Where |
|---|---|---|
| 1 | School details, levels, logo and colours | School → School Setup |
| 2 | Academic year and its terms | School → Academic Years, Terms |
| 3 | Streams and classes | School → Streams & Classes |
| 4 | Subjects, then which classes take them | School → Subjects, Class Subjects |
| 5 | Staff records, logins and roles | HR → Teaching Staff, Non-teaching Staff; System → Users |
| 6 | Students and their parents or guardians | Admissions & Students → Students, Guardians |
| 7 | Fee types and what each class pays | Finance & Billing → Fee Types, Class Fees |
| 8 | Grading scales and CA schemes | Exams & Grading → Grades Setup, CA Setup |
| 9 | Exam periods and marks | Exams & Grading → Score Entry |
| 10 | Report cards | Exams & Grading → Report Cards |
Step by step
1. School details
Enter the school name and code, tick every level you run (for example Primary and JHS), and add your logo and colours. The levels you tick change the wording across the app. See School Setup. If you have more than one site, add them in Campuses.
2. Academic year and terms
Add the year and Activate it, then add its terms and activate the current one. See Academic Years and Terms.
3. Streams and classes
Add your classes, for example JHS 1 to JHS 3. Schools below tertiary can apply a Starter Templates pack to create the usual Ghanaian classes and subjects in one go. See Streams & Classes.
4. Subjects and class subjects
List every subject, then say which classes take which subjects. See Subjects and Class Subjects.
5. Staff, users and roles
Add teachers in Teaching Staff and assign each one their subjects and classes. Add everyone else in Non-teaching Staff. Give people a login with the right role in Users. Once teachers exist, go back to each class and choose its class teacher.
6. Students and guardians
Admit students into their classes in Students (or bring in a spreadsheet with Imports). Add parents in Guardians and link them to their children. You can then invite families to the portal from Portals.
7. Fees
Create fee types such as Tuition or PTA Levy in Fee Types, set the amount for each class in Class Fees, then bill the term in Class Billing.
8. Grading and CA
Your school starts with ready-made grading scales. Check them in Grades Setup and set how class work counts towards the total in CA Setup.
9. Score entry
Create an exam period and let teachers enter marks in Score Entry.
10. Report cards
Preview and print them in Report Cards. Once an exam period’s results are published, families can see them in the portal.
Good to know
- Nothing stops you doing steps out of order, but you’ll meet empty drop-downs. For example, a class can’t be given a class teacher until the teacher has been added in step 5.
- You can come back to any step later. Adding a class or subject after you have started is fine.
- Only a Super Admin can add or delete schools. A school Admin works in their own school only.
- Each person only sees the modules their role includes, so a teacher’s sidebar is much shorter than yours.