Guide for school leadership and administrators

Who this guide is for

You lead or administer the school. This guide covers four roles, and each one sees only the parts of the app it is allowed to use. The menu shows you exactly those parts, on a computer and on a phone.

Where a task below names roles, only those roles can complete it. Each task has a short video beside its steps; they are all listed, in the order to learn them, under Videos at the end of this guide, and in Help videos in the app.

Getting started after registration

Institution Admin.

If your school registered on our website, nobody creates it by hand: it is created the first time you sign in.

1. When your registration is approved, you receive an email with a link to choose your password. The link works once and for seven days. If it has expired, ask us for a new one using the contact details in the email.

2. Open your school's own address, the one in the approval email, and sign in with the email address you registered and the password you chose.

3. Your school is set up from what you registered, and you are its Institution Admin. This takes a moment. If you see We're still setting up your school. Please try again in a minute., wait a minute and sign in again: nothing is lost and nothing is created twice.

A new school starts with:

• your school's name, phone number and address as you registered them, with the currency and time zone of the country you registered in;

• the standard roles and what each may do, on Roles & Permissions;

• a default grade scale;

• a current session with three terms, dated from this September. Check the dates against your own calendar (Set up the school year below).

It has no classes, staff or pupils yet. Next:

1. Check the session and term dates, and correct them if your year runs differently.

2. Set up your classes (Set up classes below).

3. Add your staff. Anyone else from your school who is given access on our website arrives with the role they were given there, or with none until you give them one.

Before you start

1. Open your school's address and add /app/login, or follow the sign-in link your school gave you. The sign-in page shows your school's name.

2. Enter your Email address and Password, and select Sign In. You arrive on the Dashboard (Today on a phone).

If you cannot remember your password, select Forgot password? on the sign-in page, enter your email and select Send reset code, then type the code from the email and choose a new password. You can also select Sign in with a one-time code to receive a six-digit code by email instead of typing a password.

Find your way around

Every task in this guide works on a computer and on a phone. The pages are the same; only the way you move between them changes, and where the steps differ they say so.

On a computer, the menu is down the left side, grouped under headings such as OVERVIEW, ACADEMIC, ASSESSMENT, FINANCE, AI, OPERATIONS, WEBSITE and SETTINGS. Select a heading to open or close its group; you see only what your role may use. This guide names each page with its heading, for example "Classes under ACADEMIC". Along the top of the screen:

• the current session and term;

• the search box (Search…, or press Ctrl+K) finds a page, or a pupil by name or number for roles that can see pupils;

• EN and FR switch the app between English and French;

• the sun or moon button switches between light and dark;

• your picture or initials, at the top right, opens a menu with Profile and Sign out. Institution Admins and Website Managers also have Settings there, which opens the school profile (Institution).

On a tablet, the menu opens from the menu button at the top left.

The app follows your device's light or dark setting until you choose otherwise.

As Website Manager

1. On a computer, the WEBSITE group of the menu has Homepage, Hero Slides, Pages and News.

2. SETTINGS has Institution: the school's name, motto and address.

3. At the top, switch between English and French, and between light and dark. Your name opens your menu, with Settings and Sign out.

On a phone, your tabs are Today, Website and Payslips; everything else is under More.

Use it on your phone

The same app runs in your phone's web browser; there is nothing else to download.

1. In the phone's browser, open your school's address with /app/login added, and sign in.

2. If the phone offers to install your school's app, select Install app. On an iPhone or iPad, the offer says how: tap the Share button, then Add to Home Screen. From then on, open it from your home screen. Select Not now if you do not want it; the offer is not repeated.

3. Use the bar at the bottom of the screen. Its tabs depend on your role:

1. Select More for every other page: it lists the whole menu, under the same headings as on a computer. More also holds Appearance (System, Light or Dark), Language (English or Français) and Sign out. Your name at the top of More opens your profile.

On a phone, lists such as pupils, staff and invoices are shown as cards instead of tables: select a card to open it. When a new version of the app is ready, a message says A new version is available. Select Reload when it suits you.

Change your own name, phone or photo

1. Select your picture or initials at the top right, then Profile. On a phone, select More, then your name at the top.

2. Change your First name, Last name or Phone number, and select Save changes. The name is the one the app shows for you at this school.

3. To add a photo, select Add a photo (or Change photo) and choose a JPEG, PNG or WebP image of up to 3 MB. Remove photo takes it off. If there is no photo button, photo uploads are not set up for your school.

Your email address and password are how you sign in, so they are not changed on this page. Under Email and password, Change password opens the page where you set a new one. To change the email address you sign in with, ask an Institution Admin.

Get oriented: the Dashboard

Institution Admin, Principal and Head Teacher.

1. The Dashboard (Today on a phone) shows the current session and term, and the school's headline figures.

2. Read the figures: pupils on the roll, attendance and, for an Institution Admin, the fees (billed, collected, outstanding and overdue). A Principal or Head Teacher sees fewer figures.

3. Use Quick Actions for common jobs, with shortcuts to pages such as Pupils, Attendance and Results. Admit Pupil opens Admissions, and View Reports opens Results.

Each role sees only the figures and shortcuts it can use.

Set up the school year

Institution Admin can change it. Principal can view it.

Teachers mark attendance and enter marks against the school's current term, and results and report cards are kept per term, so set this up first.

1. Open Academic Sessions under SETTINGS (on a phone, More, then Academic Sessions). The page is headed Academic Settings. Each session lists its terms, and the current one is marked.

2. Select New Session, give it a Session Name such as 2026/2027 and its Start Date and End Date, and select Create. A new session is not made current straight away, so you can prepare next year while this one is still running.

3. Open the session and select Add term for each term, with its name and dates.

4. For each term you can also set the Exam Start, Exam End and Result Publish Date. Select Save Term after changing any of them.

5. When the school moves into a term, select Make current beside it. That term and its session become the current ones for everybody; the top bar shows them on a computer.

Set up classes

Institution Admin and Principal.

1. Open Classes under ACADEMIC (on a phone, More, then Classes). Classes in the current session are grouped by level.

2. Select Add Class Arm, choose the Level, give the arm a name such as A, set its Capacity and select Create. The level now lists the new arm.

3. If the level you need does not exist yet, select or add a new level, give it a name such as Primary 1, and select Add level. A school with no levels is asked to add the first one straight away.

Open a level to see its classes, each with how many pupils are enrolled against its capacity; a Head Teacher can see them too.

Handle admissions

Institution Admin and Principal.

1. Open Admissions under ACADEMIC (on a phone, More, then Admissions).

2. Choose a tab to filter applications: All, Received, Under Review, Waitlisted, Admitted, Registered or Declined.

3. Select View on an application to open the Application Detail panel (a full-screen sheet on a phone).

4. Move the application on with the buttons at the foot of the panel. Only the next steps that make sense are offered: Start review, Invite to screening, Admit, Waitlist, Decline or Mark accepted.

Register an admitted applicant as a pupil

Institution Admin and Principal.

When an application is admitted or accepted, its Application Detail panel also shows Register as a pupil.

1. Open the application from the Admitted tab of Admissions.

2. Under Register as a pupil, choose the Session, then the Class.

3. Select Register pupil. This creates the pupil, gives them their admission number and enrols them in the class you chose. The panel then shows the number they were registered as.

4. Find them on the Registered tab, and under Pupils.

Set admission fees and the entrance examination

Institution Admin and Principal.

1. Open Admission fees under ACADEMIC (on a phone, More, then Admission fees).

2. Current fees lists what applicants are charged. When nothing is set, applying is free and no entrance fee is charged.

3. To set a fee, under Set a fee choose the Fee (Application or Entrance examination), type the Level it applies to or leave it blank for every level, enter the Amount in your school's currency and select Save fee. Changing a fee never re-prices an application that has already been paid for.

4. To say whether applicants sit an entrance examination, under Entrance examination type the Level (or leave it blank for every level), tick or clear Applicants sit an entrance examination, and select Save.

The fee and the examination are set separately, because a school may examine without charging. An applicant is shown the entrance fee only when their level is examined.

Set how admission numbers look

Institution Admin can change the format. Principal can view it.

1. Open Admission Numbers under SETTINGS. The page is headed Admission number format.

2. Set the Prefix, Suffix, Separator and Digits in the number. Tick Include the session year in the number if you want the year in it, and choose its Year length.

3. Tick Start counting from 1 again each session if numbering restarts every session. Use Start numbering from only when you are moving over from a paper register.

4. Check the preview under The next few numbers will look like, then select Save.

Changing the format affects only numbers issued from now on. Pupils already registered keep the numbers they have.

Find a pupil

Pupils is the school's register: every pupil, with their photo (or their initials when there is none), admission number, class, sex, status and main guardian.

1. Open Pupils under ACADEMIC, or the Pupils tab on a phone.

2. Type in Name, admission number or guardian phone…. It finds a pupil by either name in any order, by admission number, or by a guardian's phone number or email. A phone number matches however it is spaced.

3. Narrow the list with the filters: Status (it starts on Enrolled; choose Every status to see everyone), Session, Level, Class, Gender, and New or returning (New this session are pupils first enrolled in the current session; Returning were enrolled in an earlier one). Sort by orders the list by surname, admission number, class, or when the pupil was added. On a phone the filters are behind the Filters button, which shows how many are on; select Show … pupils to close it.

4. Each filter that is on shows as a label above the list: select it to take that filter off, or select Clear filters. The count under the title is the number of pupils matching the filters.

5. Select a row to open the pupil (on a phone, select their card). Move through the list with Previous and Next, and choose how many rows a page shows.

The filters are part of the page's address, so you can bookmark a filtered list or send it to a colleague, and the browser's Back button undoes the last change. Select Export CSV to download every pupil matching the filters, not only the page on screen, as a spreadsheet.

To add a new pupil, select Admit pupil. It takes you to Admissions, where pupils are registered.

A pupil's page

A pupil's page shows their photo, large, with their name, admission number, class and status. Below it:

• Profile: their personal details (names, admission number, sex, date of birth, nationality and when they were added), every guardian with their relationship, phone number and email (select a number to call it or an email to write), and their medical record when the school has one.

• Class and progress: every class they have been enrolled in, with the session and the date; their attendance this term (days present, absent and late, and their attendance rate), with Open the class register; and Open this term's report card. Each part is shown only to roles that can see attendance or results.

• Fees: their invoices, for roles that can see fees.

Correct a pupil's record and add their photo

Institution Admin and Principal, or any role that can edit pupils.

1. Open Pupils and select the pupil.

2. Select Edit. Correct their name, date of birth, sex or status, and save.

3. Under the photo, select Add photo (or Change photo) and choose a JPEG, PNG or WebP image of 5 MB or less.

4. Remove photo takes it off.

The photo is private: it is shown only to signed-in staff who can see pupils, through a link that expires after a few minutes. A removed or replaced photo is deleted after 30 days.

Approve pupils' profile changes

Institution Admin and Principal, or any role that can edit pupils.

Pupils can ask to change the name, phone number and photo on their own profile. Nothing changes until one of you approves it. When a pupil sends a request, everyone who can approve it is sent an email.

1. Open Profile changes under ACADEMIC. On a phone, select More, then Profile changes. The number beside it (and on More) is how many requests are waiting.

2. Each request shows the pupil's name, when they asked, and what they have Now beside what they Asked for: their name, phone number or photo. A request that changes the name or photo says Also updates the pupil's school record.

3. Select Approve to change their profile straight away. Or select Reject, type a Reason if you want (the pupil sees it), and select Reject request. A rejected request leaves their profile and their school record as they were, and a photo they sent is deleted.

4. To check, open the pupil under Pupils.

Approving changes the pupil's record under Pupils as well: their first name, last name and photo there become the ones you approved, and removing the photo removes it from the record too. The phone number changes on their profile only. Their parents' phone numbers are never changed. If the pupil's login was not made from their record under Pupils, there is no school record linked to it: the message after Approve says so, and only their profile changes.

A pupil can have only one request waiting: if they send changes again, the new ones replace it. They can also withdraw it before you decide. Approvals and rejections are recorded in the audit log, which notes whether the school record was changed too.

Give a pupil or a parent a login

Institution Admin only.

A pupil sees their own results, attendance and fees once they have a login, and a parent sees their child's.

1. Open the pupil's record from Pupils. The Logins panel is under their Profile.

2. For the pupil, enter the email they will sign in with and select Create login.

3. For a parent, the email the family gave on the admission form is already filled in beside their name. Change it if needed and select Create parent login.

4. A temporary password is shown once. Give it to them in person.

A parent with more than one child at the school has one login. When you create a parent login for a second child with the same email, it is linked to the login they already have, and no new password is issued.

Add and manage staff

Institution Admin, Principal and Head Teacher can view staff. Only Institution Admin can add staff and give them access.

1. Open Staff under OPERATIONS (on a phone, More, then Staff). Filter by Department or Status.

2. To add someone, select Add Staff, fill in First Name, Last Name, Email and Designation, choose their Department and Role, and select Add Staff. Leave Staff number (optional) blank and one is assigned for you.

3. Select a member of staff to open their record. It has Profile and Leave tabs, and an Access & Roles tab for the Institution Admin. Select Edit to change their details.

4. To give them a photo, open Edit and, under Photo, select Add photo and choose a JPEG, PNG or WebP image of up to 5 MB. It is saved straight away. Change photo replaces it and Remove photo takes it off. Only people who can see staff records see it.

5. To list them on the school website's staff page, tick Show on the school website and select Save Changes. Their name, role and photo then appear there; untick it and they, and their photo, disappear from the site at once.

Record and decide staff leave

Institution Admin.

1. Open the member of staff, and the Leave tab.

2. A pending request shows its type, its days and the reason. Select Approve or Reject. Once decided, it cannot be changed.

3. To record leave yourself, choose the type, the first and last day and the reason, and select File request.

Only the Institution Admin can file and decide leave. Staff cannot yet request their own.

Set up departments

Institution Admin.

1. On the Staff page, select Departments.

2. Type a name under New department and select Add.

3. Select the pencil beside a department to rename it; everyone in it moves to the new name. Select the bin to remove a department. A department with staff in it cannot be removed until they have been moved to another one.

Let a member of staff sign in and give roles

Institution Admin.

1. Open the member of staff, and their Access & Roles tab.

2. Enter their Login email address and select Create Login.

3. A temporary password is shown once. Pass it to them privately. They can choose their own password later through Forgot password? on the sign-in page.

4. Under Assigned Roles, tick each role they should hold. Untick a role to take it away. Each change applies straight away.

Edit roles and permissions

Institution Admin only.

1. Open Roles & Permissions under SETTINGS (on a phone, More, then Roles & Permissions). Each role shows how many staff hold it and how many permissions it has.

2. Select New Role to create one, or Edit on an existing role.

3. Give it a Name and Description, tick its Permissions, and select Save.

Each built-in role is listed by its everyday name — Pupil for the role pupils sign in with — with its short system name beside it. The built-in roles cannot be renamed or deleted, and the Institution Admin role always holds every permission, so the school can never lose the ability to manage roles. A role that is still assigned to someone cannot be deleted until you remove it from them. A change to a role's permissions applies to everyone holding it straight away.

Build and publish a timetable

Institution Admin and Principal can edit and publish. Head Teacher can view.

1. Open Timetable under ACADEMIC (on a phone, More, then Timetable) and choose a class from Select a class….

2. Select Generate to build a draft week from the class's teacher and subject assignments, and confirm. Periods already published are left as they are.

3. To add a single period, select Add a period. Choose the Day, Period, Starts and Ends times and the Kind; for a lesson, also the Subject and Teacher. Select Add to the week.

4. When the week is right, select Publish and confirm. Teachers, pupils and parents can then see it, and a Published badge appears beside the class.

You can still correct a published timetable afterwards.

Watch attendance

Institution Admin, Principal and Head Teacher.

Open Attendance under ACADEMIC, or the Attendance tab on a phone.

1. Take the register is where teachers mark a class for a day; you can use it too. Choose a class, select Mark All Present and change anyone who is not present. On a phone each pupil is a card with a row of buttons. Everything you choose is kept on your device until you select Save; the guide for teachers explains how.

2. Overview shows each class as a row and each school day over the last six weeks as a column. The colour of a cell shows the share of pupils present that day, and the Legend explains the bands.

3. A pale cell means No register taken, which is not the same as nobody attending.

4. Point at a cell to see the exact count. On a phone, scroll the grid sideways.

Enter marks and rate traits

Institution Admin, Principal and Head Teacher.

Leaders who teach, or who stand in for a teacher, enter marks in Score Entry and rate behaviour and skills in Trait Scores under ASSESSMENT, exactly as a teacher does. Everything entered is kept on your device until you select Save, with or without a connection. The steps are in the guide for teachers.

Set how marks add up (CA Config)

Institution Admin and Principal.

A pupil's total in a subject is the sum of their marks in the columns set for their class level this term, and the total is graded against the school's default grade scale. A school that marks out of 20 sees that total converted to marks out of 20; see Mark out of 100 or out of 20 below.

1. Open CA Config under ASSESSMENT (on a phone, More, then CA Config). The page is headed CA Configuration, and each class level is listed for the current term.

2. Open a level.

3. Select Add Column for each column. Give it a name, such as Test 1, and its Max Marks. Tick This is the exam for the exam column. The column maxima are the weighting: 20, 20 and 60 make a 40/60 split between continuous assessment and the exam.

4. Use the pencil to rename a column or change its maximum, and the bin to delete it.

Set the grade scale

Institution Admin and Principal.

1. Open Grade Scales under ASSESSMENT. Each scale is marked Out of 100 or Out of 20.

2. Check the default scale: it is the one results are graded with. Each band has a Min, a Max, a Grade and a Remark.

3. Select Edit to change a scale, or New Scale to add one (choose what its bands are marks out of when you create it).

4. Tick Grade results with this scale (default) on the one results should use, and select Save. Out of 100 and out of 20 each have their own default.

Results cannot be computed until the school has a default grade scale for the way it marks.

Mark out of 100 or out of 20

Institution Admin can change it.

Every school marks out of 100 until it chooses otherwise. A school that marks out of 20 can switch, and its totals, averages and report cards are then marks out of 20.

1. Open Academic Sessions under SETTINGS (on a phone, More, then Academic Sessions) and go to Marking scale at the bottom of the page.

2. Choose Out of 20 and select Save marking scale. The change is recorded in the school's audit log.

3. The first time you switch, a grade scale out of 20 is created and made the default for marking out of 20: 18 to 20 Excellent, 16 to 17.99 Very good, 14 to 15.99 Good, 12 to 13.99 Fairly good, 10 to 11.99 Average, below 10 Fail. Change its bands, grades and remarks on Grade Scales like any other scale.

4. Open Results and select Recompute on each class. Results already computed keep the scale they were computed on until then, and the class card says so.

How a total out of 20 is worked out:

• Teachers still enter each test and the exam out of its own maximum, and those marks are kept exactly as entered.

• A subject total is the marks entered, divided by what the class level's columns add up to, times 20, rounded to 2 decimals (a half rounds up). 67 out of 100 is 13.40; 45.5 out of 60 is 15.17.

• A pupil's average is the mean of their subject totals, to 2 decimals, and the class average is the mean of the pupils' averages. Positions compare the exact averages, so pupils share a position only when their averages are truly equal.

• A band covers everything up to the next whole mark: 16 to 17 means 16.00 to 17.99.

Report cards, the PDF, the pupils' and parents' results and the app all show totals and averages out of 20, for example 13.40/20. Switching back to Out of 100 works the same way: recompute each class afterwards.

Compute results and check report cards

Institution Admin, Principal and Head Teacher.

1. Open Results under ASSESSMENT (on a phone, More, then Results), or select View Reports on the Dashboard. It opens on the current session and term; change them with Session and Term.

2. Each class has a card showing its status (Pending, Computed or Published), how many of its pupils have been computed, and the Class Average, Highest and Lowest, out of 20 at a school that marks out of 20.

3. Once the class's marks are in, select Compute Results. The page says how many pupils and subjects were computed. If nothing has been marked yet, it says so instead.

4. Select View report cards to check each pupil's card. You can Print it or Download PDF. On a phone the card is laid out for the small screen; the PDF is the full page.

5. If a mark is corrected afterwards, select Recompute on the class.

Publish or withdraw results

Institution Admin, Principal and Head Teacher.

1. Open Results and find a class that is computed but not published.

2. Select Publish to pupils and parents. Only then do the class's pupils and their parents see the results and report cards, on their own Results pages.

3. To take published results back, for example to correct them, select Withdraw and confirm. Pupils and parents stop seeing them until you publish again.

Recomputing a published class keeps it published, so corrected figures reach families straight away.

Lessons, assignments and tests

Institution Admin and Principal; Head Teachers can also set and publish tests.

The LMS, Assignments and Tests under OPERATIONS work for you exactly as for a teacher: share lessons with a class, set and mark assignments, set a test as a draft and publish it, and follow each pupil's script. The steps are in the guide for teachers.

The Question bank under OPERATIONS works for you as for a teacher too: write questions once and reuse them, make a test from them or from a blueprint, import and export them as a spreadsheet, and print a paper and its marking scheme on the school's letterhead. A test can count as a CA or the exam, and its marks go into that column on Score Entry when Release scores is selected on the test's page. Questions a teacher keeps in their own bank are seen only by that teacher, until they share them with the school.

Fees and invoices

Institution Admin; the Principal can also set up the fees.

The bursar usually runs the school's fees, and an Institution Admin can do all of it too: set up the fee items under Fee Structure, issue a term's invoices, follow invoices and balances, send or print an invoice as a PDF, and take a payment online. The steps are in the guide for bursars.

Salaries and the payroll run

Institution Admin.

An Institution Admin can also set salaries, say where each member of staff is paid, and build the monthly payroll run, as the bursar does (see the guide for bursars). Approving the run is a separate step: Sign off payroll below.

Sign off payroll

Principal and Institution Admin approve payroll. The bursar builds it; see the guide for bursars.

1. Open Payroll Runs under FINANCE (on a phone, More, then Payroll Runs). Each run covers one month and shows its Status, the number of Staff, and the Gross, Deductions and Net totals.

2. Select Payslips to check the individual payslips in a run.

3. On a draft run, select Approve and confirm. Approving freezes the run: its totals and payslips cannot be changed afterwards, and a correction has to be a separate adjustment run.

4. Once the staff have been paid, select Mark paid on the approved run and confirm. A summary of the result stays on screen until you select Dismiss.

The person who builds a run and the person who approves it are deliberately different roles, so there is always a second check on payroll. Salaries, also under FINANCE, shows what each member of staff is paid.

Pay a run by transfer

Principal and Institution Admin, where your school is connected to the payments service. Marking a run paid by hand works as before.

1. Open Payroll Runs under FINANCE and select Payslips on an approved run.

2. Below the payslips, the page shows the Settlement balance available for salaries: the school's fee collections not yet sent to its bank. Select Pay by transfer.

3. Read the confirmation, which names the net pay and the balance, and confirm. The run is refused, and nothing is paid, if the balance will not cover it.

4. The result says how many salaries were paid, how many the bank has accepted and not yet settled, and who has no account. Salary transfers lists each one with its state and the bank's Transfer reference.

5. After adding a salary account for someone who was left out, open the run again and select Pay the rest.

A Pending salary is money that has left or is leaving: never pay that person again; the list updates by itself. Nobody already paid or pending is paid twice.

Update the school profile

Institution Admin and Website Manager.

1. Open Institution under SETTINGS (on a phone, More, then Institution).

2. To set the school's logo, under Logo select Add logo (or Change logo) and choose a JPEG, PNG or WebP image of up to 2 MB. It is saved straight away. A square image looks best. Remove logo takes an uploaded logo off again.

3. Change anything under School Information: School name, Motto, Address and Website URL.

4. Select Save Changes. The page says Saved. when it is done.

The logo appears on the school's public website, in the app's menu and on the sign-in page, on invoices and receipts, and on the icon of the app installed on a phone's home screen. The School name, Motto and Address set here are what the school's public website shows in its header and footer, with the phone number the school registered with, and the name is printed at the top of its report cards.

Use your own web address

Institution Admin.

Your school's website and app answer at the address you were given when you registered. You can also make them answer at a domain you own, such as www.yourschool.com. The address you were given keeps working alongside it, so a mistake in the domain's settings never locks you out.

1. Open Custom domain under SETTINGS (on a phone, More, then Custom domain).

2. Enter the Domain and select Add domain. It shows Awaiting DNS, with a Record name and a Record value.

3. At your domain registrar, add a TXT record with that name and value, and leave it in place afterwards.

4. Select Check DNS. Changes can take up to an hour to spread, so if the check fails, select Re-check later.

5. When ownership is confirmed the domain shows Verified, and anything still to do before the address works is listed under Still to do before this address works. It shows Live once visitors are being served at it.

To stop using the domain, select Remove. If the page says custom domains are not available yet, contact us.

Run the school website

Institution Admin and Website Manager. Everything here is under WEBSITE in the sidebar, and under WEBSITE in More on a phone. A Website Manager's Website tab on a phone opens Pages.

The school's public website is its own web address. It shows only what the school has published: a section such as News, Events, Gallery or Staff appears in its menu once there is something in it, and stays hidden until then. A school that has published nothing still has a finished home page with its name, a welcome line and an Apply online button. Pages published with the web address about, admissions, history, academics or school-life appear on the website's About, Admissions, Our history, Academics and School life pages, in French too when the page has a French version. Any other published page is on the website at its own slug, which is where View opens it.

Families apply, follow their application, pay admission fees and sit an entrance paper on the website itself, and anyone can check a document the school issued on its Verify a document page. Staff, parents and pupils sign in from the website's Sign in link.

Build and publish website pages

1. Open Pages and select + New Page.

2. Choose a page type (Blank Page, About Page, News Article or Admissions), enter the Page Title and Slug, and select Create & Edit.

3. Build the page from blocks in the editor. Use the EN and FR buttons to switch between the English and French versions. The editor is easier to use on a computer.

4. Select Save to keep a draft, or Publish to put it live.

From the list, Edit reopens a page, View opens it on the website, and Publish or Unpublish changes whether it is live.

Post news

1. Open News and select New post. Each post in the list shows whether it is published, and when.

2. Enter a Title and a Web address for the post, then select Create.

3. In the editor, write the Summary (shown on the news list and the homepage), add a Header image URL, and build the Body from Paragraph, Heading and Image blocks. Give every image a description for anyone who cannot see it.

4. Select Save, then Publish when it is ready.

Anything you publish appears on the school's public news page and homepage. Once a post is live, changing its web address breaks any link already shared. Select Unpublish to take a post down.

Edit the home page slider

1. Open Hero Slides. They are the big pictures at the top of the home page, changing every few seconds.

2. Select Add Slide, then fill in the Image URL, Caption, Heading, Subtitle, CTA Button Label and CTA Button Link. Use the English and Français tabs for each language.

3. Reorder slides with Move up and Move down, or delete one with Remove slide.

4. Select Save Slides.

The first slide that has an image becomes the picture, heading and subtitle at the top of the website's home page.

Home page figures and background video

The home page shows a strip of figures counted from the school's own records: pupils enrolled, teaching staff and years open (from the founding year in the school's settings). They are on unless you turn them off. The top of the home page can also play a short video behind the school's photo. It has no sound, loops, and visitors can pause it with the button in the corner. The photo stays underneath: it is what loads first, and it is all that visitors see if they have asked their device to reduce motion, are on a slow connection, or the video cannot play.

1. Open Homepage.

2. Turn Show school figures on the homepage on or off. When it is off, the website shows no figures at all; a new or small school may prefer this until its roll is complete.

3. For a video, upload it somewhere that gives you a direct link to the file, for example your school's file storage. Under Background video, paste the link into Link to the video file.

4. Select Save.

Use a short clip in MP4 format, under about 10 MB. The link must start with https:// and end in .mp4 or .webm: a link to a page on a video-sharing site will not play. The heading and buttons are shaded so they stay readable over any frame. To stop the video, select Remove the video, then Save.

Banner images on the other pages

Each page of the website (About, Admissions, News, Events, Gallery, Staff and Contact) opens with its title over a shaded photo.

1. Open Homepage.

2. Under Page banner images, choose a photo for a page from Your gallery, Your homepage photos or Stock photos, or paste a link to an image. A thumbnail shows your choice.

3. Select Save.

A page left on Default uses one of the school's own photos (its home page photos, then its gallery), or a stock photo that suits the page if the school has none. Reset to default returns a page to that.

Top up AI credits

Institution Admin, Principal and Website Manager can view the balance. Only Institution Admin can buy.

1. Open Credits under AI (on a phone, More, then Credits). The AI Credits page shows your Current Balance, the Free Allowance, and a Usage Summary of the credits used and the number of AI calls.

2. To buy more, enter the Number of credits under Buy Credits and select Buy Credits.

3. You are taken to a secure payment page and returned here afterwards, or shown an account number and the exact amount to transfer from your bank app. The credits are added when the payment is confirmed.

4. Come back to this page to see the new balance.

Ask the AI Assistant

Institution Admin, Principal and Head Teacher.

1. Select the round button at the bottom right of any screen (above the tab bar on a phone).

2. Ask how to do something in your own words, for example how do I publish results?

3. Read the answer and follow its steps in the app. The assistant uses the school's AI credits.

See your payslips

1. Open My Payslips under FINANCE (on a phone, More, then My Payslips; a Website Manager's Payslips tab).

2. Each month you have been paid for is listed, with your net pay.

3. Select Breakdown to see the basic pay, each allowance, each deduction and the total.

Your wallet, airtime and bills

Where your school offers bank wallets, FINANCE also shows My Wallet and Airtime & Bills. Anywhere else the two items are not in the menu.

1. Open My Wallet under FINANCE (on a phone, More, then My Wallet).

2. If you have no wallet yet, select Open a wallet, fill in the form (your Surname, BVN, Date of birth, Phone number and the rest) and select Open my wallet. The details go to the bank to open an account in your name; the school does not keep your BVN or national identity number.

3. Your Account number appears when the bank has finished its checks. Until then, select Check again later: there is nothing to fill in a second time.

4. Money in lists what the bank has paid into the wallet, and the statement lists every movement with the balance after each. If your salary is paid there and it differs from My Payslips, this is the record to quote.

To buy airtime or data, or to pay a bill from the wallet, open Airtime & Bills under FINANCE. Choose Airtime, Data or Bills, fill in the phone number or account, and confirm. What you have bought lists each purchase. For a prepaid meter the token is shown on the page: copy it and keep it, because it cannot be issued again.

Look after the school's wallets

Institution Admin.

Wallets under FINANCE lists everyone at the school who holds a bank wallet. Freeze or reactivate one with a reason, and see its history and statement; the steps are in the guide for bursars.

Watch the help videos

1. Open Help videos under HELP. On a phone it is under More.

2. The videos for your role are in three groups: Start here, Every day and Now and then, each with its length.

3. Select one to play it. Where there is a phone version and a computer version, you can switch between them. A line marked Coming soon is not recorded yet.

Tips and common questions

• I cannot see a menu item a colleague has. Your role does not include it. An Institution Admin can change what a role allows under Roles & Permissions.

• Why can I see a page but not change anything? Some roles may view an area without editing it. For example, a Principal can view Academic Sessions but only an Institution Admin can add or change them.

• Who approves payroll? The Principal or the Institution Admin. The bursar builds each run but cannot approve it.

• Who approves a pupil's change to their own name or photo? Anyone whose role can edit pupils: by default the Institution Admin and the Principal, under Profile changes. Teachers cannot.

• Where is a page on my phone? Everything that is not one of your four tabs is in More, under the same headings as the computer's menu.

• How do I change the language, or switch between light and dark? On a computer, use EN and FR and the sun or moon button at the top. On a phone, select More.

Getting help

Institution Admins, Principals and Head Teachers can open the AI Assistant from the round button in the bottom-right corner of any screen (above the tab bar on a phone) and ask how to do something. Website Managers should ask their Institution Admin.

To try any of this for yourself, open the live demo.