PupilHub User Guide

Dashboard

Overview widgets display: Total Pupils, Staff Count, Attendance Rate, Outstanding Fees, Revenue This Month, and New Admissions. Quick action buttons for common tasks.

Admissions

Process new student admissions. View pending and approved applications. Click "Add New Pupil" to open the multi-step admission wizard.

Students

Browse, search, and manage all enrolled students. View profiles, edit details, change class assignments, and manage student status (active/inactive/graduated/transferred).

Staff

Manage teachers and non-teaching staff. Add new staff, update roles, departments, and employment status.

Academics

Configure academic structure: Manage academic sessions, terms, classes, subjects, class-subject mappings, and class-teacher assignments. Publish results for parent/student access.

Attendance

Monitor school-wide attendance records with daily, weekly, and term-based reports.

Finance

Track school revenue, outstanding fees, payment categories, and view transaction history.

Reports

Generate analytics: class performance, subject averages, grade distribution, attendance rates, and financial reports.

Configuration (Settings)

Configure everything from one central settings page with tabs:

Announcements

Send announcements to the entire school, specific classes, teachers, or parents. Set priority levels and track acknowledgements.

Messages

Direct messaging system for communication between administrators, teachers, parents, and students.

Dashboard

Shows My Classes, Attendance Pending, Assessments Due, and Student Performance. Quick action buttons for attendance, scores, and lesson notes.

Attendance

Select class/subject/date and mark each student as Present, Absent, or Late. Progress bar tracks completion. Parents of absent students receive automatic notifications.

Assessments

View assessment types configured by admin. Track upcoming and completed assessments.

Results (Scores)

Enter scores using two methods:

• Manual Entry: Select class → subject → assessment type → term. Enter scores per student with real-time grade calculation, keyboard navigation (Tab to move between fields), and visual grade badges.
• CSV Bulk Upload: Upload a CSV file with Admission No and Score columns. Preview parsed data with validation before saving. Errors are highlighted for correction.

Report Card Preview

Preview and print individual student report cards showing: subject scores (CA + Exam = Total), grades with remarks, class position, attendance, extra fields, grading scale, and school branding. Print-optimized layout for A4 paper.

Lesson Notes

Create and manage lesson notes with objectives, content, materials, assignments, and file attachments per subject and week.

Messages

Send and receive messages from administrators, parents, and other teachers.

Dashboard

Shows each child's profile card with attendance rate, recent results, outstanding fees, and unread announcements. Multi-child support with tab switching.

Attendance

View each child's attendance record with overall rate, present/absent counts, and color-coded monthly calendar view.

Results

Beautiful report card interface with:

• • Performance summary cards (current/overall average, subjects, terms)
• • Color-coded horizontal bar charts per subject
• • Term tab switching with inline average badges
• • Subject breakdown table (CA, Exam, Total, Grade, Remark)
• • PDF download for print-optimized report card

Fees

Fee dashboard showing: expected total, paid amount, outstanding balance with progress bar. Payment history table with date, category, method, amount, and receipt number. Multi-child support.

Messages

Receive communications from teachers and school administration.

Dashboard

Shows attendance percentage, subject count, pending assignments, and average score.

Assignments

View assignments with title, instructions, due dates, and file attachments. Submit completed work online.

Results

Interactive report card with:

• • Summary cards (Overall Average, Best Subject, Best Term, Terms Active)
• • Performance bars per subject with color-coded scores
• • Term tabs with average badges
• • Subject breakdown table (CA, Exam, Total, Grade, Remark)
• • Attendance tracking per term
• • PDF download for print-optimized report card

Messages

Receive messages from teachers and school administration.

Dashboard

Revenue summary cards showing today's revenue, monthly revenue, outstanding amounts, and recent transactions.

Payments

Record and manage fee payments with:

• • Record Payment: Select student, enter amount/method/date/category/term
• • Balance Tracking: Per-student expected vs paid vs outstanding with status badges (Cleared/Partial/Unpaid)
• • Student Statement: Detailed fee breakdown + payment history per student
• • Auto-generated receipt numbers (RCP-YYYY-XXXX)

Invoices (Fee Structures)

Full CRUD for fee structures:

• • Fee Categories: Create/edit/delete categories (Tuition, Development, PTA, Uniform, Transport)
• • Fee Items: Add amounts per class/term with mandatory/optional flag
• • Summary cards showing total items, categories, classes

Receipts

View all generated receipts with student names, amounts, and receipt numbers.

Reports

Generate financial reports by type, period, and class. Export as PDF or Excel.

1Configure Grading Scale (Admin)

1. Go to Settings → Grading tab
2. Click + Add Grade to add a new grade (e.g., A, B, C, D, F)
3. Set the grade letter, minimum score, maximum score, remark, and color
4. Arrange sort order to define priority (highest first)
5. View the preview bar chart showing grade distribution
6. Grades are immediately applied to all score calculations

2Configure Assessment Types (Admin)

1. Go to Settings → Assessments tab
2. Click + Add to create a new assessment type
3. Enter name (e.g., "Mid-Term Test", "Exam") and maximum score
4. Edit or delete existing assessment types as needed

3Configure Report Card Template (Admin)

1. Go to Settings → Report Card tab
2. Click + New to create a template
3. Toggle visibility of: School Logo, School Info, Student Photo, Class Position, Grade Remark, Attendance, Signature, Teacher Comment
4. Choose header background color and accent color
5. Set as default template
6. Add extra custom fields in the Extra Fields tab

4Enter Scores via CSV Upload (Teacher)

1. Go to Results → click CSV Upload
2. Select class, subject, term, and assessment type
3. Upload a CSV file with columns: Admission No, Score
4. Preview parsed data with validation — errors are shown per row
5. Click Save Scores to insert/update all records

5Enter Scores Manually (Teacher)

1. Go to Results
2. Select class → subject → assessment type → term
3. Score entry form loads with student roster
4. Enter scores in each input field — grade badge updates in real-time
5. Press Tab or Enter to move to the next student
6. Click Save All Scores to persist

6Preview & Print Report Card (Teacher/Parent/Student)

1. Teacher: Go to Results → click report card icon or navigate to /teacher/report-card/{student_id}/{term_id}
2. Parent/Student: Click Download PDF on the results page
3. Select term using dropdown
4. View full report card with school header, subject breakdown, totals, position, attendance, and extra fields
5. Click Print or the page auto-triggers print for PDF generation

7Record a Payment (Accountant)

1. Go to Payments
2. Click Record Payment
3. Select student, enter amount, choose payment method (Cash/Bank Transfer/POS/Cheque)
4. Select fee category, term, and payment date
5. Add optional reference number and notes
6. Click Record — receipt number auto-generated
7. View updated balance in the student balances table

8Manage Fee Structures (Accountant)

1. Go to Invoices (Fee Structures)
2. To add a fee category: click + Add in the Categories panel
3. To add a fee item: click + Add Fee
4. Select category, class (or "All Classes"), term, and enter amount
5. Toggle "Optional fee" if applicable
6. Fee items appear in student fee statements automatically

9Publish Results (Admin)

1. Go to Academics → Publish Results section
2. Select class and term
3. Click Publish Results
4. Once published, parents and students can view results on their portals

10Send Announcement (Admin)

1. Go to Announcements
2. Click Send Announcement
3. Select recipients: All School, Teachers, Parents, or a Specific Class
4. Compose subject and message, set priority (Normal/High)
5. Click Send