Step-by-step guides

Open the link in your welcome email to choose a password — or use the temporary password your school gave you, and change it at first sign-in.

1. 1

   Open your school's sign-in page

   Open the URL your school shared (for example yourschool.campustics.com) in Chrome, Edge, or Safari.

   
2. 2

   Use your invitation link, or your temporary password

   Open the link in your welcome email and choose a password, then sign in with it. No email? Type the email and temporary password your school gave you, then press Continue. A temporary password stops working after 14 days.

   Tip: If the field turns red but your details are correct, it's usually a stray space — retype the password.

3. 3

   Set your own password

   Signed in with a temporary password? You're taken straight to your account page to choose your own — nothing else opens until you do. Use at least 12 characters with a number.

4. 4

   You land on your dashboard

   Admins land on the main dashboard; parents, teachers, and students each land on their own portal.

   

   Tip: The first time you sign in, a 2-minute interactive tour points out the sidebar and key widgets. It only runs once.

Request a reset link from the sign-in page — valid for one hour.

1. 1

   Click 'Forgot password?'

   On the sign-in page, click the Forgot password? link below the password field.

   
2. 2

   Enter your email

   We email you a reset link that's valid for one hour. Open it and choose a new password.

3. 3

   Internal logins are reset by your admin

   If your login is an internal address like SCH-2026-0001@students.local or 9876543210@parents.local, the email can't reach you.

   Tip: Ask your school office to reset it — there's a Reset password button on every row of the Students and Parents pages.

Add a 6-digit code from your phone to your password, so a stolen password alone can't get in.

1. 1

   Open your account

   Click your name in the top-right → Account. Under Two-factor sign-in, click Set up two-factor.

   
2. 2

   Scan the QR code

   Scan it with an authenticator app on your phone — Google Authenticator, Microsoft Authenticator or Authy. Type the 6-digit code the app shows and click Turn on.

3. 3

   Save your backup codes

   You get ten backup codes. Copy or download them now — they are shown only once. Each one signs you in once if you lose your phone.

   Tip: You can make a fresh set of backup codes later from the same card.

4. 4

   Signing in from now on

   After your password, Campustics asks for the code from the app — on the website and in the mobile app. The code changes every 30 seconds.

   Tip: Lost your phone and your backup codes? Your school administrator can reset two-factor for you from Settings → Team.

Replace the generic logo and colours so parents and staff see your school.

1. 1

   Open Settings → Schools

   Go to Settings → Schools, open your school, and click Edit.

   
2. 2

   Fill in name, prefix, board, and logo

   Set the full name, short brand name, student-code prefix (e.g. SXM → SXM-2026-0001), the board / grading scheme, and upload a square logo plus your colours.

   Tip: The board / grading scheme (CBSE, ICSE, Karnataka State, or General) decides how percentages become grades on report cards. Existing cards keep the scheme they were made under, so switching later is safe.

3. 3

   Save and refresh

   Save, then refresh — the sidebar logo, topbar, and every print template now use your branding. Each campus can have its own logo and prefix.

Create the academic year, then the grades and sections your school offers.

1. 1

   Add the academic year

   Go to Settings → Academic years → New. Name it (e.g. 2026-27), set start/end dates, and mark it Active. Only one year is active at a time.

   
2. 2

   Add your grades

   Go to Settings → Grades and add every grade top to bottom (Nursery, LKG … Grade 12). Add a display-order number so they sort correctly.

3. 3

   Add sections

   Go to Settings → Sections and add each section under its grade, with a capacity. Class teachers are assigned later from the class page.

   Tip: Grades and sections drive everything else — enrolment, attendance, exams. Get them right once at the start.

List every subject, then tick which grades offer each — and assign default teachers.

1. 1

   Add your subjects

   Go to Settings → Subjects and add every subject taught anywhere (English, Mathematics, Science, and so on).

   
2. 2

   Map subjects to grades

   Go to Settings → Grade subjects and tick which subjects each grade offers. Assign a default teacher per (grade, subject) once staff exist.

   Tip: Exam creation, report cards, and the AI question bank all read this mapping — set it once and the rest of the year auto-fills.

Add teachers and staff one by one or via CSV, and issue their logins.

1. 1

   Add a staff member

   Go to Staff → Add staff and fill in name, email, phone, designation, and date of joining.

   
2. 2

   Issue their login

   After saving, click Issue login — Campustics generates credentials and emails them. They can sign in immediately as a Teacher (the default role).

   Tip: For a large school, use Staff → Import CSV to add everyone at once instead of one by one.

3. 3

   Assign class teachers

   Open a class (Classes → Edit) and set its class teacher. This is what lets a teacher take that class's attendance.

Group staff and subjects into departments — Science, Mathematics, Languages — each with a head. Works for schools, PU and degree colleges.

1. 1

   Add a department

   Go to Staff → Departments. Type a name (a short code is optional) and pick the head of department if you know it. A head who isn't in any department yet joins this one.

   
2. 2

   Add its staff

   Open the department, tick people under Add staff, and press Add selected. Someone already in another department moves here — the list shows where each person is now.

   Tip: You can also pick a department on a staff member's Edit page, or when adding new staff.

3. 3

   Add its subjects

   Tick subjects under Add subjects — Physics, Chemistry and Biology under Science, for example.

4. 4

   Find people by department

   The Staff list now has a Department column and a filter, including Not in a department to catch anyone left out.

   Tip: Deleting a department keeps its people and subjects — they are simply no longer in a department.

Bring staff, students with their parents, and previous fee dues across from your old software's exports.

1. 1

   Set up classes and sections first

   Students are matched to classes by name, so create them under Settings → Grades first. 'Class 5', '5', 'V' and '5th' are the same class, and '5A' or '5-A' is class 5, section A.

2. 2

   Upload a CSV

   Go to Settings → Migration and upload staff first, then students with their parents. Save your old system's export as CSV from Excel — up to 5,000 lines a file.

   
3. 3

   Check every line

   Nothing is written until you press Import. The page shows which column feeds each detail — change any and press Apply and check again — and marks every line Ready or Not importable, with the reason.

   Tip: Lines not imported (CSV) downloads the refused lines in your own columns, with the reason, to fix and upload again.

4. 4

   Import, then previous dues

   Import adds the ready lines in one go: students get their codes and join their class, and brothers and sisters with the same parent mobile share one parent record. Bring last year's unpaid fees in with Fees → Opening balances.

Use the five built-in roles, or create a custom role with exactly the access you want.

1. 1

   Know the built-in roles

   Campustics ships with Owner, Admin, Teacher, Accountant, and Front office. For most schools these defaults are enough.

   
2. 2

   Create a custom role (optional)

   Go to Admin → Roles & permissions → New role. Tick the permissions per module (Students, Exams, Fees…); use 'Select all' for a full module. Save.

   Tip: Examples: a 'Vice Principal' = Admin plus report-card generation; an 'Auditor' = read-only across the school.

3. 3

   Assign the role

   Open a staff member (or Admin → Users) and set their role. It takes effect on their next sign-in.

Follow every enquiry from the first call to the day the child joins, then admit them in one step.

1. 1

   Open the admissions board

   Go to Admissions. Each column is a stage — New, Contacted, Visit booked, Visited, Applied, Accepted, Fee paid. Enquiries from your public admission form arrive marked Website form.

   
2. 2

   Add a walk-in or phone enquiry

   Click New enquiry and enter the child's and parent's names, the phone number, the grade, and how they heard of you.

   Tip: If an open enquiry already has the same phone number, you're told — choose Add anyway (another child) for a second child.

3. 3

   Follow up

   Open a card and work the steps it shows: call, campus visit, then the application and documents — send the family a link to fill in on their phone, fill it in together at the counter, or record a paper form. Check each document (or ask for it again with a reason), approve the application, and the next step opens.

   Tip: Follow-ups that fall due appear on the dashboard's Needs attention panel.

4. 4

   Admit as a student

   Once an enquiry is Accepted or Fee paid, click Admit as a student: the student, their enrolment and the parent are created together. A family you lose goes to Lost, with a reason.

   

Create a parent login so families can see attendance, marks, fees, and circulars.

1. 1

   Open the student's profile

   From Students, open the child's profile and find the Parents / guardians section.

   
2. 2

   Add or link the parent

   Add the parent's details (or link an existing parent). Use Create login to generate their portal credentials.

3. 3

   Share the login

   The parent signs in at the same school URL and lands on the parent portal for their child.

   Tip: One parent account can be linked to several children — siblings show up under a single login.

Enter one student, bulk-import a CSV, or collect them via your public admission form.

1. 1

   Add one, or import many

   Use Students → Add student for a single entry, or Students → Import to upload a CSV of many at once.

   
2. 2

   Or open the public form

   Share your public link (campustics.com/apply/your-school) with parents — their submissions land in Admissions for you to accept.

   Tip: Bulk import is fastest at the start of the year; the public form is best for ongoing enquiries.

3. 3

   Add photos later

   Open any student's profile to upload a photo — it's auto-resized, so a phone picture is fine.

Move a whole class up a grade at year-end in one action.

1. 1

   Open Promote

   Go to Students → Promote. Pick the academic year, grade, and section to load the class.

   
2. 2

   Choose the target and confirm

   Pick the next grade/section for the class and confirm. New enrolments are created for the new year; passed students move up.

   Tip: Run this AFTER you've published year results, so PASS/FAIL is settled before students move up. Use Transfer on a profile to move a single student instead.

Roll up each student's final-exam total into a PASS or FAIL for the year.

1. 1

   Load the class

   Go to Year results, pick the academic year + grade + section, and click Load class. The roster appears with each student's total and percentage from the FINAL exam.

   
2. 2

   Auto-fill and adjust

   Click Auto-fill from marks — every row gets PASS or FAIL by the pass threshold. Adjust individual rows and add remarks as needed.

3. 3

   Save

   Click Save year results to write the result for the class.

   Tip: Do this before promoting students, so the roll-up decides who moves up.

Mark a class present or absent for the day — parents of absent students are alerted by SMS.

1. 1

   Open Attendance

   Go to Attendance and pick the year, grade, section, and date. The date defaults to today.

   

   Tip: Class teachers only see their own sections in the pickers; admins see every class.

2. 2

   Mark the class

   Tap a name to mark that student absent. For a routine day, use 'All present' and then flag the few who are out.

3. 3

   Save

   Press Save. An SMS goes to the parents of absent students (once SMS is switched on for your school).

   Tip: To edit a past day, a class teacher submits a correction request that an admin approves under Attendance → Corrections. Admins can edit past days directly.

Create an exam, enter marks, generate report cards, and publish them to parents.

1. 1

   Create the exam

   Go to Exams → New exam, pick the class, exam type, and date, then click 'Load grade subjects' to auto-fill the subject papers with max and pass marks.

   
2. 2

   Enter marks

   Open the exam's Marks grid and type each student's score. You can also export a CSV, mark offline, and re-import it.

   Tip: Every change is versioned under Marks → History, so there's a full audit trail if a mark is ever questioned.

3. 3

   Generate report cards

   Go to Report cards → Generate and choose the scope. Every matching student gets a report-card row.

   
4. 4

   Add remarks (optional)

   Open a card to edit remarks inline. The AI suggest button drafts a remark from the marks; 'AI bulk remarks' does the whole class at once.

5. 5

   Publish

   Use Publish on a single card, or 'Publish all' on the list. Publishing notifies the student and their linked parents by SMS and in-app alert.

   Tip: Grades follow your school's board grading scheme (CBSE, ICSE, Karnataka State, or General), set under Settings → Schools.

Give each term its own report card, print your letterhead and the principal's signature, and choose whether class rank appears.

1. 1

   Tag exams with a term

   When you create an exam, pick its term (Term 1–4). You can change it later on the exam's edit page.

2. 2

   Generate a term card

   On Report cards → Generate, choose the term as what the card covers. A Term 1 card, a Term 2 card and the annual card can sit side by side, and the list shows which is which.

3. 3

   Set up the layout

   Report cards → Report card layout: your letterhead (a designed image, or your logo and school name with up to three lines), the principal's signature with their name, and the class teacher's name. Every card shows it — printed, saved as PDF or opened by a parent.

   
4. 4

   Class rank

   Rank is each card's position in its section among cards of the same term or exam, by overall percentage ("3 of 42"). Turn it on in the layout to print it.

   Tip: It stays off on printed cards until you turn it on — CBSE asks schools not to publish ranks for younger classes. Staff always see it on the card's page.

Lay out each class's weekly periods, and cover absent teachers with substitutions.

1. 1

   Open Timetable

   Go to Timetable and pick the class. Add each period with its day, time, subject, and teacher.

   
2. 2

   Fill the week

   Add periods across the week. If a teacher is double-booked at the same time in another class, Campustics flags the clash as you go.

3. 3

   Cover an absent teacher

   When a teacher is out, open Timetable → Substitutions, pick the absent teacher and day, and Campustics ranks free teachers for each of their periods.

   Tip: Substitution suggestions put subject-matched, already-on-campus teachers first.

Give homework, track who submitted, and plan your syllabus by date.

1. 1

   Create an assignment

   Go to Assignments → New and set the class, subject, due date, and instructions.

   
2. 2

   Track submissions

   Students submit from their portal; the submission tracker shows submitted / late / missing per class, and you grade inline.

   Tip: Students see pending assignments on their dashboard, so nothing slips through.

3. 3

   Plan your lessons

   Use Lesson plans to map syllabus chapters to dates and mark them complete — the principal can see progress at a glance.

Build a quiz from the question bank and let students attempt it on their portal.

1. 1

   Build a quiz

   Go to Quizzes → New and pick questions from the question bank.

   
2. 2

   Set the window

   Set the date and time window during which students can attempt it.

3. 3

   Students attempt on their portal

   Students take the quiz from their portal and results are collected automatically.

   Tip: Optional proctoring (webcam + tab-switch detection) flags possible malpractice.

Author or AI-generate questions in Assessment Studio, build a blueprint, then generate a print-ready paper with a marking scheme.

1. 1

   Author & approve questions

   In Assessment Studio, add questions or use Generate for AI drafts, then submit them for review and approve — only approved questions go into a paper.

2. 2

   Build a blueprint & generate

   Go to Assessment Studio → Blueprints → New and set sections and rules (chapter, difficulty, marks each). Open the blueprint and Generate to assemble labelled paper sets from your approved questions.

   Tip: Generation is blueprint-exact — if a rule can't be filled it reports the exact shortfall instead of a short paper.

3. 3

   Approve & print

   Approve the generated paper, then print it as A4 — add the marking scheme (answer key and solutions) for the invigilator.

Approve or reject class teachers' requests to amend a past day's attendance.

1. 1

   Open the corrections queue

   Go to Attendance → Corrections. A badge shows pending requests from class teachers who want to change a past day.

   
2. 2

   Approve or reject

   Open a request to see the proposed marks and the reason, then Approve to apply them or Reject with an optional note.

   Tip: Teachers can freely edit today's roll-call; only past days need this approval step.

Create a fee structure, assign it to a class, and record a payment with a printable receipt.

1. 1

   Create a fee structure

   Go to Fees → Structures and add a structure with its instalments. Assign it to a class to create a fee row for every active student.

   
2. 2

   Record a payment

   Go to Fees → Payments and record an offline payment against a student. Overdue amounts refresh automatically on the dashboard.

   Tip: Online payments (Razorpay) appear on the parent portal once your school connects its own payment keys under Settings → Schools.

3. 3

   Print the receipt

   Click any payment and choose Print / save as PDF for an A4 receipt with your school header.

Say what each fee is for, add late fines that grow by themselves, and give concessions at the counter.

1. 1

   Add fee heads

   Go to Fees → Fee structures → Fee heads. Add the usual heads fills in nine common ones (Tuition, Transport, Exam…). Pick a head on each fee structure, and Reports → Finance shows collections per head.

   
2. 2

   Set a late fine

   On a fee structure, choose no fine, a fixed fine once, or a fine for each day late — with grace days and an optional cap. It is added every morning to fees still owed after the due date and grace days, and stops once the fee is paid.

   Tip: Lowering fines families already owe — a smaller amount, more grace days, switching it off — waives them for everyone at once, so it needs the fee-concession permission.

3. 3

   Give a concession

   On Finance → Collect fee, pick the student. Under a fee, give a concession — Sibling, Staff ward, RTE, Scholarship, Merit, Financial help or Other — as a % of the fee or a ₹ amount, with a reason. The balance drops at once.

   
4. 4

   Waive or withdraw

   Waive late fine, with a reason, removes what is left of a fine and stops it growing. Withdraw puts a concession back; the record of it stays.

   Tip: Concessions and waivers need the FEES_CONCESSION permission — collecting fees alone doesn't let someone lower what a family owes. Every change is in the audit log.

Parents pay from a link in the fee reminder — no sign-in needed.

1. 1

   Links go out in reminders

   When your school takes online payment, every fee-reminder SMS and email carries a link. The parent taps it, sees the child's dues and presses Pay; the receipt is sent as usual.

   Tip: Pay links need online payments connected first — Settings → Schools → Online payments.

2. 2

   Send one yourself

   On Finance → Collect fee, open the student and press Pay link. Copy it, or choose Send on WhatsApp to send it from the office phone with the message already written.

   
3. 3

   What the parent sees

   Only the child's first name, class and dues, and a Pay button. A link works for five weeks.

   Tip: Automatic reminders are off until you switch them on, on the fee desk's Setup tab → Automatic fee reminders.

Send receipts, refunds and voids to Tally as vouchers, so your accountant never retypes them.

1. 1

   Map your ledgers

   Open the fee desk → Payments → Tally export. Under Ledger mapping, name the cash and bank ledgers for each payment method, and set Tally books start from to the first day you have not typed into Tally yourself.

   
2. 2

   Import the ledger masters

   Download Ledger masters (XML) and import it in Tally under Gateway of Tally → Import → Masters. Do it again after adding a fee head or changing a ledger name.

   Tip: Before your first vouchers, set Tally's Import → Configuration → 'Overwrite voucher when a voucher with same GUID exists' to Yes, so a file sent twice never doubles your receipts.

3. 3

   Import the vouchers

   Download Vouchers not yet in Tally (XML) and import it under Import → Vouchers. Receipts arrive as Receipt vouchers; refunds and voids as Payment vouchers. Downloading the same month twice cannot double it.

4. 4

   Tick it off

   The day book lists every receipt, refund and void with its ledgers and whether it has gone to Tally. Download it as CSV to tick off against Tally.

   Tip: If Tally refused a file (a ledger name it doesn't have, say), correct the name, then press Tally rejected this file — its payments go back to not yet exported.

Bill anything outside regular fees — uniforms, books, transport — and record payment.

1. 1

   Start a new invoice

   Go to Invoices → New invoice. Fill the bill-to name (optionally link a student) and add line items — the sub-total updates live.

   
2. 2

   Add tax or discount, then create

   Optionally add a tax rate or a flat discount, then Create invoice. It's numbered automatically (INV-2026-0001).

3. 3

   Record payment and share

   Record a full or partial payment — the status moves Draft → Issued → Partial → Paid on its own. Print, save as PDF, or share on WhatsApp.

Connect your school's own Razorpay keys so parents can pay fees online.

1. 1

   Open online payments

   Go to Settings → Schools → [your school] → Online payments.

   
2. 2

   Connect your Razorpay keys

   Enter your school's own Razorpay key ID and secret so fees settle to your school's bank. They're encrypted before they're saved.

   Tip: Each campus connects its own account, so money goes to the right bank per school.

3. 3

   Parents pay from their portal

   Once connected, parents see a Pay button on their portal; captured payments record against the fee automatically.

Set salary structures, generate monthly payslips, and print or share them.

1. 1

   Set salary structures

   Go to Payroll and set each staff member's salary structure — basic, allowances, and deductions.

   
2. 2

   Generate payslips

   Generate payslips for the month for the whole staff in one go.

3. 3

   Print or share

   Open any payslip to print or save as PDF with your school header.

   Tip: Date of joining on the staff record feeds pro-rata pay for new joiners.

Manage uniforms, stationery, and kit — stock, issues, and reorder alerts.

1. 1

   Add stock items

   Go to Inventory and add non-book items — uniforms, stationery, sports kit — with quantities.

   
2. 2

   Issue and reorder

   Record purchases and issues to students; set a reorder threshold per item so low stock is flagged.

   Tip: Books live in the Library module; Inventory is for everything else.

See fee collection, outstanding dues, and defaulters — and export them.

1. 1

   Open finance reports

   Go to Finance reports for fee collection, outstanding dues, and a defaulters list.

   
2. 2

   Print or export

   Print any report as A4, or download a CSV for your records.

   Tip: Overdue fees refresh automatically, so the defaulter list is always current.

Broadcast an announcement to everyone, or to a specific audience or class.

1. 1

   Open Circulars

   Go to Circulars and click New circular.

   
2. 2

   Choose the audience

   Pick who should see it — everyone, parents, students, staff, or a specific class — then write your message.

   Tip: For homework and day-to-day class notes, use the Diary instead — parents see the latest entry for their child on their portal.

3. 3

   Publish

   Publish the circular. It appears in the recipients' portals and, once SMS is switched on, goes out as a text too.

Understand the automatic alerts Campustics sends to parents and students.

1. 1

   See what's sent

   Notifications collects system alerts — absence, new marks, new assignments, published results, overdue fees — delivered to parents and students in-app.

   
2. 2

   Absence alerts are automatic

   Every 'absent' attendance mark already triggers an SMS to the parent once SMS is switched on — no action needed.

   Tip: Broadcasts you write yourself go through Circulars; Notifications are system-generated.

Absence alerts, receipts, reminders and notices go out under your school's name instead of the Campustics number.

1. 1

   Set up WhatsApp Business

   In Meta Business Manager you need a WhatsApp Business account with your number registered on the Cloud API, and a permanent access token with messaging permission.

2. 2

   Get the templates approved

   Register Campustics' message templates in your WhatsApp account under the same names — attendance_absent, fee_receipt, fee_reminder and the rest. Until a template is approved, that message is not sent from your number.

   Tip: If Meta made you use a different name for a template, enter it under Template names in your WhatsApp account once your number is connected.

3. 3

   Connect it

   Settings → Schools → your school → WhatsApp from your school's own number: enter the phone number ID, business account ID, access token and app secret, then Save WhatsApp. Campustics checks the token with Meta (nothing is sent) and shows the name parents will see.

   
4. 4

   Delivery ticks

   For delivered and read ticks in the message log, point your Meta app's webhook at your Campustics address followed by /api/webhooks/whatsapp, subscribed to messages.

   Tip: Clearing the phone number ID goes back to the Campustics number. Only organisation admins can change this.

Mark staff attendance in one click a day, or let a biometric device do it — and payroll deducts loss of pay by itself.

1. 1

   Mark the register

   Go to Staff → Attendance. Everyone starts as Present (or On leave when approved leave covers the day), so a normal day is one click on Save attendance. Change anyone to Absent, Half day, On leave or Holiday first.

   
2. 2

   Connect a biometric device

   Staff → Attendance → Biometric devices → Add device gives a key, shown once. Paste it into the device's (or its sync tool's) settings with the address shown. Each swipe marks the person present; the first and last swipe are check-in and check-out.

   

   Tip: A device that can't send by itself? Upload its punch export as a CSV — uploading the same file twice adds nothing twice.

3. 3

   See the month

   Staff → Attendance → Month summary shows present, absent, half days, leave and loss-of-pay days for each person.

4. 4

   Loss of pay in payroll

   Run payroll deducts loss of pay — absences, half of each half day, and unpaid leave — at gross pay ÷ days in the month. Days nobody marked are never deducted.

   Tip: Marked attendance after running payroll? Press Update from attendance on Payroll: draft payslips are recalculated; approved and paid ones never change.

Set up vehicles and routes, assign students, and offer live bus tracking.

1. 1

   Add vehicles and routes

   Go to Transport and add vehicles (registration, capacity, driver) and routes with their stops and pickup times.

   
2. 2

   Assign students to routes

   Assign each student who uses transport to a route.

3. 3

   Live bus tracking

   The driver shares phone GPS through a one-shot link; parents watch the bus's live position on the tracking page.

   Tip: No hardware needed — the driver's phone is the tracker.

Keep a book catalog, issue and return books, and chase overdue copies.

1. 1

   Add your catalog

   Go to Library and add books to the catalog.

   
2. 2

   Issue and return

   Issue a book to a student and record returns.

   Tip: Overdue reminders go by SMS to both the student and the parent.

3. 3

   Track overdue

   The overdue list shows who is holding books past the due date.

Run hostel rooms and beds, and keep each student's health profile.

1. 1

   Set up the hostel

   Go to Hostel to manage rooms, bed assignments, mess attendance, and hostel leave applications.

   
2. 2

   Assign beds

   Assign students to rooms and beds.

3. 3

   Keep medical records

   Under Medical, keep each student's health profile (allergies, conditions, prescriptions), an incident log for clinic visits, and a vaccination tracker.

   Tip: Medical records are sensitive — access is limited to staff you grant the medical permission.

Record positive shoutouts and incidents that feed the conduct grade.

1. 1

   Record a note

   Go to Behaviour and log a positive shoutout or an incident for a student.

   
2. 2

   Feeds the conduct grade

   Behaviour records roll into the term conduct grade on report cards.

   Tip: Keep notes factual and brief — parents may see conduct on the report card.

Log campus visitors and print them a gate pass.

1. 1

   Register a visitor

   Go to Visitors and create a visitor with their details and reason for the visit.

   
2. 2

   Print a gate pass

   Print a visitor ID card for campus access.

   Tip: A visitor log is handy at audit time and for campus safety.

Staff apply for leave, see balances, and managers approve from a queue.

1. 1

   Apply for leave

   Any staff member opens Leave, applies with dates and a reason, and sees their leave balances.

   
2. 2

   Approvers see a queue

   Managers get an approvals queue on the same page — approve or reject each request.

   Tip: Leave types and balances are set under Settings → Leave types.

3. 3

   Parents apply too

   Parents can request leave for their child from their portal, which the school reviews.

Add holidays and events, and share tagged event photos with parents.

1. 1

   Plan the calendar

   Go to Calendar and add holidays, events, exam dates, and parent-teacher meets. It drives the dashboard 'Today' widget and auto-marks attendance holidays.

   
2. 2

   Share event photos

   Under Gallery, upload event photos (auto-resized) and tag them to a grade or section so the right parents see them on their portal.

   Tip: Tagging keeps photos private to the relevant class, not the whole school.

3. 3

   Everyone stays in sync

   Parents and staff see the calendar and gallery in their portals.

Create a login so a parent, teacher, or student can see their own portal.

1. 1

   Make sure the person record exists

   The parent, teacher, or student must already have a record (Parent, Staff, or Student) with an email on it.

2. 2

   Create their login

   Open the profile → Create login. A real email gets a link to choose a password; otherwise copy the temporary password and share it privately — it must be changed at first sign-in and stops working after 14 days.

   Tip: Internal .local logins can't receive email, so hand those credentials over directly.

3. 3

   What each portal shows

   Students see attendance, assignments, results, and fees; parents see per-child attendance, marks, fees, notices, and AI chat; teachers see their classes with quick links to roll-call and marks.

Parents with no email sign in to the app with the mobile number on their record and a code by SMS.

1. 1

   How parents sign in

   In the Campustics mobile app, the parent taps Sign in with mobile number, types the number your school has on their parent record, and enters the 6-digit code that arrives by SMS. Parents you have given a login can always do this.

2. 2

   Let new parents activate the app

   To let parents with no login yet activate the app this way, turn on Settings → Security → Parents can activate the app with their mobile number. Each activation is in the audit log, and you are notified.

   

   Tip: Check first that the numbers are the parents' own mobiles — not the office number, a placeholder like 9999999999, or another family's. From then on the number is that parent's way in.

3. 3

   When the app says 'ask your school'

   Phone sign-in is refused when the same number is on more than one parent record, a record reaches more than four current students, or the number was entered for someone with a different name. Correct the records; for a shared-number mark, check the record and click Checked — allow phone sign-in.

   Tip: Codes reach every parent only once Campustics' SMS account has its OTP route switched on — ask your Campustics contact before announcing phone sign-in.

Drill from the whole organisation down to a single student.

1. 1

   Open Analytics

   Go to Analytics for dashboards that roll up your whole school (or every campus).

   
2. 2

   Drill in

   Move from organisation → school → subject → class → student to see attendance %, pass %, subject averages, and year-over-year trends.

   Tip: A weak-subject flag on each student's profile points to where they need help.

Get attendance, academic, mark-sheet, and fee-defaulter reports.

1. 1

   Open Reports

   Go to Reports for attendance, academic, mark-sheet, and fee-defaulter reports.

   
2. 2

   Print or export

   Print any report as A4, or download a CSV.

   Tip: Reports are printable straight from the browser — no separate PDF tool needed.

Manage users, custom roles, and the audit log.

1. 1

   Manage users

   Go to Admin → Users to change a user's role, deactivate or reactivate them, or remove them from the organisation.

   
2. 2

   Roles and audit

   Admin → Roles manages custom roles and permission grids; Admin → Audit lets you search the audit log by user, module, and date range.

   Tip: Every change across the app is logged, so the audit trail answers 'who changed what, when'.

3. 3

   Admins only

   The Admin panel is only visible to Owners, platform admins, and anyone explicitly granted the admin permission.

Make two-factor sign-in compulsory for administrators, principals and accountants, and reset it when someone loses their phone.

1. 1

   Turn it on for the school

   Go to Settings → Security → Require two-factor sign-in and press Require it. It covers administrators, principals and accountants, and the card shows how many have already set it up.

   

   Tip: Set up two-factor for yourself first — Account → Two-factor sign-in.

2. 2

   What happens next

   Anyone it covers who hasn't set it up is taken to the set-up the next time they open Campustics, and the mobile app won't let them in until they have. Teachers can still turn it on for themselves.

3. 3

   Someone lost their phone

   Open Settings → Team and click Reset two-factor under that person's name. They sign in with their password and set it up again.

   

   Tip: After ten wrong codes in a day, codes stop working until the next day — the same reset unblocks them.