Enterprise Operations Manual

Roles & Features Documentation

Explore step-by-step onboarding sequences, module definitions, and workspace configuration flows tailored specifically for each user profile.

SaaS Vendor Profile

Stage 1: Platform Provisioning & Analytics

SaaS vendors manage the high-level multitenant architecture, monitor server analytics, and onboard new school corporations.

Stage 1 Sandbox Credentials

Profile Username: superadmin

Profile Password: ChangeMe123!

SaaS Vendor Workspace Modules

1. Control Center

The primary system administrative dashboard (ESSACC). Use it to check database metrics, view system diagnostic logs, check recent audit events, and trigger quick reloads using the **Refresh Status** button.

2. SaaS Analytics

Tracks global SaaS telemetry. View Monthly Recurring Revenue (MRR), total active user growth, module licensing numbers, and active plan distributions across all onboarded tenant domains.

3. Tenant Schools

Manages physical school campus records. Onboard new campuses via the **Provision New Tenant** form wizard. In the school listing, click **Manage** next to any campus to switch your active session context to that school, or click **Calendar** / **Admissions** to run configuration wizards directly.

4. Platform Settings

Configure global application properties. Manage security timeouts, backup policies, email SMTP servers, system-wide maintenance modes, and storage configurations.

5. Roles & Permissions

Define system-wide Role-Based Access Controls (RBAC). Setup granular permissions profiles for teachers, students, parents, and administrative profiles. Appends unique suffixes to prevent tenant name clashes.

6. AI Workspace

Configure the built-in AI Assistant engine settings. Select active LLM models, set token spend ceilings, adjust system prompt safety parameters, and manage search indexing pipelines.

Step-by-Step Initial Setup Guide

Log in to SaaS Control Center

Access http://127.0.0.1:8000/login/, log in using superadmin / ChangeMe123!, and navigate to the SaaS dashboard at /administration/dashboard/.

Onboard a New School

Click the **Provision New Tenant** button. Fill out the wizard form with the corporate name (e.g., *Grace Academy*), admin contact details, and chosen billing model. Click **Confirm Onboarding**.

Retrieve School URL Context

The wizard will return a successful confirmation card displaying your local testing URL: http://grace-academy.localhost:8000/. Click the link to switch your active context to the school.

School Administrator Profile

Stage 2: Core Workspace Configurations

School Administrators manage the campus directories, build lesson timetables, and issue student tuition bills.

Stage 2 Sandbox Credentials

Profile Username: admin

Profile Password: ChangeMe123!

School Admin Sidebar Modules & Manual

📁 1. School Group

My Dashboard:

The home landing screen for school operations. It displays daily calendar stats, recent student portfolios milestones, active notifications lists, and quick shortcuts.

Step-by-step: Click **My Dashboard** in the sidebar to review system-wide campus health summaries, check announcements feed, and click dashboard shortcuts.

🎓 2. Academics Group

Admissions:

Manages prospective student registrations and applications.

Step-by-step: Click **Admissions** -> click **New Applicant** -> fill out applicant name, parent contact, and grade level -> click Save to add them to the review pipeline.

Students:

Handles active student academic records and digital profiles.

Step-by-step: Click **Students** -> click **Portfolios** next to a student -> click **+ Log Milestone** -> enter details (e.g. "Outstanding Art Class Project") and award behavior badges -> click Save to update the student's progress timeline.

Timetable:

Creates class scheduling and manages classroom allocations.

Step-by-step: Click **Timetable** -> click **+ Schedule Lesson** -> select class, time slot, room, and teacher -> click Save. The scheduler automatically runs conflict checks.

Attendance:

Oversees teacher roll calls and tracks student check-ins.

Step-by-step: Click **Attendance** -> select grade and date -> click check-in status options (Present/Absent/Late) for students -> click Save to update records.

Exams & Grades:

Manages examination schedules and sets grading frameworks.

Step-by-step: Click **Exams & Grades** -> click **Create Exam Period** -> select academic term and class -> enter grade weight parameters -> click Save.

Reports & CBT:

Handles computer-based testing parameters and compiles report cards.

Step-by-step: Click **Reports & CBT** -> choose a student -> click **Compile Report Card** to compute final grades -> click Print to export PDFs.

E-Learning (LMS):

The learning management platform where courses and lessons are constructed.

Step-by-step: Click **E-Learning (LMS)** -> click **+ Add Module** -> input module name, upload attachments, and choose class -> click Publish to release materials to students.

💰 3. Finance Group

Finance & Billing:

Sells tuition fees, manages payments, and logs transaction records.

Step-by-step: Click **Finance & Billing** -> click **Create Invoice** -> choose recipient, billing item, and amount -> click Issue to send bill to the parent portal.

Inventory:

Tracks school supplies, textbook allocations, and equipment.

Step-by-step: Click **Inventory** -> click **+ Add Item** -> enter supply name, starting quantity, and unit price -> click Save to track assets.

👥 4. People & Ops Group

Human Resources:

Tracks teacher employment contracts, leave requests, and payroll registers.

Step-by-step: Click **Human Resources** -> select a staff member -> click **Adjust Payroll** or **Review Leave Request** to update status.

People Directory:

Onboard users and auto-generate credentials.

Step-by-step: Click **People Directory** -> click **+ Register Person** -> fill out name, choose role (Student, Teacher, Parent) -> click Save -> click **View** on the newly created profile row to retrieve generated logins.

Communication:

Sends school bulletins and facilitates chats.

Step-by-step: Click **Communication** -> click **New Broadcast** -> write announcement message -> click Send to dispatch timeline alerts globally.

Workflow & Approvals:

Tracks purchase approvals or administrative tasks validations.

Step-by-step: Click **Workflow & Approvals** -> review active requests list -> click **Approve** or **Decline** to finalize.

🏫 5. Facilities Group

Library:

Manages library books inventory and check-out logs.

Step-by-step: Click **Library** -> click **Checkout Book** -> select student profile and enter book title -> click Confirm checkout.

Transport:

Manages school bus routes, driver assignments, and bus stops.

Step-by-step: Click **Transport** -> click **Create Route** -> specify bus number, route stops, and assign a driver -> click Save.

Hostel:

Tracks dormitories allocations and student bed slots assignments.

Step-by-step: Click **Hostel** -> choose a dormitory room -> click **Assign Bed** -> select student profile -> click Save.

Clinic:

Registers student check-ins to sick bay, records health notes, and logs drug supplies.

Step-by-step: Click **Clinic** -> click **Log Visit** -> select student -> enter health symptoms details and prescription -> click Save.

Facilities:

Logs classrooms maintenance work orders and utilities usage logs.

Step-by-step: Click **Facilities** -> click **+ New Work Order** -> enter issue description (e.g. "Broken Light Bulb in Lab B") -> click Submit.

📊 6. Analytics Group

Analytics:

Displays student academic trends graphs, enrollment histories, and financial collections comparisons.

Step-by-step: Click **Analytics** in the sidebar -> choose target tab (Academic or Finance) to review performance comparison charts.

Step-by-Step School Setup Flow

Select Your School Context

Access the school list dashboard at /tenants/tenant-dashboard/. Locate your newly onboarded school and click ⚙️ Manage. This activates your school workspace context.

Onboard School Staff & Students

Navigate to **People Directory** in the side navigation menu. Click **+ Register Person**. Choose the assigned role (*Student* or *Teacher*) and submit. Note the generated login details card on success.

Build the Master Timetable

Open **Timetable** -> click **+ Schedule Lesson**. Map classes to designated time slots, rooms, and teachers. If a teacher or classroom is double-booked, the system will prevent the entry and list a conflict alert.

Roles & Features Documentation

Stage 1: Platform Provisioning & Analytics

SaaS Vendor Workspace Modules

1. Control Center

2. SaaS Analytics

3. Tenant Schools

4. Platform Settings

5. Roles & Permissions

6. AI Workspace

Step-by-Step Initial Setup Guide

Log in to SaaS Control Center

Onboard a New School

Retrieve School URL Context

Stage 2: Core Workspace Configurations

School Admin Sidebar Modules & Manual

📁 1. School Group

🎓 2. Academics Group

💰 3. Finance Group

👥 4. People & Ops Group

🏫 5. Facilities Group

📊 6. Analytics Group

Step-by-Step School Setup Flow

Select Your School Context

Onboard School Staff & Students

Build the Master Timetable

Stage 3: Attendance, Grades, & E-Learning Modules

Teacher Side Menu Modules

1. Attendance Register

2. E-Learning (LMS)

3. Academics Ledger

Step-by-Step Classroom Instructions

Mark Attendance Registers

Publish LMS E-Learning Modules

Stage 4: Read Calendars & Review E-Learning Courses

Student Side Menu Modules

1. Timetable Matrix

2. E-Learning Modules

3. Achievements & Badges

Student Classroom Walkthrough

Review Weekly Timetable Grid

Study LMS Modules

Stage 5: Attendance Milestones & Financial Ledgers

Parent Side Menu Modules

1. Timeline Feed

2. Billing Ledger

3. Academic Reports

Parent Monitoring Walkthrough

Review Student Timeline Log

Settle Invoice Balances