Students & Guardians

Identity, placement, guardians with primary and billing contacts, siblings detected from a shared guardian, medical notes and consents, a document checklist with verification, and archiving instead of deletion.

Admissions

A pipeline from enquiry to confirmed place, with entrance tests, merit ranking, interviews, seat and waitlist control, an admission fee invoice, classified refusal reasons, and a one-click Confirm.

Academic Structure

Academic years with terms, stages, grades, sections with capacity and a class teacher, subjects with electives and elective groups, and subject allocation.

Timetable

A reusable grid view beside the list, clash detection on save for teacher, room and section, substitution management that records what actually happened, and publication into the Calendar.

Attendance

Daily or period-wise, a fast marking screen, leave requests from the portal, an academic calendar of holidays, a register lock after N days, absence notices and consecutive-absence alerts.

Examinations

Sessions on a stage board, schedule generation that skips non-working days, a datesheet grid, candidate lists that respect elective choices, a tabulation grid with live validation, and a publication step.

Fees

Fee heads as ordinary service products with real income accounts, structures per grade and year, installment schedules that must add up to 100%, concessions with an approval trail, bulk invoicing, late fees and staged reminders.

Parent Portal

A child selector, attendance, published results with downloadable report cards, the fee statement with online payment, the timetable, homework, circulars and leave requests.

School Life

Activities with consent collection, circulars with an audience selector, homework, behaviour notes (commendations as well as incidents), and a complaint register with resolution times.

Set up the school — about two minutes

Configuration → Setup Assistant. Run it once, before you enter a single child. Anything that already exists is left alone, so running it twice is harmless.

Name the Academic Year, its Code, the start and end dates, and how many Terms.

Set the Lowest and Highest Grade, the Sections per Grade (A,B) and the Seats per Section.

Set Periods per Day, First Period Starts and Period Length — breaks are added for you.

Click Set Up the School. Then add your subjects and your holidays — holidays are excluded from every attendance percentage.

Add your teachers, and say who teaches what

A teacher is an ordinary Odoo employee with one box ticked, so contracts, leave and appraisals keep working with no custom code.

Staff → Teachers → New. Enter the name and tick Is a Teacher — a Teaching tab appears.

Fill in the Teacher Code, Qualification, Teaching Licence and the subjects they are qualified to teach.

Set the Related User so their own timetable and sections resolve.

Academics → Subject Allocation: section, subject, teacher, periods per week. This is the rule that decides who may mark whose register and enter whose marks.

Teaching staff directory

The Teaching tab on an ordinary employee

Admissions — from enquiry to a confirmed place

The buttons across the top follow the real process. Click them in order as things happen, or drag a card between columns on the board.

Admissions → Applications → New: applicant name, guardian, telephone, the grade, the year and the Source.

Start Review → Schedule the Entrance Test → Schedule the Interview → Offer a Place → Confirm Admission.

Enter the Test Score and the Out Of figure — the Test % and the Merit Rank are worked out for you.

Confirm Admission creates the guardian contact, the student with an admission number, the enrollment, the document checklist and the fee card — in one step.

Refusing asks for a classified Reason, because the funnel analysis is only useful if refusals are classified.

The student record and its guardians

One search box finds a child by name, admission number or guardian's name — so a parent who telephones and gives their own name still finds the child.

Add each guardian with a Relationship, and mark exactly one Primary Contact and one Billing Contact.

Siblings are found for you from a shared guardian — the basis of a sibling fee concession.

Work the Documents tab: set the status to Received, attach the scan, then verify it.

Print the ID card, the bonafide certificate or the transfer certificate. Nothing is ever deleted — a leaver is archived, so their certificate can still be issued years later.

Build the timetable on a grid

Academics → Timetable. The Grid and the List are the same timetable — switch with the buttons at the top right and use whichever suits the job.

Choose the Section. The week appears with periods down the side and days across the top.

Click a cell, pick the Subject, Teacher and Room, then Save. The counter reads “25 of 30 slots filled”.

All seven days are shown. Days outside your working week are greyed and labelled Off — a hidden Friday cannot tell you that Friday is meant to be free.

Clashes are refused as you save, naming the conflict. A teacher cannot be in two rooms at once, and a section cannot have two lessons at the same time.

Teachers open My Timetable for their own week across every section they teach; it is read-only, because a lesson belongs to a section.

Mark the register — two clicks and a save

Attendance → Mark Attendance. A class teacher arrives with their own section and today already filled in.

The whole roster appears with everyone marked Present. You change only the exceptions.

Pick Absent, Late, Excused or Half Day, add a reason, then Save the Register.

All Present / All Absent set everyone at once; Save & Next Section jumps straight to the next section.

Marking the same register twice is safe — it updates, it never creates a second copy.

Approving a leave request writes the register itself, marking those days excused — including days already marked absent, because the note usually arrives late.

Run an examination — six steps, in order

Create session → generate schedule → open marks entry → teachers enter marks → controller approves → publish. Results reach parents only at the last step.

Examinations → New: name, type, year, term, dates, and the grades under Classes Sitting.

Generate the Schedule lays papers out day by day, skipping weekends and your holidays, with study days between them.

The datesheet grid puts grades across the top and subjects down the side. Click a cell for date, times, maximum and pass mark. A subject a grade does not teach is a grey dash, not an inviting blank.

Open Marks Entry creates a result row per candidate — an elective paper is only sat by the children who chose that elective.

Teachers type marks paper by paper, or a whole section at once on the marks grid. A mark above the paper's maximum is refused as you type, and a blank is refused at submission.

Approve is refused while any teacher still has marks in draft — and it tells you how many. Publish then builds totals, grades, GPA and ranks together, and locks the marks.

Marks entry, one paper at a time

The tabulation grid — a failing mark in red, an empty cell means “not marked yet”, never a zero

Fees — structures, cards, invoices, receipts

Every fee here becomes a real customer invoice, so receivables ageing, the P&L, tax and online payment are standard Odoo with nothing extra to reconcile.

A fee head is an ordinary service product with an income account — that is what puts the fee in the right place in the P&L.

Build a fee structure per grade and year: add the heads with an amount and a frequency, tick Optional for things like transport.

Generate Installments — one payment, per term, quarterly or monthly. They must add up to exactly 100%, or the structure cannot be activated.

A fee card is created automatically when a child is admitted or promoted: gross, concession, payable, invoiced, paid and balance.

Generate Invoices for a whole grade at a time, with a preview of how many students and how many already have one. Running it twice is safe — anyone already invoiced is skipped.

Register Payment the ordinary Odoo way, then print a receipt that names every child the payment covers.

Late fees and reminders are off until you switch them on, so installing the module never charges anybody anything.

Fee cards — what each child owes this year

Bulk invoicing — idempotent, with a preview before you commit

The end-of-year promotion

Once a year, move a whole grade up — with the evidence for each child on the same row.

Set From Year, Class, To Year, Promote To and a Default Section Next Year.

Every child appears with their Year %, Result, Attendance % and Balance.

The Decision comes from the published year result, but it is a proposal, not a verdict — override any row to Retain, Promote with Condition or Leaving.

Read the warning line: it tells you who has no section to go to, and who still owes fees. Promotion does not clear a balance.

Apply the Promotion creates next year's enrollments and their fee cards in one go.

Answer questions — dashboard, analysis, Report Centre

Set the dashboard filters once — period, academic year, classes, sections, stages, gender, or one student — and every tab and every report follows them.

Ten tabs: Overview, Students, Admissions, Attendance, Academics, Fees, Staff, School Life, Alerts and Reports. You only see the tabs your role allows.

Click a KPI tile, a bar, a slice or an alert row to open the records behind the number.

Quick Actions launch any operation without leaving the screen — register a student, mark attendance, enter marks, generate invoices, issue a circular, promote a class.

The Report Centre gives every report three buttons: Preview on screen, PDF, and Excel. All three are the same figures, so what you check on screen is what you hand to an auditor.

For free-form questions, the Reporting menu gives native pivot and graph analysis of enrollment, admissions, attendance, results and fees.

The Parent Portal

Tick Portal Access on a guardian, give them an email, and click Invite Guardians to the Portal. They sign in and pick a child.

A guardian can only ever see their own children. The controllers resolve the children from the signed-in person and check every id against that set — never through a URL parameter. Editing the address bar does not help.

Unpublished results are invisible, and the Fees, Attendance and Homework pages can each be switched off in Settings.

Students & Enrollment

Student register, class strength, demographics, enrollment trend, document status, siblings, leavers, guardian directory, birthdays.

Admissions

Application register, funnel by source, entrance merit list, refusal analysis, waiting list, seat availability.

Attendance

Daily register, monthly sheet, defaulter list, attendance by class, absence analysis, leave register, register-marking compliance.

Examinations

Tabulation sheet, result summary, toppers, failure list, grade distribution, subject analysis, marks entry status, exam schedule.

Fees & Collections

Collection summary, day book, outstanding by class, ageing, defaulters, collection vs expected, revenue by fee head, concessions, installment status, fee cards.

Staff & Timetable

Staff directory, teacher workload, subject allocation matrix, substitution log, section timetable.

Activities & Conduct

Activity register, consent status, homework log, behaviour register, complaint register, circular log.

Report card

Consolidated tabulation sheet

Hall tickets, with eligibility checked

Student ID cards, several to a sheet

Transfer certificate

Bonafide certificate

Fee receipt and fee card

Application form

Section timetable

Your Policy, Not Ours

Admission number format, working days and the day the week starts on, attendance mode and threshold, register lock, consecutive-absence alerts, hall-ticket rules, late fees, reminder schedule and which portal pages are on — all settings, not code.

Secure by Design

Record rules stop a teacher writing another section's register or another subject's marks. Field-level protection on medical notes, identifiers and guardian income. Multi-company rules throughout.

Built on Odoo, Not Beside It

Students and guardians are contacts. Teachers are employees. Fees are customer invoices settled with payments. Receivables ageing, the P&L, tax, follow-ups and online payment are Odoo's own tested code paths — nothing here forks them.

Multiple Language Support

Ships with English, Bangla, Arabic (RTL), Chinese (Simplified), French, Russian and German translations for multilingual school offices.