Help center
How every page in SchoolOS works, and why: what it is for, who uses it, its steps, and the rules it follows.
How things run
- The attendance day: from the scan to the guardian's noticeHow pupils' attendance is recorded each day: the shift that decides lateness, the scan at the gate, the register in class, excuses, then closing the day and notifying guardians.
- A pupil's year: from enrolment to promotionHow a pupil goes through the academic year: the current year, adding and importing pupils, placing them in classes, promoting them at the end of the year, withdrawal, and guardians' accounts.
- A WhatsApp campaign: one message to manyHow a school sends a WhatsApp message to guardians, staff or a list from a file: the connection, the approved template, the recipients, the send, and the report.
- The gate tablet: attendance by scanningHow a tablet is linked to the gate to scan pupils' cards every morning, and keeps working when the connection drops.
My account
- My accountYour own details in the system: your photo, your mobile number and email, your password, and the system's language. Open it from your name at the foot of the menu.
- Development requestsAsk MG Tech for what you need in the system: a new page, a change to a page, a report. MG Tech looks into it and answers you here and in the bell.
Students
- StudentsThe group's register of pupils: each with their school, grade and class in the year shown. Pupils are added and edited here, and their files open from it.
- A pupil's fileEverything about one pupil: their details, their class this year, their guardians and their sign-in to the family portal, the history of their moves, and withdrawal.
- Student placementPlacing pupils in the year's classes: the classes' pupils on one side, the “Unplaced” on the other, and the ones you pick placed at once.
- Year-end promotionMoving a school's pupils at the end of the year into their grades for next year at once, after reviewing who repeats the year and who stays behind.
- Update student dataUploading the year's roster from an Excel file: the pupils, their classes and their guardians. The whole file is checked before anything in it is saved.
Attendance
- Student Affairs dashboardYour pupils' attendance at a glance: today or any period, in numbers and rates, day by day, and school by school down to the class, with what waits on someone and the messages to parents.
- Absence settingsThe attendance shifts: when the day starts at each school, when a pupil counts as late, the status for a pupil with no mark, the school days, and the automatic close and notice.
- Gate check-inChecking pupils in at the gate in the morning: a pupil's barcode is scanned or their code typed, or they are found by name or identity number, and they are marked present or late at once.
- Scan logEvery scan at the gate, accepted or refused, with its time, code, result, method and who scanned, for one school and one day.
- Daily attendanceA class's register day by day: each pupil's status and minutes late, saved the moment they are chosen, then closing the day and notifying guardians.
- Attendance review & excusesExcuses for absence and lateness: the school enters them or a guardian requests one from the portal, and they are approved and applied to their days, refused, or revoked.
- Exit permitsA pupil leaving during the day: who collected them, why and when, with a message to the guardian.
- Send messagesA ready message to the guardians of pupils in one status on one day: the absent, the late, or others, one message per guardian.
- Custom messagesA message you write yourself to the guardians of pupils you choose: a service message about the pupil, or an optional one for those who agreed to it.
- Message templatesReady messages for each attendance status, for every school or for one school or stage, picked from a list when sending.
- ReportsEach pupil's absence and lateness over a period you choose, a pupil's report day by day, and every message sent to parents and how far it got.
- Print barcodesPupils' cards to print on A4: the group's logo, the school, grade and class, the pupil's name, and a QR code and barcode of the pupil number for scanning at the gate.
Website
- Site setupThe group's public page: what a parent reads before enrolling a child — the hero, about us, mission and vision, services, admissions and contact. Saved, then published.
- Website newsThe school's news and announcements on the public site: written as a draft, published now or on a coming day, and pinned to the top if you like.
- EnquiriesWhat arrives from the “Contact us” form on the public site: who wrote, how to reach them, which branch, the message, and whether it was handled.
- Enquiry typesThe “Enquiry type” choices on the website's contact form, each with an optional email that is told when an enquiry of that type arrives.
- WhatsApp templatesEvery WhatsApp template of the group and its state at Meta: SchoolOS's templates, the wordings from “Message templates”, campaign templates, and those made in Meta itself.
- WhatsApp dashboardThe group's WhatsApp at a glance: the connection and the number's quality, the templates, what went out and what arrived, what came in, the campaigns, and the last failures with each one's reason.
- ChatsParents' messages on the group's WhatsApp and the school's answers: replying in text, with a file or by voice, labelling and assigning, internal notes, and linking a number to a pupil.
- CampaignsOne message by an approved template to many: a class's guardians, the staff, or a list from a file, now or at a time you choose, with a report of what arrived.
- Auto-repliesThe school's fixed answers to parents' messages: by a keyword such as “fees”, or outside school hours, labelling the chat and assigning it if you like.
- Chat guideA menu the system answers a guardian with: a welcome message and options to choose from, each a text answer, a file, a sub-menu or a hand-over to staff.
Educational affairs
- Academic yearThe group's academic years: each one's start and end dates, its number of terms, and which one is current.
- TermsEach year's terms and their dates, and which one is current.
- SchoolsThe group's campuses, schools and head office: code, name, gender and kind, and the branch card on the public site.
- StagesThe group's stages — kindergarten, primary, intermediate, secondary — added from ready presets with their grades or by hand, and each school's stages.
- GradesThe ladder of grades in each of the group's stages: first, second and on. Classes are opened on them, and pupils are promoted along them at the end of the year.
- ClassesEach school's classes per grade for the year shown in the header: created in one go, named by letters or numbers.
- SubjectsThe group's list of subjects: each one's code and name, added from the ready standard subjects or by hand.
People
- StaffThe staff records, their accounts and their roles: add a staff member, give them a role until a date or with no end, and deactivate or restore them.
- Job titlesThe list of staff job titles for the whole group: teacher, deputy, counsellor…
- Roles and permissionsThe group's roles — the ready ones and your own — and each role's permissions, page by page.
- Gate tabletsThe gate tablets' accounts: add a tablet, set it up by link or by code, and stop a lost one.
System
- Group brandingThe group's logo and colour, shown across all of the group's SchoolOS apps.
- Privacy noticeThe text a guardian or staff member reads about their data, and the privacy contact a data subject turns to.
- Consent ledgerWhat a guardian or staff member has explicitly agreed to, when, and how the consent was obtained.
- Data subject requestsWhat a pupil, their guardian or a staff member asks about their data, its legal deadline, and the answer.
- Export the group's dataA full copy of everything the group keeps in SchoolOS, as one compressed file.
- Messaging connectionThe group's two accounts its messages are sent from: WhatsApp Business from Meta, and SMS from 4jawaly or Mora.
- Action logWho did what, and when, across the whole group.