School settings

Account → Settings holds everything that describes your school and how ShuleOS shows it. It is one page with seven tabs. Change what you need on any tab, then click Save at the bottom. One Save button saves every tab, and you see "Settings saved".

Do this first. The logo, the head teacher's name and signature, the theme colour and the report layout are printed on every report card, receipt and printed list. Setting them once now saves you from reprinting later.

School Profile

Branding and Signatures

There is no separate signature to upload here: it always comes from the picked person's own staff record. Add it there — either they draw or upload their own from My signature in the teacher portal, or an administrator opens their Teacher or Employee record and clicks Draw signature, or uploads a picture under Signature.

Exams and Reports

This tab decides how marks are graded by default and how report cards look.

Grading

• Default grading scheme: new classes start with this scheme. You can still choose a different one for a class. Grading schemes themselves are made under Assessment → Grading Schemes.

Report card layout

• Subject layout: Table (one row per subject), Striped table (heading in your school colour and shaded rows), Compact table (smaller type, to fit many subjects on one page) or Cards (one card per subject).
• Language of the card: English or Kiswahili. It changes the fixed words printed on the card (Subject, Grade, Total, Position, the comment and signature headings, dates). Subject names, grade remarks and anything you or the teachers typed stay as written.
• Header style: Logo on both sides of the school name, Logo above the school name, or Colour banner (your school colour behind the name and details).
• Preview with these settings: click it to see one of your real report cards drawn with the choices as they are in the form now, before you save. Nothing is saved by previewing. It needs at least one report card to exist for a marked class.
• Marks shown: Total per subject only, or Each grading component and the total.
• Column per exam on combined reports: switch on to show every exam as its own column on a combined term report.
• Report title: the heading printed on the report.
• Closing date and Next term opening date: printed on the report. Leave them empty to use the term's end date and the next term's start date.

Sections to show on report cards: switch each on or off: Admission number, Grade remarks, Total and average, Position in class, Grading key, Behavior assessment, Attendance summary, Class teacher comment, Head teacher comment, Parent / guardian comment, Signature lines, School stamp, Closing and opening dates, and Points and division (secondary).

Secondary results: points and division: for secondary classes. Work out points and division switches it on; Subjects counted is how many of a student's best subjects are added up (7 for NECTA O-Level); Classes that use it picks the class types; Position in class chooses between ranking by points or by average; and Divisions lists which total of points gets which division. The standard NECTA O-Level divisions are filled in. See Generate and release report cards.

Competency rating scale: for classes assessed by competency, the words for ratings 1 to 4.

Parent Portal

• Parents can sign in: the master switch. Switch it off to close the portal for now. Parents who try to sign in are turned away and told the portal is closed.
• What parents can see: switch each part on or off:

• Fees shown to parents (only if your school has the Fees part): Everything (fees by type, arrears, payments and the statement) or Only what is owed, when it is due and how to pay.
• Parents can open and print receipts: only applies when parents see everything.
• Parents can open and print invoices: shows an "Invoice" button beside each fee in the parent portal. Only applies when parents see everything.
• Show the position in class to parents (only if your school has Exams): switch off if your school does not want parents to see a child's rank.

Public Page

Every school gets a public page, its "front door", at your school's link. Families can find your contact details, the sign-in buttons and, if you allow it, look up a report card.

• Your link: shown for you to copy. It contains your school's code. To change the code, ask the ShuleOS team; old printed links stop working if it changes.
• The page is open: switch off to close it. Visitors then see "page not found". Nothing else changes.
• Background picture (optional): a photo of your own school (PNG, JPG or WebP, up to 3 MB), darkened behind the page and the sign-in pages.
• Welcome line: shown under the school name.
• Notice (optional) and Hide the notice after: a short message in a highlighted strip above the sign-in buttons, for example when term opens. It disappears by itself after the date you choose.
• Opening hours (optional): shown with your contact details.
• Show what is coming up: lists the next three events from your School Calendar that are meant for everyone.
• Let families view a report card here: adds a "View a report card" box. A family types the child's names and date of birth to see the child's released report cards. Because it uses the date of birth, make sure students' dates of birth are filled in.
• Also ask for the admission number: recommended. The admission number is on your own papers, so it makes guessing much harder.

Dashboard

For each role in your school, tick the dashboard cards that role should see. Logins with no role come first. Only cards your school has the module for, and that the role is allowed to open, are listed, so a card can be hidden here but never shown to someone who should not see it. See Sign in and find your way around for what each card is.

Teacher Portal

• Teachers can sign in: the master switch for the teacher portal.
• What teachers can use: switch each part on or off: Attendance, My timetable, Enter marks, Report card comments, Behaviour and competencies, Exam reports, My invigilation, Lesson plans, Homework, Message parents, School calendar, My leave, My payslips, My attendance and Report a problem.

Download a copy of your school's data

Your school's information is yours. At the top of Settings, click Download a copy of my school's data and confirm. You get a zip file with one spreadsheet (CSV) for each kind of record: students, parents, enrolments, classes, subjects, staff, exams and results, attendance, report cards, fees, invoices, payments, expenses, payroll, messages, homework, calendar and more, plus the list of logins. Open the files in Excel or Google Sheets.

• Passwords and sign-in secrets are never included.
• Photos and uploaded documents are not in the zip; ask ShuleOS support if you need them.
• Only people who can change settings can download it, a few times in ten minutes, and each download is recorded in the Audit Log.

If something goes wrong