Wisdsol Edu Advance

A complete school management platform built for Ghanaian schools — from Crèche to SHS. Manage students, staff, fees, results, attendance, ID cards, and more from one place.

Logging In

Visit your school's URL (e.g. https://yourschool.edu.gh/s/school-slug/) and enter your username and password. After a successful login you are redirected to your role dashboard.

The login screen — enter your school username and password to access your dashboard.

Change Password NEW

Any logged-in user can change their own password at any time. Go to Account → Change Password in the sidebar, or click your name in the top-right corner and select Change Password.

1. Enter your Current Password to verify your identity.
2. Type your new password (minimum 6 characters). A live strength meter shows how secure it is.
3. Confirm the new password — the field turns green when both match.
4. Click Update Password. You stay logged in automatically.

Roles & Permissions Reference

Every user is assigned exactly one role. The role controls which sidebar sections, pages, and actions are available. The table below is the complete permission matrix.

✓ Full   V View only   A Approve only   S Submit only   ✗ No access

Sidebar Navigation UPDATED

The sidebar is organised into collapsible groups — Academic, Records, Finance, Accounting, Clocking, Security, Administration, and Account. Click any group header to expand or collapse it. The system remembers which groups you had open between page loads.

Type in the Search menu… box at the top of the sidebar to instantly filter all menu items. Matching text is highlighted in amber. Press Esc to clear the search and restore the full menu.

The main dashboard — key metrics, notices, quick actions, and recent payments in one view.

Subscriptions NEW

Each school on the platform requires an active subscription. Subscriptions are managed by the platform superadmin at Admin → Subscriptions.

• Free Trial — 30-day trial on any plan. Full access during trial.
• Active — Paid subscription with an expiry date.
• Expired / Suspended — Users see a block page and cannot access the system. The public landing page remains visible.

When a feature is locked by your plan, its sidebar link shows a padlock icon and clicking any locked URL shows an Upgrade Required page listing what your current plan includes and a link to contact your administrator.

My Subscription & Plan — current plan status, active features grid, and side-by-side plan comparison with upgrade button.

Customise Your Landing Page NEW

Each school has a public-facing branded landing page shown to visitors and parents at your school URL. Admin and Headmaster users can customise it at Admin → Edit Landing Page.

• Hero tagline & subtitle — the main headline and text shown on the landing page.
• Colour theme — choose from Ocean Blue, Forest Green, Sunrise Orange, Royal Purple, Crimson Red, Dark Slate, or Ghana Gold. Also set exact primary and accent hex colours.
• Stats bar — three customisable stat labels and values (e.g. "500+ Students", "40+ Teachers").
• About section — a paragraph about your school and your founding year.
• Contact details — address, phone, email, Facebook URL, and WhatsApp number.
• Announcement banner — a coloured strip for notices such as "Enrolment now open".
• Admission CTA button — links to an external application form or the built-in admissions page.

Click Preview Live Page at the top to see your changes live. Toggle Landing Page Published off to hide the branded page and show a plain sign-in page instead.

School Profile

Set your school's name, motto, address, region, district, phone, email, logo, school type, GES circuit, proprietor, and headmaster via Admin Panel → Core → School Info.

Academic Year & Terms

Go to Admin → Academic Years & Terms to create or edit the school calendar.

For a fresh school, run this command on the server to create the current academic year, all three terms with GES dates, and all classrooms from Crèche to JHS 3 in one step:

python manage.py setup_school
# For SHS schools:
python manage.py setup_school --shs
# Specific year and current term:
python manage.py setup_school --year 2025/2026 --term 2 --shs

1. Click Add Academic Year and enter the label (e.g. 2025/2026), start and end dates.
2. Click Add Term under the year to create Term 1, 2, and 3 with their start/end dates.
3. Click Set as Current next to the active term.

Classes & Subjects UPDATED

Go to Academic → Classes to view, create, and edit classrooms. Each class is linked to a grade level and an academic year. Add sections (A, B, C) for parallel streams.

Grade levels available: Crèche · Nursery 1 · Nursery 2 · KG 1 · KG 2 · Primary 1–6 · JHS 1–3 · SHS 1–3.

Click the amber Edit button on any classroom card (list page) or the Edit Class button in the classroom detail header. You can update the class name, grade level, section, class teacher, capacity, room number, and academic year.

Go to Academic → Assignment Hub to manage all teacher assignments in one place across three tabs:

• Class Teachers — assign a class teacher to each classroom. Filter by "No Teacher Yet" to spot gaps quickly.
• Staff User Links — link staff records to their system login accounts so they can access their portal.
• Subject Teachers — assign subject teachers per class-subject pair. Filter by class or search by subject name.

Subjects are managed at Academic → Subjects. Each subject has a code, category (Core / Elective / Extra-curricular), and department.

Students

Go to Academic → Students to manage all student records.

Both Student ID and Admission Number are now optional. Leave them blank when adding a student and the system auto-generates them in the format:

• Student ID — STU-2025-0001
• Admission Number — ADM-2025-0042

You can still type your own ID format — the auto-generation only triggers when the field is left blank.

Each student stores: name, gender, date of birth, nationality, religion, region of origin, photo, current class, admission date, NHIS number, guardian links, emergency contacts, residential address, and boarding status.

Guardians & Parents

Go to Academic → Guardians. A student can have multiple guardians (father, mother, uncle, etc.) through the StudentGuardian link. Guardians can be linked to a parent portal account.

Admission Applications

Prospective families can apply online via the public form at Apply for Admission on your school's landing page — no account required.

1. Applicant fills in the form: student details, class applied for, and guardian information.
2. Admin reviews pending applications at Academic → Admissions.
3. Approve the application to convert it into a full student record, or reject with a note.

Staff

Go to Academic → Staff. Each staff record holds personal details, employment information, qualifications, bank details, SSNIT number, and a QR clock-in token.

Leave the Staff ID field blank when adding a new staff member. The system generates it automatically as EMP-2025-0001. Existing custom IDs are never overwritten.

User Account Management & Role Privileges

Go to Admin → User Management. Each system user has exactly one role which controls every page, button, and action they can access.

Admins and Directors can create accounts directly from Admin → User Management → Add User or approve self-registration requests at Admin → Registration Requests. Each user is automatically tagged to the school they registered through -- they cannot see users or data from other schools.

Admin and Director can reset any user's password from the User Management list. Platform administrator (superuser) passwords cannot be changed by school-level admins for security. Any user can change their own password via Account → Change Password.

Each school's user list only shows users registered under that school. Superusers (platform admins) appear in every school's list but show a "Platform Admin" badge -- their Edit and Reset buttons are hidden for school-level viewers.

Users created before the school-scope migration have no school assigned. Run this command once per school to fix them:

python manage.py assign_user_school --slug your-school-slug
python manage.py assign_user_school --slug your-school-slug --dry-run  # preview

Attendance Tracking

Go to Records → Attendance. Teachers mark attendance for their assigned class each school day.

1. Select your class and the date (defaults to today).
2. The full class list loads automatically. Click each student's status: Present (P), Absent (A), or Late (L).
3. Add a reason for absences using the notes field beside each student.
4. Click Save Attendance. The record is timestamped with who marked it.

• Daily roll — shows who is present, absent, or late for a given day.
• Term summary — shows total days present, absent, and late for each student. Used for report card attendance figures.
• Low attendance alerts — students below a threshold (configurable) are flagged automatically.
• Filter any report by class, date range, or individual student.

Attendance marking — tick Present, Absent, or Late per student, add excuse notes, and see the weekly class overview.

QR / PIN Clocking

The gate kiosk at Clocking → Gate Kiosk allows students and staff to clock in/out by scanning their ID card QR code or entering their 4-digit PIN.

QR codes on ID cards now encode the full school-specific URL including the school slug (e.g. /s/hill-spring/portal/clock/scan/TOKEN/). This ensures QR scans from any device — phone, tablet, or dedicated scanner — correctly identify the school and clock the right person.

Each student and staff member also has a 4-digit PIN (last 4 digits of their ID, or a random number). PINs work offline and on the mobile clock page.

Staff and students can clock themselves in on their own phones at Clocking → Mobile Clock. No login required — just scan or enter PIN.

QR / PIN Gate Kiosk — students scan their ID card QR code or enter their 4-digit PIN to clock in. A green card confirms with name and time. Works fully offline.

Fees & Payments UPDATED

Go to Finance → Fees Dashboard. The system supports multi-term fee structures, bulk fee assignment, scholarships, bulk payment, advance payments, and service plans.

Use Finance → Collect Fees to record a single payment for one fee item. Type the student's name or admission number, select the outstanding fee, enter the amount, choose the payment method (Cash, MoMo, Bank, Cheque), and save. A printable receipt is generated automatically.

Use Finance → Bulk Payment to pay multiple fee items for one student in a single session — useful when a parent is clearing term fees, building fund, and PTA levy all at once.

1. Search for the student by name or admission number.
2. All outstanding fee items are shown in a table. Type the amount to pay into each row, or click ✓ to fill the full balance. Click All to fill every fee at once. A running total updates live.
3. Choose payment method, date, and optional reference, then click Record Bulk Payment.

Each fee item gets its own receipt. If only one fee is paid you go directly to the receipt; if multiple fees are paid you return to the student's fee summary with a total confirmation.

Define fees per class per term at Finance → Fee Structure. Fee types include Tuition, Building Fund, Sports, Uniform, Library, PTA, Examination, Boarding, and Lunch. Use Auto-Assign Fees to apply a fee structure to all students in a class at once. Scholarships are applied automatically when fees are assigned.

If a fee was applied to the wrong student or class, cancel it rather than delete it. Go to the student's fee page and click the red button on the fee card, or use Finance → Cancel Fees for bulk cancellation across a class. See the Fee Cancellation section for full details.

You can bulk-create fee structures by importing a spreadsheet at Academic → Import Data → Fee Structures. Download the template to get the correct column format. The class column is optional — leave it blank to create a fee that applies to all classes; enter a class name to make it class-specific. The term column must match an existing term (e.g. "Term 1 2025/2026").

Create scholarships at Finance → Scholarships and award them to individual students. Coverage can be a fixed GHS amount, a percentage, or full waiver.

Auto-application: Discounts now apply automatically when a scholarship is awarded or when fees are assigned — you no longer need to manually trigger the discount. To fix any student whose discount isn't showing:

1. Open the student's fee page. Their active scholarships appear as green badges in the header.
2. Click the Re-apply button next to the scholarship badge.
3. All matching fee rows are updated instantly and the discount appears in the fee table.

To re-apply all scholarships across all students at once, use Finance → Scholarships → Re-Apply All.

Fee receipt — a printable A4 receipt with letterhead, amount, student details, balance, and signature lines. Also available in PDF and 80mm thermal formats.

Bulk Payment NEW

Access via Finance → Bulk Payment, or the green Bulk Pay button on any student's fee page.

Bulk Payment lets you record payments for multiple outstanding fees in one session — ideal when a parent is settling all their arrears at once.

1. Search for the student by name, ID, or admission number. Click their name from the list.
2. All outstanding fee items are displayed in a table showing the remaining balance and any scholarship discount applied. Type the amount to pay for each row, or click ✓ to fill the full balance for that fee. Click All to fill every fee at once.
3. A running total at the bottom shows the combined amount being entered. The Record Bulk Payment button activates as soon as any amount is entered.
4. Select the payment method, date, and optional transaction reference, then submit.

Each fee item gets its own individual receipt so records stay clean. If one fee is paid you are taken straight to the receipt; if multiple fees are paid you return to the student's fee summary with the combined total confirmed.

Scholarships & Discounts UPDATED

Go to Finance → Scholarships. Scholarships reduce a student's fee balance automatically once awarded.

Click Add Scholarship. Set the coverage type:

• Percentage (%) — e.g. 50% discount on applicable fees
• Fixed Amount (GHS) — a fixed GHS reduction per fee item
• Full Coverage — entire fee amount waived

Use the Applies to fee types field to restrict the scholarship to specific fee categories (e.g. tuition,exam). Leave blank to apply to all fee types.

On the scholarship detail page click Award to Student. Search for the student and confirm. The discount is applied immediately to all matching fee rows — no extra step needed.

If discounts aren't showing on a student's fee page, click the Re-apply button next to their scholarship badge. This forces a recalculation across all their fee rows. To bulk-fix all students at once, use Finance → Scholarships → Re-Apply All.

Arrear Balances

Schools migrating from a previous system can import outstanding balances from prior terms at Finance → Arrear Balances → Import Arrears. Arrears are tracked separately from current-term fees so they do not affect term reports or auto-fee assignments.

1. Prepare a .xlsx or .csv file with columns: admission_number, amount, and optionally description, academic_year, notes.
2. Upload the file and set a default academic year and description for rows that don't have them.
3. Click Preview to review each row — green OK rows are valid, red Error rows show what's wrong.
4. Click Confirm Import to save all valid records.

Go to Finance → Arrear Balances. Use the filter to show Outstanding only, All, or Cleared records. Each arrear record expands to show its full payment history with receipt links.

Three KPI cards at the top show Total Outstanding, Total Collected, and Total Imported across all records.

Click the green Pay button on any outstanding arrear. The payment modal lets you enter the amount, payment method (Cash, MoMo, Bank, Cheque), a transaction reference, and optional notes. Clicking Save & Issue Receipt creates the payment and immediately opens the printable receipt.

Arrear balances also appear at the bottom of each student's individual fee page (Finance → Student Fees), where the same Pay modal is available and payment history is shown inline.

Click the pencil button on any arrear row to open the Edit modal. You can correct the Description, Academic Year, Original Amount, and — importantly — the Amount Paid field. The Amount Paid field lets you directly correct a wrong balance without needing to delete and re-enter payment records. A live balance summary bar shows the calculated balance as you type.

Click the red button to delete an entire arrear record (and all its payments). To delete a single payment, click the button on the payment row in the payment history table — the amount is automatically reversed from the balance.

Arrear Receipts & Payment Management

Every arrear payment generates a numbered receipt (prefix ARR). The receipt page is a standalone printable document styled to match regular fee receipts.

Click the Receipt button on any payment row in the arrear payment history table. The receipt shows: school letterhead, receipt number and date, student details, arrear description, amount paid (with method icon), balance summary, full payment history for that arrear (with the current payment highlighted), and a signature section.

Two print formats are available from the receipt action bar:

• Print — prints the full A4 receipt. The action bar is hidden automatically when printing.
• Thermal — opens a 80mm thermal receipt in a new tab, formatted for ESC/POS thermal printers. Use your browser's Print function (Ctrl+P) to send it to the printer.

Click the amber Edit button in the receipt action bar. The edit modal lets you correct the amount, payment method, payment date, transaction reference, and notes. After saving, the receipt page reloads showing the updated figures.

The maximum amount you can set is the current payment amount plus any remaining balance on the arrear — you cannot overpay.

Click the red Delete button in the action bar and confirm. The payment record is removed and the amount is reversed from the arrear balance. You are redirected to the Arrear Balances list.

Comprehensive Financial Summary

Go to Finance → Summary & Analytics for a complete overview of all income and expenditure streams. Use the term selector to view a specific term or select All Terms for a cumulative school-wide view. Click Print to print the page, or Export Excel to download a workbook.

A dark header strip always shows four headline figures regardless of scroll position: Total Income (all streams combined), Total Expenditure (expenses + payroll), Net Surplus (income minus expenditure, red if negative), and Total Receivable (outstanding fees + outstanding arrears).

• Income vs Expenditure — doughnut comparing total income against total expenditure.
• Income by Stream — doughnut breaking income into the four streams (fees, arrears, services, other).
• Payment Methods — doughnut of Cash vs MoMo vs Bank vs Cheque across all payment types.
• Daily Fee Trend — bar chart of GHS collected per day over the last 30 days. Identifies peak collection days.
• Expense Breakdown — horizontal bar chart of approved spending by category.

A detailed table lists every fee type with Expected, Discount, Collected, Owed, and a colour-coded progress bar. In All-Terms mode each row includes the term name so you can compare across periods.

Only shown when a specific term is selected. Progress bars turn red below 50%, amber 50–80%, green above 80% — useful for targeting follow-up calls with specific classes.

Two tabs at the bottom show the latest 15 fee payments and latest 10 arrear payments, each with a direct Receipt link.

Select All Terms from the term dropdown to aggregate data across the entire school history. Fee breakdown rows show the term name alongside the fee name. Per-class breakdown is hidden in this mode as it is only meaningful within a single academic year.

Comprehensive Financial Summary — all income and expenditure streams, KPI cards, payment methods, and fee breakdown in one view.

Expense Approval Workflow NEW

Expenses recorded by the Accountant do not post immediately -- they require approval by an Admin or Director before counting in the Net Surplus figure.

1. Accountant records an expense: Finance → Expenses → Add Expense. Saved as Pending.
2. Admin or Director opens the expense list. Pending rows show a yellow badge and Approve / Reject buttons.
3. Click Approve -- the expense is posted and included in financial reports. Click Reject to decline it.

Daily Services (Feeding & Transport)

Go to Finance → Service Plans. Create service plans (Feeding, Transport, etc.) and enrol students. Daily attendance is marked per student at Clocking → Gate Dashboard → Daily Services. Payments are collected per term in advance or daily.

Results & Grades

Go to Records → Results. Teachers enter class scores and exam scores per subject. The system automatically calculates the weighted total and assigns the GES grade (A1–F9).

1. Go to Records → Results → Enter Scores and select the class, subject, and term.
2. The student list loads. Enter the Class Score (continuous assessment) and Exam Score for each student.
3. The system computes the weighted total using the configured weights (default 30% class / 70% exam for most levels). The GES grade is assigned automatically.
4. Click Save Scores. You can return and edit until results are published.

1. Click a class from the Results Dashboard.
2. Select a subject from the left panel.
3. Enter Class Score and Exam Score for each student. Totals and grades update live as you type.
4. Use Enter to move to the next student without lifting your hands from the keyboard.
5. Click Save All Grades. An unsaved-changes counter tracks any modifications before saving.

A progress bar in the header counts how many students have been scored in the current subject. Saved rows show with a green tint; unsaved changes turn amber. The browser will warn you before navigating away with unsaved scores.

Report Card — GES-format with Ghana flag stripe, subject scores, grade badges, class position, teacher remarks, and signature lines.

Score Weight Configuration NEW

By default the system uses the Ghana GES standard: 30% Class Score + 70% Exam Score. Admins and Headmasters can change this ratio at Records → Score Weights.

Enter the Class Score weight — the Exam Score weight automatically adjusts to make the total 100%. A live validation indicator turns green when valid and red if they don't sum to 100. Quick preset buttons provide common splits: 30/70, 40/60, 50/50, 60/40, and 20/80.

The current weights are shown in the header of the grade-entry page so teachers always know which split is in effect.

Report Cards & ECD UPDATED

After entering all scores, go to Results → Generate Grades to compute positions, class averages, and overall remarks for every student in the class. Report cards are generated automatically.

Print individual report cards from the student's results page, or print the full class batch. The report card shows all subject scores, grades, teacher remarks, class/overall position, conduct, attitude, and head teacher remarks — all auto-generated from the results data.

All report cards (standard, ECD, batch, and evolution) now use your school's brand colours set in Admin → School Profile → Edit → Brand Colours. The header, table backgrounds, grade badges, and highlight boxes all update to match. See the Brand Colours section for setup instructions.

Click the 🎨 Colour / B&W toggle button on any batch report page to switch all cards to greyscale before printing — useful for monochrome printers.

For Crèche, Nursery, and KG students, use the Records → ECD Reports checklist-style report card that covers developmental skills: language, physical development, social skills, mathematics, and art.

Access from the Results Dashboard or Batch Report Cards toolbar. Evolution reports show a student's performance across all three terms on a single A4 landscape page — with trend arrows, highlight panels, and attendance. ECD evolution reports show skill ratings across terms. See the Evolution Reports section.

Assignments & Question Bank

Go to Records → Assignments. Teachers create assignments, build a question bank, and print formatted question papers.

Accounting

Go to Accounting → Dashboard. The accounting module is a full double-entry bookkeeping system designed for school finance.

Go to Accounting → Chart of Accounts. All financial transactions must be posted to an account. Accounts are organised into five types:

If the chart is empty, click Load Default Accounts to seed ~50 standard Ghana school accounts. You can add custom accounts at any time. System accounts (marked "System") cannot be deleted.

Go to Accounting → Journal Entries → New. All transactions are recorded as journal entries with at least two lines: one debit and one credit. The entry must balance (total debits = total credits) before it can be posted.

1. Select the entry type (General, Fee Income, Expense, Payroll, etc.) and fill in the description and date.
2. Add debit and credit lines, each linked to an account in the chart of accounts.
3. Click Save as Draft to keep editing, or Post Entry to finalise. Posted entries cannot be edited — they must be reversed.

• Trial Balance — lists every account with its debit/credit total. Used to verify the books are balanced.
• Income Statement (P&L) — Revenue minus Expenses for a period. Shows whether the school is operating at a surplus or deficit.
• Balance Sheet — Assets = Liabilities + Equity at a point in time.
• General Ledger — every transaction line for any account in date order.
• Cash Flow — movement of cash in and out.

# If existing DBs have auth table issues:
python manage.py fix_tenant_auth
python manage.py fix_scoreweight
python manage.py migrate_all_schools