Setting up your institution profile

Your institution profile is the set of campus-wide choices that every other screen depends on: time zone, numbering, bank details for fee slips, outgoing email and the words used on screen. Set it up once, before you add staff and students.

Before you start

• You must be signed in as the administrator. Team users cannot open Settings.
• Have your bank account details ready if your fee slips should show them.
• If you use your own email account for sending, have its host, port, username and password ready.

Steps

1. Go to Settings > Campus Settings. The page opens on the General Settings tab.
2. Under Admin Configurations, switch on only what you need: Enable Branch System if one campus runs separate wings or sections, Enable Semester System or Enable Batch System for colleges, and the fee discount and concession options if you use them.
3. Under General Configurations, set the Time Zone. Attendance, fee due dates and all other dates follow this setting.
4. Set the starting numbers: Last Admission, Last Computer No, Last Family No and Last Staff Comp No. New records continue from these, so enter the last number you used in your old system.
5. Set a Sensitive Data Editing Password if you want an extra password before sensitive records can be changed.
6. Click Save.
7. On the same tab, under Session Settings, choose the Present Session and click Save Session.
8. Open the Bank Account tab. Enter Bank Name, Branch Name, Branch Code, account title and Account Number, then click Save. You can also upload a bank logo here.
9. Open the SMTP Settings tab only if you want email to go out from your own email account. Tick Enable Own SMTP, fill in the connection details, click Save, then use Validate credentials and Send test email. If you leave this off, email goes out through the platform's default email sending.
10. Open the Customizations tab to choose a Dashboard Template, default religion and nationality, side menu and top bar colours, and printing options. Click Save.
11. Open the Labeling tab if your institution uses different words for common terms. Type your own wording next to each label and click Save.

Add the lists your forms use

Admission and staff forms pick from short lists. Fill these in now so the forms are ready:

• Settings > Student Regions: click Add New Region and enter a Region Name for each area your students come from.
• Settings > Parent Professions: the professions offered on family records.
• Settings > Nearby Institutes: click Add New School to record a school's name, contact number, address and any fee concession you offer its students.
• Configurations > Student Categories, Sections and Concession Types.

Good to know

• Change the numbering fields with care once records exist. Each field shows the highest number already used, so you can see what is safe.
• SMS Configurations on the General Settings tab depend on your SMS provider. SMS and WhatsApp availability vary by region and provider, so check with support before you rely on them.
• The Interface Language option changes screen labels and printed report headings only. Your own data and dropdown values are not translated.
• The Commands tab holds one-off maintenance actions, such as re-assigning roll numbers or passwords. Read each one before you run it; they affect every student or family.
• If you do not see this option, it may not be included in your plan or your role may not have permission; ask your administrator.

For an overview, see the administrator role.