A complete, plain-language walkthrough of the platform — from your very first login to year-end rollover. Follow it top to bottom on day one, then keep it bookmarked as your reference manual.
One portal, one shared database. Everything you enter in one place instantly appears everywhere else it's needed.
This is where your school's daily work happens — the 24-module portal covered by this guide: students, fees, exams, attendance, reports and more. Your staff sign in and everything they need is one menu away, on any device. Your school's data is fully isolated — only your people can ever see it.
Everything in ShuleSmart is connected. Add a student and their fee ledger is ready instantly. Record a payment and the balance updates everywhere. Enter exam marks and report cards build themselves. Nothing is ever entered twice — and nothing falls through the cracks.
Every action in the portal feeds the numbers school leaders actually need: who owes fees, who's absent, how each class performed. Reports pull live data — nothing is entered twice. Print fee statements for parents, download class attendance summaries, or review exam performance from the same place.
Do these once, in order. It takes about 15 minutes, and everything after it becomes easy.
Open the portal and sign in with the email your school registered with. Forgot your password? Use the Forgot Password? link on the sign-in page and a reset link is emailed to you instantly.
Go to Academic Years (Administration menu) and add the current year, e.g. 2026. Mark it as the Current Year. Almost everything in ShuleSmart hangs off the academic year, so this must exist before anything else.
Open Terms and create Term 1, 2 and 3 inside your year, with their start and end dates. Set the term the school is currently in. Fees are invoiced per term, so these dates drive your billing.
In Classes, add each grade/stream you run (e.g. Grade 1 — Blue). In Subjects, add what you teach (Mathematics, Kiswahili…). Teachers are assigned to classes and subjects later, when you add them.
In Fee Structure, define what each class pays per term — tuition, lunch, transport, whatever your school charges. This is what generates invoices, so take a minute to get the amounts right.
In Students, add each learner: name, admission number, class and guardian contacts. Each student instantly gets a fee ledger connected to your fee structure. Admitting mid-term? No problem — invoices are generated from the date you set.
In Portal Users (System menu), create logins for your staff and pick a role for each — Head, Deputy, Accountant, Teacher or Secretary. Each person only sees the menus their role allows (see Roles below).
The same 24 modules your staff see in the sidebar — grouped exactly the way the portal groups them. Click any card to open that module.
Enrol learners, keep guardian contacts and status up to date, and open any student for their full profile, ledger and documents.
Your teaching staff, with subjects and classes assigned so marks entry and timetables know who does what.
Non-teaching staff — bursar, cook, driver, caretaker — with contacts and employment details.
Grades and streams. Each class holds its students, class teacher, and subjects — the backbone of academics.
What your school teaches. Subjects feed exams, marks and report cards automatically.
Create exams per term — CATs, mid-term, end-term — and set their grading out of e.g. 100 marks.
Fast entry grid: pick exam, class and subject, then type marks. Grades compute instantly from your grading scale.
Class rankings, subject breakdowns and printable report cards once marks are in.
Money picture at a glance: expected vs collected per term, class-by-class balances, and today's payments.
Every student's balance in one list. Send statements, follow up on arrears, and see who has credit.
What each class pays per term. Changing it here drives all future invoices — past ones stay untouched.
Auto-generated per student per term from your fee structure. Generate in bulk, print, or mark discounts.
Record cash, bank or mobile-money payments against a student. Balances update instantly everywhere.
Every payment gets a numbered, printable receipt. Reprint any time — the record never changes.
The end-of-year wizard: review every class, promote / repeat / graduate each student, and carry all balances into the new year in one guided flow.
Take the daily register per class in seconds — present, absent, late. Teachers love how fast it is.
Attendance patterns per student, class or date range — spot chronic absenteeism early.
Create the years everything else hangs off. Mark exactly one as current.
Term 1/2/3 with dates inside each year. Terms drive invoicing and exams.
One-stop printing: class lists, fee statements, balance reports and more — filter, then print or save as PDF.
When you create a portal login, you choose one of five roles. Each role unlocks only the menus that person needs — sensitive finance screens stay hidden from teachers, and so on.
The complete portal. Any administrator created before roles were introduced has this role automatically, so nothing changes for them. Heads see finance, academics, staff management and system settings.
Nearly everything the Head has — academics, finance, attendance, promotions and reports — but without Portal Users or Settings, so only your most senior people can change access and configuration.
Focused purely on finance: the finance dashboard, fees and balances, fee structure, invoices, payments and receipts — plus the student list, because every invoice starts with a learner.
Everything a teacher needs in class — students, classes, subjects, exams, marks entry, results and the daily attendance register — with every finance screen hidden away.
Front-office duties: keeping student, teacher and staff records current, classes and subjects, the academic calendar, and attendance reporting — with no access to money screens.
Roles are assigned per person in Portal Users. Need a custom mix? Contact ShuleSmart support — new role presets can be added for your school.
Four rhythms your school will fall into — morning, enrolment, exam season and month-end.
The most-loved feature in ShuleSmart is also the quietest one: when the school year rolls over, every shilling a student owes — or is owed — moves with them. No more December spreadsheets or January confusion.
Short, straight answers. If yours isn't here, reach out via the WhatsApp button on the main site.
Sign in and follow the 7 setup steps above — or contact us and we'll walk your team through it personally.