how best to use this portal

How best to use this portal is (Admin only) page of School Management Portal, and this page explains the usage for the school owner, administrators, and all categories of staff members.

How best to use this PORTAL is always updated. Meanwhile, there is a similar page called faq to explain the use of the portal for parents and students, that can be found here.

If there is any other question that you have but its not here, feel free to create a support ticket now.

How to create staff members:

firstly, you need to create a role (if the role is not yet in existence) for the staff. To create a role, click on roles (beneath School Administrator), create a name for the role and also more importantly, define the functions for the role. Save the new role created. Now, to create a staff for the role, click on staff list (beneath School Administrator), click on new staff. fill the necessary space for the staff, assign a role for the staff, and you are done.

NOTE: This site: How best to use this site should often be referred to other staff members to read and implement. This will ease burden of coming to the school head on how things are done. How best to use this portal

How to increase or decrease staff permission:

After creating a staff, you may increase or decrease the staff role. All you need do is to click on the staff name from the staff lists, then, click on the pencil like icon in other to edit the staff, scroll then to the staff’s role to edit.

How to admit students:

Admitting students can be done in two ways:
1. Admit students one after the other. This is best use when new enrollment is taking place. To do this, click on admission (beneath Student), then input the new students details.
2. Admit students by batch: You click on admission, then click on bulk admission. As a first timer, look for Export Sample CSV File, click on it to download sample. Fill all the students exactly the way the sample is. Then upload it. If after uploading, it gives an error message, iron out the error and try again. it will call your attention to where the error is, like pointing to (roll 3 column 2, admission number is missing).

How to promote students:

You can promote students from one class to another at the end of a session. click on student-promote. The list of all the classes in the particular session will be displayed while you can choose which class and students to promote. You can also choose which class to promote therm to.
Promoting from primary six to college (for those that have the two). Click on students-transfer student, you can now see and choose JS1 of the college to which you make the promotion.

How to mark students attendance:

Just click on Academic-Attendance, This gives you the opportunity to choose class-section-date. You can mark attendance by class or by subject

How to Create Termly fee:

After login, go to Accounting-Invoice,
If you want to create individual invoice: click to choose: class, term and student’s name. Then fill the other details under it. There you choose the invoice date and due date, the due date when its to be paid.

If you want to create invoices for many students at a time: click to choose: class, term and some or all the students in that class for that term. Then fill the other details under it. There you choose the invoice date and due date, the due date when its to be paid.

When creating the invoice, you specify the amount receivable per term or per annum (as you like it), and when another term arrives, you create another invoice as well.

How to create exam results for students:

Just like you can not write report sheet for students without the students having written exams. You can not allocate marks or create report sheet for students that you have not created and allotted Admit card for.

Step 1: Under exam button, click on ‘manage exam’ to add exam. You can add exam title, subject etc per certain term. You can add exam to all the classes at a go. Don’t forget to choose either to: publish or unpublish exam admit card, enable or disable the overall grade, publish or unpublish the timetable etc. Finally here, you need to click on Add New Exam button at the extreme end of the page.

NOTE: In order to create report sheet that has sub-headings like CA, practical, objective, subjective etc, the creation of exam has to be done to reflect those sub headings in the report sheet. (see How to create report sheet)

Step 2: Under examination button, click on Admit Card. click on Generate, this enables you to generate admit card for student, either individually or collectively at once. It is after this you can go to Exam results.

Step 1: Under examination button, click on Exam results, here you can view exam results (to see previously created results) or click on Add results to add new results. Remember that only students you had previously allotted Admit card to, that will be seen on the Exam results page.

How to create certificate for students:

Certificate can be created for students individually or en mass. the certificate is highly customized and has been automated that individual students data will reflect on the certificate which can also be printed in A4 paper. You can also make different types/designs of certificate.

To start with, under School Button. follow the followings:
a. click on certificate
b. Click on new certificate
c. You will be directed to a page where you can customize the certificate at your wish. You can also upload a new certificate design of yours leaving space for dynamically generated data.

Designing your certificate: You may need to upload a template of your certificate in the design that suits you. Here is how to go about it.
a. Download a sample of the certificate on the portal:  After login, click on ‘certificate’ under student button, click on ‘add new certificate’ and ‘print certificate’.
b. Use the downloaded sample to design your certificate template, there are empty space in the certificate and there are many other information that you need not include on the certificate. The portal will include all these information in a customised way (based on each student data earlier uploaded).
c. Upload back the newly designed template: After the upload, customise the template using the left adjustment.

Certainly, its a lovely and easy way of issuing certificate either single or en-mass.

How to create report sheet:

This page, how best to use this portal now has update on Creation of report sheet showing CA, theory, objective, practical etc on a report sheet is possible (A school can choose one or more of the above, its not compulsory that everything shows).

Create subjects with code: First before report sheet is the creation of subjects along with subject code, subject type and class (you can do that or edit here).

After creating subjects, the process of creating report sheet with sub-headings depends on the manner of creating exam.

how best to use this portal1


This row dictates the sub-heading the report sheet will bear. The first row: Exam Title can be CA, EXAM, PRACTICAL etc.

ysp how best to use this portal2 1


Two items are most important here: Subject name and subject code. Fill in all the required information.

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You can add as many subjects as possible under the same sub-heading (CA).

You can add as many subjects as possible under a sub-heading (CA, EXAMS, PRACTICAL etc). Below is the graphical sample result. 

YSP how best to use this portal

This is the result

As you create for CA, you can also create for exam, practical etc. Above is how the admin and parents can view and print the result.

To Upload Bulk Result: You can upload bulk result of as many students as you wish.
After creating the exam and admit card. Click on the following one after the other: Exam results, Add result, view exam result, Bulk import result, Export result CSV (sample).
There will be an export of all the chosen students with all their attempted subjects as well as mark obtainable. fill in the export result and save as CSV comma delimited. Then upload successfully.


Exam Result Spreadsheet: You can view, edit, download in pdf or excel, the spread sheet of result. This shows all the results of all students in a class. It also automatically generate score percentage and grade (position) in the spreadsheet.
To get this, after login click on Exam results (under Examination), click on the + sign and then click on view.

How to change or reset password forgotten:

If you like to change your password, you can simply do that after you login to your profile. Just click on your profile.

If you forgot your password, click on Password forgotten ? you may be asked for your email or username. In a situation where a staff cannot reclaim his/her password, the Headteacher/Principal can do the password reset.

For HM/principal: Login to the dashboard and click on staff lists. Click on the staff name and edit it with a new password.

What to edit in student’s details:

It is possible to edit details of Students If need be. Every part of student’s details can be edited including class or term or session.
To edit student’s record: Click on ‘students’ under student button. Choose the particular student to edit, edit and save back the record.

Library Session:

Under library button, it is possible to:

Add new books
View added books
Issue books and Issue library cards.
To perform any of these tasks, just click on the appropriate sub heading to perform the task.
Transport Session:

Under transport, you can: Add new vehicles, view existing vehicles, create routes with vehicles and  prize attach to it. You can also generate students’ transport report.

Hostels Session:

This is a newly introduced session, which is aimed to bringing hostel administration into the portal. You can create new hostel, create new room, view hostels and view already created rooms. 

You can allot rooms to students and manage the best ways that suits you.

Charging for hostel is also easy. All you need do is to create invoice for it. You now add the hostel created invoice to the particular class or students that are enjoying hostel facilities.

This page, how best to use this portal is continually updated just as the portal itself is continually being updated to give the best. After-all, both the education and ICT sectors are always changing.

If there is any other question that you have but its not here, feel free to create a support ticket now.