SchoolCore — School Admin Guide

SchoolCore is a management platform for schools. It gives your school one place to handle the day-to-day work of running a school:

• Students — records, classes, enrollment
• Academics — academic sessions, terms, classes, and your academic structure (departments, houses, subjects), assignments, timetables
• Fees & payments — build fee structures, assign them to classes and students, record payments, track debtors
• Attendance — take and review class attendance
• Results — configure your grading scale and record results, producing grades, report cards, and reports
• Communication — announcements and notifications to staff, students, and parents
• Admissions — manage applications and entrance exams
• Staff — manage who can access your school's workspace and what they can do

Different people use different parts of the platform:

This guide focuses on the school portal — the day-to-day home for school administrators.

Register your school  →  Choose a plan & pay  →  We set up your school
→  Activate your admin account (email)  →  Log in and start using SchoolCore

Go to the registration page (sign up / "Register a school"). You'll be asked for four groups of information:

School details

• School name
• School type (e.g. nursery, primary, secondary, mixed)
• Country, state, and address (the city you enter is folded into the address)
• Campus name — the platform treats "the school" and "its main campus" as two separate things, so give the main campus a name here (e.g. "Main Campus")
• School phone number and email

Admin account

• The admin's first and last name, email, phone number, and a password
• This person becomes the school's initial administrator — the first account that can log in and manage the school.

Academic calendar

• Academic session name (e.g. "2025/2026")
• Session start and end dates
• Start and end dates for Term 1, Term 2, and Term 3 (the platform expects a three-term year; a term is typically 3 months)

Plan & payment

• How many terms you're purchasing up front
• The number of students you expect (your plan price scales with students)
• Payment method: card/paystack or bank transfer

• Card payment (Paystack): you're redirected to the payment page after submitting. Once payment succeeds, we're notified automatically and your registration moves to "payment verified".
• Bank transfer: your registration is saved with a registration reference. The SchoolCore team will confirm your transfer manually, and your registration moves to "payment verified" once it's confirmed.

Your registration passes through these stages:

Draft → Pending payment → Payment verified → Provisioning → Ready

Once your payment is verified, SchoolCore provisions your school in the background. This usually takes a minute or two. We create, in order:

1. 1Your school record (this is when your school becomes a live tenant)
2. 2Your subscription (billed per student per term)
3. 3Your initial administrator account (the admin you specified)
4. 4Your main campus
5. 5Your academic session and terms (from the dates you gave us)
6. 6Your school's default settings

You don't need to do anything during this step — just wait for the activation email.

You'll receive an email titled "Activate your SchoolCore account" with a button to set your password. Click it, choose a password, and your account is active.

• The activation link expires after 48 hours. If it expires, contact the SchoolCore team and they'll re-issue one.
• Shortly after, you'll also get a personal welcome email from the founder.

Go to the school login page and sign in with the admin email and password you set during activation.

• You'll receive an access token that keeps you signed in, with a refresh token stored securely in your browser (an HttpOnly cookie).
• Login is rate-limited for security (a handful of attempts per minute) — if you mistype your password a few times, wait a minute and try again.

After login you land on the Dashboard, which gives you a quick pulse on the school: student counts, attendance, and fees outstanding. The sidebar is your home base:

Your session and terms were created from the dates you supplied at registration. Go to Academics to review them — make sure the session, term dates, and academic structure look right.

Go to Classes and create the classes your school runs (e.g. "JSS 1A", "SS 2", "Primary 5"). Classes are where students, fees, attendance, and results attach.

Each class has a detail page where you can:

• Assign a homeroom teacher to the class.
• Add students to the class — search for a student and assign them. (This is one of two ways students end up in a class; the other is setting the class when you add or edit the student.)

The Subjects page is really the *academic structure* page — it has three tabs: Departments, Houses, and Subjects.

• Departments — e.g. Science, Arts, Sports. A student can be assigned to a department (this is optional — schools that don't use departments can simply leave every student unassigned).
• Houses — e.g. Red House, Blue House. Students can be assigned to a house; it's optional just like departments.
• Subjects — the subjects your school teaches, e.g. Mathematics with code MATH. A subject can also carry a maximum score (e.g. 60) if your school marks that subject out of something other than 100 — this matters for grading (see Results & grading).

Students are assigned to a department or house when you add or edit them (and you can also assign a department from the Departments tab).

Go to Teachers / Staff. The school admin can add staff in two ways:

• Add directly — the admin creates the staff account right away.
• Invite by email — an invitation email ("You've been invited to SchoolCore") is sent with a link to set a password. Invites expire after 48 hours — you can resend a new invite at any time.

Staff have roles, and roles carry permissions:

You can archive (deactivate) and reactivate staff accounts at any time from the staff list.

Go to Students:

• Add individually — fill in the student's details (name, class, department, house, and contact details).
• Import — bulk-import students from a CSV file. The import page gives you a downloadable CSV template whose columns match the enroll form exactly — fill it in and upload. A student you import still lands in a class the same way as one added by hand.
• Each student has a profile page where you'll see their class, fees, attendance, and results over time.

As students are added and assigned to classes, the class becomes the anchor for everything that follows — fees, attendance, and results all hang off "student in class in term".

The Fees module has a clear model, and it's worth understanding because it drives your revenue:

• Fee structure — an editable template for one class in one term (e.g. "JSS 1, Term 1, 2025/2026") made up of components (Tuition, Uniform, Lesson Fee, etc.) that sum to a total.
• Assign to class — assign a fee structure to a whole class. Every student in the class gets a student fee. When you add, edit, or remove a component on the template, a checkbox controls what happens: "Apply changes to students already assigned this fee" (on by default) updates every student already assigned immediately; untick it to keep the edit template-only, so it only affects new assignments going forward. (One thing to know when applying: a template edit also overwrites any per-student adjustments, since the template is the source of truth.)
• Assign to student — assign a structure to one specific student (e.g. a new joiner mid-term). Enter the student's login username (e.g. dikko-brightfutureschool-ad2026002-student@bright-future-school), their admission number, or a name — no need to find a GUID.
• Per-student fee — open any student's fee to add, edit, or remove components for that student only (a scholarship, a waived component, an extra charge). The new total shows immediately. This is the exception tool — remember a later template edit will overwrite it.
• Record a payment — enter a manual payment against a student fee. Payments can't exceed the remaining balance, and each payment is recorded with the staff member who took it and a note.
• Status is automatic — each student fee is *Owing*, *Partially Paid*, or *Paid*, derived from the total vs. what's been paid. You never set it by hand, so it can't drift out of date.
• Debtors — the fees area includes a debtors view so you can see who still owes.

Open Attendance, pick the class and date, and mark each student as Present, Absent, or Late. The dashboard and student profiles show attendance over time, and students can view their own attendance history in their portal.

A few things to know about how attendance is recorded:

• Once marked, it's final. The moment you save a day's attendance for a student, that mark is locked. It can't be edited or deleted afterward — not even by the admin. So double-check the sheet before saving (use "All present" to fill the class, correct the exceptions, then save once). Re-opening the same class and date shows the locked marks and only lets you fill in students who aren't marked yet.
• Every mark records who took it. Each row shows "Marked by" with the name of the teacher, admin, or registrar who submitted it, so attendance is fully accountable. Students and parents also see this in their portals — their attendance page lists each marked day with the status and who took it.

Create assignments for a class/subject with a type (Homework, Assignment, or Project) and a due date. Students see the assignment in their portal and submit it online; you review the submissions from the school's assignments area.

Build class timetables in Timetable — slots per class, day, and period.

The Results page has four tabs: Grading scales, Result template, Enter results, and Review & publish.

Grading scales

A grading scale is a set of percentage bands with a grade, an optional grade point, and a remark for each. A typical scale looks like:

Each scale also has a pass mark (in percentage terms) and a score format, one of two:

• Percentage — scores are 0–100 directly.
• Maximum — each subject has its own maximum (e.g. a subject out of 60), and the percentage bands are scaled against that subject's max.

You can create more than one scale and set one as the default.

Result template

The Result template controls what appears on a report sheet — it never contains actual scores or school details. Create the standard Nigerian template with one click, then edit it per term: assessment components (e.g. Test 1 out of 20, Test 2 out of 20, Examination out of 60), which sections appear (academic table, attendance, affective traits, psychomotor skills, comments, class statistics, promotion), the trait lists, and which grading scale to use.

School name, logo, address, phone and email are always taken from the school profile at generation time — never typed into the template. Student name, admission number, class, session and term come from the student's record too.

Entering results

Choose the class, term, and subject. Each student has an input per assessment component; the total and grade are calculated live as you type, and scores are validated against each component's maximum.

Third Term is cumulative: the sheet shows each student's stored First and Second Term totals (read-only) plus the running cumulative total and average (e.g. 62 + 88 + 60 = 210, average 70). Previous-term scores are never re-typed — if a previous term has no scores, the sheet tells you clearly instead of computing a wrong cumulative value.

Review & publish

Scores alone don't make a result official. Each student's result moves through a lifecycle: Draft → Reviewed → Published → Locked. Published results are visible to the student and parents; locked results are final and can no longer be edited. Use Publish all to advance a whole class at once — on Third Term, publishing requires First and Second Term results to already be published.

From a student's result you can also rate affective traits and psychomotor skills (1–5), write comments (Academic Adviser's Report, Principal's Report), set promotion to the next class (Third Term), and Print / PDF a professional report sheet with school header, academic and cumulative tables, attendance, traits, comments, promotion and signature lines.

Teachers can enter scores only for classes and subjects they teach; admins and registrars manage everything. Students and parents only ever see published results.

The Communication page has two parts:

• Inbox — a list of notifications for the school (dashboard notifications), which you can open and mark as read.
• Broadcast announcement — compose a message and send it to the whole school. Announcements surface in student notifications and on student and parent dashboards.

The Reports page has two report tabs:

• Enrollment report — total students, students by status, and a breakdown of students by class.
• Fee report — total billed, total paid, outstanding balance, and collection rate, plus a collection-by-class breakdown.

If your school takes applications, Admissions lets you manage applicants and entrance exams. There's also a public admission flow — applicants can apply from your public page, receive an activation link by email, and track their application. As an admin you review applicants, assign exams, and make admit/reject decisions, which are communicated by email.

Your subscription is billed per student per term. When you pay, you're buying a number of terms up front.

When your current term's subscription period ends, one of two things happens:

• If you already have a next term scheduled, your subscription simply advances to it — no payment involved.
• Otherwise your subscription moves to pending renewal, and a 7-day grace period starts. You still have full access during this window.

You'll get a sequence of renewal emails:

1. 1Day 1 — "Your SchoolCore subscription needs renewal"
2. 2Day 3 — a reminder that renewal is still pending
3. 3Final notice — "your subscription will be suspended tomorrow"

After the grace period, your subscription is suspended. The school switches to read-only — you and your staff can still view data, but can't make changes — and you'll get a "subscription has been suspended" email. Renew once and you're back to full access.

Students log in with credentials sent to them by email and get their own dashboard with:

• Fees — their fee breakdown and total outstanding balance.
• Results — their grades per subject and term.
• Report card & transcript — a per-term report card, plus a running transcript across terms.
• Attendance — their attendance history.
• Assignments — assignments for their class, which they can submit online.
• Timetable — their class timetable.
• Notifications — announcements and messages from the school, with read/unread state.
• Admissions — if they applied through the admission flow, they can track their application progress, pay/claim the admission fee, and take their entrance exam online.

Parents log in and see the children linked to their account. Each child has a profile with tabs for fees, attendance, results, assignments, timetable, and report card/transcript — so a parent can see what's owed, how attendance is going, and how their child is performing, without needing a school login.

Teachers get their own workspace focused on their assigned classes:

• My classes — the classes they teach or homeroom.
• Gradebook — enter scores per subject and term for their classes (this is where day-to-day scores come in; grades are computed live from the school's grading scale).
• Attendance — mark their classes present/absent/late.
• Dashboard — their profile and quick links.

Teachers only see what their role and permissions allow — a teacher can't see another teacher's data or manage school-level settings.

• Data isolation — every school's data is fully separated. Nothing in your school is visible to any other school on the platform.
• Permissions — features are gated per permission, not just per role. If a staff member can't see an option, their role doesn't carry that permission — ask the school admin.
• Password reset — use the "forgot password" flow on the login page; a reset link is emailed to you.
• Impersonation (support mode) — when SchoolCore support is helping you, they may view your school in "support mode". You'll see a yellow banner at the top of the screen while that's active.
• Questions? — the welcome email invites you to reply directly; the SchoolCore team responds personally.