Initial System Setup Guide (For School
Admin)
This guide provides an overall, high-level setup overview that a School Admin should follow when receiving the SSMS system for the first time. The steps are arranged to ensure that all system-wide dependencies are satisfied and the platform can be used smoothly across all modules.
1. Verify & Update School Profile
Module: School Profile / Settings
Before configuring anything else, review and update the core school information.
Required actions
- Verify / update:
• School name
• Academic year (current)
• Academic months
• School shifts
• Other basic school settings
⚠️Why this matters
Most modules (Classes, Fees, Students) depend on the current academic year and school configuration.
2. Create User Roles
Module: Roles
Define roles that will be assigned to school staff **before creating staff**.
Required actions
- Create roles such as:
• Teacher
• Accountant (Fees Collector)
• Admin Staff
• Configure permissions for each role as required
3. Create Staff
Module: Staff Management
Add school staff members so they can be assigned as Class Teachers and Subject Teachers during class
creation and For other Roles.
Required actions
- Create staff profiles
- Assign roles such as:
- Teacher
- Accountant
- Other administrative roles
4. Create Subjects
Module: Subjects
Subjects must be created before creating classes.
Required actions
- Add all subjects taught in the school
- Example: Mathematics, Science, English, History, etc.
5. Create Classes
Module: Classes
Create all academic classes for the school.
Required actions
- Create classes (e.g., Grade 1, Grade 2, Class 10, etc.)
- Assign relevant subjects to each class
- Assign subjects teacher and class teacher
6. Create Fee Types
Module: Fees → Fee Types
Define different types of fees applicable to the school.
Required actions
- Create fee types such as:
- Admission Fee
- Academic Fee
- Monthly Fee
- Transport Fee
⚠️Important
- Transport Fee Type is mandatory if the school provides transport facilities to students.
7. Create Fee Groups (Current Academic Year)
Module: Fees → Fee Groups
Fee Groups link classes, fee types, and the academic year.
Required actions
- Create fee groups **for the current academic year **
- Assign fee groups to classes
- Add different fee types to the group:
- Academic fees
- Monthly fees
- Transport fees (if applicable)
8. Create Students
Module: Student Management
Add students under their respective classes.
Mandatory validations during student creation
- Class selection
- Selected class must have a fee group for the current academic year
- If no fee group exists, the system will show an error
- Transport options
- To enable transport/commute for a student:
◦ The selected class must have a fee group containing a Transport Fee Type
Summary: Recommended System Setup Order
1. School Profile & Academic Year
2. Roles
3. Staff
4. Subjects
5. Classes
6. Fee Types
7. Fee Groups (Current Academic Year)
8. Students
Following this order ensures a smooth initial setup and avoids system issues caused by incomplete or
missing configurations.
If this sequence is followed correctly, the SSMS system will function as intended across Academics, Fees,
Staff, Parents, and Students.