Settings Through Articles

1. Settings for Student Admission

2. Settings for Employee Admission

You can configure the basic settings of your institution in the General Settings section. The number of fields in the General Settings page may vary, depending on the number of plugins made available to your institution.

Firstly, you’ll need to login as an admin, using the username admin and the password admin123.

Now you can find General Settings by accessing:

Menu > Administration > Settings > General Settings

  1. Enter your institution details.
  2. Set the theme colour.
  3. Select the font to be applied to your interface. There are six fonts currently available.
  4. Enable Auto Increment for student admission numbers and employee numbers.
  5. Enable Password Change for First Time Logins to prompt users to change their password the first time they login.

Academic Year is the year range for the school academic related activities like exams, timetable, etc. You’ll want to create the current year  and perhaps the previous year, if you want to import previous data.

All the students who are admitted, as well as the exams that are created and scheduled, will be accessible under the current academic year. This helps to organise the events and data chronologically, which makes accessing this information more efficient.

In order to create an Academic Year, an admin or a privileged user has to follow the below steps:

  1. At the top left of your dashboard.

Menu > Administration > Settings > Academic Years  to open the  manage Academic Year  page.

  1. Click on the  New Academic Year  button.

  2. Enter in the details for start date, end date and  name fields to create the academic year.

  3. Click on Create Academic Year to save the configuration.

To create and manage different year groups and classes, you’ll have to be an administrator or privileged employee. Then access:


Menu Administration > Settings > Manage Year/Class Manage Year

  1. In the top right, click the new button to create a new year.

  2. In the Year name field, enter the year name. It doesn’t have to be unique.

  3. In the Grading system type field, select the grading system that will be used to evaluate this course

  4. In the name field, enter the class name. You can create different classes for the same year.

  5. In the start date and end date field, enter the start date and end date for the class in the year.

  6. Click the save button.

Now that your year has been created, you can create a class in Manage Year/Class and Manage Year.

  1. Select the year you want to create the new class in.

  2. Click the new button.

  3. In the name field, enter the class name. The class name is automatically prefixed with the year code.

  4. Select the Import previous class subjects checkbox to assign all previous class subjects (including elective subjects) to this class.

  5. Click the save button.

In some schools there may be a fee adjustment for certain categories, such as special needs students, free school meals, single parent household, etc.

The Student Categories are needed merely to separate students, whilst treating them equally, to manage records efficiently.

To create a Student Category, go to:

Menu > Administration > Settings/Configuration > Student Category.

To add a normal subject to a class, you must either be the administrator or a privileged employee. If you’re a privileged employee, you must have the Manage year/class or Subject Master privilege.


A normal subject is a mandatory subject that must be completed in order to meet the requirements of a course. Normal subjects are applicable to all students in the class.


You can add normal subjects by going to:
Menu > Administration > Settings > Manage Year/Class > Manage Class 
1. Select the year. All the classes in this year will be displayed.
2. Then select the class.
3. In the top right, click Manage, then Subject and Subject Center.
4. Click Year Subjects,  select the correct year and class and then click +subject.
5. Now enter all the details in the fields and click save. You can also update this information when you wish.

Additional admission details are essential for admitting students into your school, as they help you to differentiate between students. They will also be necessary if an incident arises and requires you to check the student’s records. You can add fields such as allergies, birthmarks, certificates and passport number.

To do this, follow the steps below:

Menu > Administration > Settings > Add Admission Additional Details

1. In the name field, enter the name of the custom field that will appear on the student admission form.

2. Select the status of the field name:

Active – A custom detail field with this status will be available in the student admission form and can be used to record additional details about the applicant.
Inactive – A custom detail field with this status will not be available in the student admission form.
Select the Is Mandatory checkbox to set this field as a mandatory field that must be filled out by the student.
In the Input Method field, select the field input method.

3. Click the create button.

4. Use the arrow icons

To determine the order of the fields in the student admission form.

Student roll numbers are unique identification numbers that can be assigned to students, either at the time of admission or afterwards. These roll numbers must be unique to students within a class. 

An administrator or a privileged employee can assign a roll number when admitting new students. Firstly, make sure roll number is enabled for students by visiting:

Menu > Administration > Settings > General Settings

Ensure the enable roll number for students box is checked. 

Now you will be able to set a roll number prefix for a year. This will automatically be applied to all the classes in that year, as well as the students in the classes. This can be done by accessing:

Menu > Administration > Settings > Manage student roll numbers

  1. Click Set roll number prefix beside a year.

  2. Enter the roll number prefix.

  3. Click the save button.

In Manage student roll numbers you can also set a roll number prefix for a class. 

 

  1. Click View classes to view all the classes in a year.

  2. Click Edit roll numbers beside a class.

  3. Click edit beside the roll number prefix.

  4. Change the roll number prefix, and then click the save button. The roll number prefix is updated for all students.

You can assign roll numbers to students who have already been admitted to a class in the Manage student roll numbers section.

  1. Click View classes to view all the classes in a year.

  2. Click Edit roll numbers beside a class.

  3. If you want to use the pre-set roll numbers, click the apply button. Otherwise, you can enter in the roll numbers for each student.

You can also reset the roll numbers to the default setting at any time by clicking Reset all. Plus, you can also assign a roll number to a new student when they are first admitted. The roll number can be found under the Year and Class Details section of the admission form.

You’ll be able to manage documents for different student categories. This may include documents such as the admission policy, anti-bullying policy and registration.

You can add a Student Document Category by clicking:

Menu > Administration > Settings > Student Document Categories to open the Student Document Categories page.

  1. Click the Add Category option.

  2. Enter the category name and then click on Add Category.

You can configure the list of features that parents and guardians of your students have access to.

To open the Feature Access Settings page, click on:

Menu > Administration > Settings > Feature Access Settings

  1. Click on the checkbox for the following features to enable parents or guardians to be able to access:

  • Gallery

  • Hostel

  • Transport

  • Student’s Documents

  • Assignment

  • Tasks

      2. Click on Save settings to save your changes.

You will have to be logged in an administrator or a privileged employee to admit a student into your online portal. Now go to:

Menu > Academics > Students > Student Admission 

  1. Fill out the student’s personal details, including their admission number and date.

  2. Enter their sibling details, if applicable.

  3. Enter their parents or guardians details.

  4. Set one parent or guardian as the emergency contact.

  5. Input the details of their previous school, if applicable.

  6. Now enter any additional details such as allergies, birthmarks and certificates. Any detail marked with an asterisk* must be completed.

After completing the admission form, you will be able to login as the student and their parent. 

Student Login Example:

Username: student admission number – S1

Password: student admission number123  – S1123

Parent Login Example:

Username: parent admission number – PS1

Password: parent admission number123  – PS1123

For more information on Student Admission, please visit Settings Through Videos.

Assigning your employees different categories will help you distinguish between them. These categories could include teaching staff, non-teaching staff and more. You can create and manage your employee categories by accessing:

Menu > Administration > Human Resource > HR Settings > Employee Category

Enter the Name of your category, such as Accounts.

Enter a code in the Prefix field, such as AC.

Select the status as either Active or Inactive.

Click Create to save your category.

You might have different employee positions under these categories, such as Head of Year and Teaching Assistant under Teaching Staff. These positions will also allow your teaching staff and non-teaching staff to progress on to different career paths.

You can create all the employee positions that are relevant to your institution.

Menu > Administration > Human Resource > HR Settings > Add Employee Position

 Under the Name field, you can enter the name of the employee position.

Then under Employee Category, you can select the employee category the position applies to.

Click on Create when you have finished.

An education institution may have various departments, which may include Library, Finance, HR and more. 

In relevance to your institution, you can create many different departments as you like.

Menu > Administration > Human Resource > HR Settings > Add Employee Department

Enter the Name of your department.

Enter the department code.

Set the status to active or inactive.

Click Create.

Most institutions use grades to compare roles within their institutional structure, as well as compensation.

Employee grades can be used to represent seniority of employees within the institution, as well as defining the number of periods employees in a particular grade should work.

In relevance to your institution, you can create as many employee grades as you like.

Menu > Administration > Human Resource > HR Settings > Add Employee Grade

Complete the fields in the same way you would Employee Departments.

Name your grade.

Enter a value to indicate the priority. 

Enter the maximum number of periods in a day an employee of this grade can work.

Enter the maximum number of periods in a week an employee of this grade can work.

Set the status to active or inactive.

Click Create.

These values will be applied when using the standard code ‘NWD’ to calculate loss of pay.

Leave types are the types of leaves that can be taken by an employee, such as casual and sick leave. You can add and manage employee leave types in:

Menu > Administration > Human Resource > HR Settings > Leave Types > Add Leave Type

In the Leave name field, enter the name of the leave type.

In the Leave count field, enter the maximum number of leaves an employee can take for this leave type.

Set how to manage Employee leave balance during leave reset:

Allow leave carry forward – Enabling this option will be carrying forward the balance leave count for the employees while resetting leave counts. 

Discard leave balance – This will not carry forward the balance leave count for the employees.

Set how to manage Additional leaves:

Liable for salary deduction (LOP) – Additional leaves can be marked as loss of pay and would be liable to be accounted  when processing payroll.

No salary deduction – Additional leaves will not be marked as loss of pay.

Select the status of the leave type.

Click the create button.

Leave groups can be created to manage different leave types. You can create multiple leave groups if you have different employee leave types. This can be done by accessing:

Menu > Administration > Human Resource > HR Settings > Leave Groups > Create Leave Group

Enter in the Name of the leave group.

Enter in the Description of the leave group.

Click Create Leave Group.

Now that your group is created, you can click Manage leave types to add the different leave types, as well as Add employees to add employees to these leave groups.

Bank Details

When admitting an employee, you’ll need to record their bank details to process payments. According to your institution’s requirements, you can add any number of custom fields. These will then be displayed in the employee admission form.

Menu > Administration > Human Resource > HR Settings > Bank Details

Enter the name of your field. 

Select the status.

Click create.

Blank fields will be generalised, however you can customise them according to your school’s needs.

When admitting an employee, the employee admission form will contain any additional employee details that must be filled out. You can your own custom fields to record any additional details about the employee by accessing:

Menu > Administration > Human Resource > HR Settings > Additional Details

Enter the name of the custom field.

Set the status.

Check or leave blank Is Mandatory to determine whether this must be filled out by the employee.

Choose the Input method from four options:

Text Box – enter brief text information.

Text Area – enter detailed text information.

Select Box – select an option from a drop-down list.

Check Box – select one or more items from a set of options.

Click the create button.

Use the arrow icons () to determine the order in which the fields will appear in the employee admission form.

You can configure the payroll calculation mode for newly assigned employees by clicking:

Menu > Administration > Human Resource > HR Settings > Payroll Settings

Choose which type of payroll you want your employees’ salaries to be calculated by:

Gross based payroll – enter in the earnings to calculate the correct amount.

Custom mode – enter in the earnings but not including the gross pay.

You can select Round off Net Pay.

If you choose this option, you can choose the rounding type you want.

Click save settings.

You’ll have to be logged in as an administrator or a privileged employee to admit a new employee. Start by going to:

Menu > Administration > Human Resource > Employee Management > Employee Admission

Firstly, you can fill out the employee’s personal details, including their name, category, position and upload a photo.

Enter in their contact information, such as their address.

Enter in their bank details.

Fill out any additional details. If these are marked with an asterisk*, you can’t proceed without filling out this field.  

Set their privileges.

Select their reporting manager.

Add to a payroll group.

Add to a leave group.

You will now be able to login as this new employee.

Employee Login Example:

Username: employee admission number – E25

Password: employee admission number123 – E25123

For more information on Employee Admission, please visit Settings Through Videos.

3. User Management

4. Subjects Center

Menu > Administration > User

Select Add New to add an employee to your system

You can search for any user by their type, such as their department or class.

Menu > Administration > User

Click on Edit Privilege underneath the employee’s details to choose which features they have access to.

Just remember that only an Admin and Privileged Employees can change and provide any privileges to a user.

Explanation of Different Privileges

The administrator or a privileged employee (Manage Users privilege is required) can change the password for a user account, if the user has forgotten the password and needs it reset.

At the top of your dashboard, click:

Menu > Administration > User to open the Manage Users page.

Search for the user.

When you find the user, click on the their name. Basic details of the user’s profile will be displayed.

Click the Change Password button.

For more information on User Management, please visit Settings Through Videos.

Home > Academics > Subjects Center > Class Subjects > Select Class

Select + Subject and add the subject details.

Home > Academics > Subjects Center > Link classes

Select year/class and press the right side arrow to assign the subject to the class.

Menu > Administration > Human Resource > Employee Management > Employee Subject Association Details

In the Class field, select the class.

In the Subject field, select the subject.

Then department option click Select Department and Teacher.

Menu > Data and Reports > Reports > Employee Subject Association Details.

You are able to see headings that are clearly stated.

These reports are helpful for detailing the year/class in-depth

Click on Export as CSV to download.

For more information on Subject Centre, please visit Settings Through Videos.

5. Timetable

6. Attendance

Menu > Academics > Timetable > Manage Class Timing Set

Click new in the top right-hand corner

Type in the name of the class timing template into the field. For example, this could be nursery template, Year 6, Friday or anything else.

Click on View Class Timing beside any class

Now you’ll be able to Add Class Timing.

You can also edit and delete any class timing sets if you remain on the Manage Class Timing Set page and:

Click on View Class Timings.

Click edit to make any changes.

Or you can click delete to remove the class timing set.

Menu > Academics > Timetable > Set Weekdays and Class Timing Sets

Select year and then class from the 2 drop-down menus.

Select the days that you’d like to set the class timetable to.

Then click on change to make the changes to those days. The days can all be set to the same timetable or you might want some days to be set to a different one.

Now set the calendar date. Once the class is ready to start, then save the changes.

Menu > Academics > Timetable > Work Allotment

If you haven’t assigned employees to subjects after admitting them, you can do it through Work Allotment. You can assign more than one employee to a subject.

Click on each section to allocate/associate a class to an employee.

Click on Employee Allocation beside ‘not associated’ to give them working hours.

After you have allocated working hours to an employee, it will say ‘completely associated’ by the class name.

Academics > Timetable > Manage Timetable

Click Create Timetable in the top right-hand corner and select the start and end date for the academic year.

Academics > Timetable > Manage Timetable > Timetable Allocations

In the timetable allocation page, click on the drop-down menu and then Manage Allocation.

Select the Year and Class.

For more information on Timetable, please visit Settings Through Videos.

The attendance settings can be customised to suit your institution’s specific needs.

Custom attendance can be enabled to record absences and and lates, as well as rename their names and codes.

Attendance Report Calculation has to be set to one of two modes, either student admission date or batch start date.

Attendance Mark Frequency can either be set as open or locked.

If locked, the Attendance Lock Duration can either be set to 1 day or 7 days.

The attendance automatically fills in the students as present so the teacher only needs to mark absent or late students.

If the student attendance type is Daily, only the employee(s) assigned as the teacher to that specific class can mark the attendance.

If the student attendance type is Subject-wise, only the assigned teacher to a subject can mark attendance for that particular subject.

The attendance report can be accessed to generate reports for each class.

You can choose which mode you want, as well as filter the attendance by percentage. You’ll also be able to view the file as PDF or as a CSV report.

For more information on Attendance, please visit Settings Through Videos.

7. Grading

The Academic Year must be active.

The Year/Class has to be connected to the active year.

Attributes are the parameters, or skills, that are used to evaluate subject exams. These could include worksheets, activities done in class and homework submitted. Attributes that are based on the total mark of a subject can be calculated.

The total mark of a subject can either be the Sum, Average or Best of the attributes.

You can use the same attribute profile for all the subjects, or a different attribute profile for each subject.

The bifurcations will be available to teachers while submitting the marks for a subject.

Menu > Academics > Gradebook > Settings > Attribute Profiles > Create Attribute Profile

A grading scale is any standardised measurement, based on the performance of a student, which can be assessed.

Before creating the exam, it is mandatory to create the different grading profiles used in the institution. These are based on how the school evaluates the students’ performance. Grading profile is used in exams, which either follow the Grade system or a combination of Marks and Grades.

Grading profiles can either be two types:

Direct Grades – where grades are not based on marks but are applied directly.

Marks based grades – where grades are derived from marks.

Steps to Create a Grading Profile:

Menu > Academics > Gradebook > Settings > Grading Profiles > Create a Grading Profile

Our online portal offers the feature to create commonly used remark templates, which can then be directly applied to the exam. The students will receive their remark updates after completing their exams.

This decreases the teachers’ workload, as it avoids the need to type in separate remarks for all their students.

Activities are the co-scholastic programs conducted in schools, which help to evaluate the overall development of a student. For example, extracurricular activities like crafts, music and dance or personality traits like discipline and cleanliness can be added as an activity.

The activity profile needs to be added as a separate activity exam in the gradebook planner, which will then be displayed in the gradebook/report card. Activities are generally evaluated by only using grades.

Attributes are various parameters or criteria, based on the total mark of a subject. For example, if the total mark of a subject is the sum of the worksheets, homework and records submitted during the term, you can create an attribute profile with these particular attributes and link them to the subject.

While creating the exams for these subjects, we can specify the exam as an attribute-based exam. This means teachers will get an option to enter marks for each of the parameters. Attributes are only displayed in exam reports and will not be displayed in term/planner reports.

Skillset includes various factors which are based on subject knowledge. For example, writing skills, reading skills and vocabulary can be added as skillsets and associated to a subject.

Skillset will first be associated to a subject during the subject creation and then it will be displayed in Gradebook.

The exam planner allows you to organise your academic years into different terms, as well as assign different exams throughout these terms. Once your planner is either created or imported, it can be assigned to all the applicable classes.

These are the steps which need to be followed:

Create exam planner

Add exams for the academic year

Customise the gradebook look and feel

Manage classes or link courses to the planner

Generate the report

Create Exam Planner

Go to Exam planner in the Gradebook module:

Menu > Academics > Gradebook > Exam Planners

Choose the correct academic year.

Select – Create an exam plan.

Create the exam planner by giving it an appropriate name and specifying the number of terms, plus the duration of each term in the academic year.

Once the planner is created, you can add exams for each term by:

1. Selecting Add Exams. Specify the exam name, code and display name for the exam.

Subject Exam – Exams which are created and scheduled for the course subjects. For these exams, mark entry can be based on attributes, skillset or direct.

Activity Exam – Gradings for the co-scholastic skills that are being evaluated by the school.

Derived Exam – Any exam that is derived from two or more subject exams. Subject exams can be calculated by sum, average, best of, specific weight, age or the average of these subject exams.

To customise the look and feel of the Gradebook template go to:

Menu > Academics > Gradebook > Planner > Exam Planner > More > Student Report Settings

For more information on Gradebook, please visit Settings Through Videos.

Once the planner is generated and the exams are created for the term, the next step is to link the applicable years to the planner.

This can be done by accessing:

Menu > Academics > Gradebook > Exam Planners

Click Show Details on the exam plan you want.
Click Mange Years and then Add Classes.

If you are migrating to a new academic year and still want to use a previous year’s planner, Raising Foundation provides a feature to import a previous planner.

This can be done by accessing:

Menu > Academics > Gradebook > Exam Planner > Import Planner

Select to and from Academic Year.

Select the exam planner that needs to be imported.

You can import exam groups, class associations, and report settings.

Click on Import Planner.

After adding an exam to the planner, you can schedule it by accessing:

Menu > Academics > Gradebook > Manage Gradebook

Click Manage Exams on the applicable year.

Click Manage Exams again by the Exam Group you want, in the applicable term.

Click Add Exam.

You can enter all the fields for this exam, including the date of the first and last exam.

Click Save Exam Dates.

Now select the dates and times for the different subject’s exams. Leave the days with no exams blank.

Click Schedule Exams.

If you want to send a notification, you can click on Save and Send Notification.

Once the exams are successfully scheduled the specific teacher for each subject exam, or an employee with mark entry privilege, will be able to enter the marks. Go to:

Menu > Academics > Gradebook > Manage Gradebook > Manage Exams > Manage Exams > Enter Marks

The subject teacher can either enter marks for their students, or upload them in an excel spreadsheet.

Once the marks are entered you can click Save if there are any more marks to be entered, or if you are expecting future corrections.

Click Submit when all the marks are correctly entered.

It’s important to note that the Mark Entry will be frozen once you have submitted the marks. This means that teachers will no longer be able to modify the marks once they are submitted.

Report cards can only be generated after the teachers have submitted the marks for the subjects.

If a teacher has accidentally submitted the marks and wants to modify them, an admin can unlock the exam.

To generate a report for a class, go to:

Menu > Academics > Gradebook > Manage Gradebooks

Follow these steps:

Select Manage Exams on the year you want to generate the report for.

Click More next to the specific exam you want, and Generate Reports.

Select the class(es) you want.

Click Generate Report.

You can either Publish Reports or Download Class-wise Report.

Once exams are scheduled and the marks entered, the report cards can now be generated.

Make sure that all the custom settings are completed before you generate the report card.

There are three different types of reports which can be generated, including:

1. Exam Report

You can generate a report for any exam, as long as the marks have been submitted. This can be done by:

Menu > Academics > Gradebook > Manage Gradebook > Select Class > Manage Exams > Select the exam you want the report to be generated for > More > Generate Report

2. Term Report

You can generate the report for the entire term once all the exam marks have been submitted. Make sure that the term exam is created before you try to generate the report. This can be done by:

Menu > Academics > Gradebook > Exam Planner > Choose Exam Plan > Show details > Select the Term > Actions > Add Term Exam

To generate term report go to:

Menu > Academics > Gradebook > Manage Gradebook > Select Class > Manage Exams > Select the term for the report you want to be generated > Actions > Generate Term Report

3. Planner Report

We can generate a report card for the entire academic year too, which is called a planner report. Make sure the planner exam is created beforehand. This can be done by:

Menu > Academics > Gradebook > Exam Planner > Choose Exam Plan > Show details > Planner Exam

To generate planner report go to:

Menu > Academics > Gradebook > Manage Gradebook > Select Class > Manage Exams > Generate Planner Report

Import Marks

Once exams are created for each subject the teachers or admin can also upload the marks, as well as enter them manually. If the admin is uploading the marks, they can use CSV file to download and upload.

This can be done by accessing:

Menu > Academics > Gradebook > Manage Gradebook > Select Class > Manage Exams > Select Exam > Manage Exams

1. Download the mark sheet using CSV file.

2. Enter the marks in Excel.

3. Save the file.

4. Select and upload the file.

5. The marks will now be imported.

Using CSV

Once the mark entry is completed and the gradebook report is generated, these marks can be published to parents. Once published, only parents and students will be able to view the marks.

To publish the marks, choose the Publish Report button after the report is generated.

To send SMS Notification to parents, select Send Notification.

Once the report is successfully published, the report status will be updated as Published.

Once the report is generated, you can check or download each individual student’s report using Student Exam Reports.

Menu > Academics > Gradebook > Manage Gradebook >

Click Manage Exams for the year you want.

Select More on the specific exam you want.

Select Student Exam Reports.

Once the Gradebook reports are generated, you can view them here:

Menu > Academics > Gradebook Reports

Student Reports: This can be used to view and download the student’s exam, term and planner report.

Subject Reports: This is used to generate the subject report for a particular class.

Consolidated Reports: This report is used to view and download the exam reports for a particular class. This can be done for all the subjects.

For more information on Gradebook Reports, please visit Settings Through Videos.