Setup

Overview

The Master Data Setup module serves as the primary system database where all administrative, structural, and academic foundations are established. This module governs the building blocks of the school system, mapping physical classrooms, academic curriculum subjects, grading levels, supplier details, and capital assets.

Business Use Case

A school requires standard lists of grades, subjects, physical classrooms, and vendors to ensure administrative consistency. By configuring these settings globally, the system ensures that:

• Academic departments map curriculum guides to standardized subject titles.
• Schedulers assign teachers to specific class rooms and grade sections.
• Accountants invoice parents based on structured Grade Student Fees.
• Storekeepers purchase inventories from approved Suppliers.
• HR manages certificates based on registered Document Types.

Navigation

Follow these steps to reach the Master Data Setup module from anywhere in the system: Navigate to Master Data Setup in the main sidebar. Click on the relevant categories to expand the section. Select the specific operation to open the dashboard.

QUICK ACCESS

You can also use the global search shortcut Cmd + K and type "Master" to jump directly to this page.

1

Open the Master Data Setup menu

2

Go to specific section

3

Access Operations

Features

Flexible Grade Setup

Link specific textbooks to grade pack rates, set period durations, and schedule break intervals.

Academic Subjects Register

Classify subjects as core or elective, mapping sessions per timetable category.

Asset Allocation (Belongs)

Catalogue school capital assets (e.g., laptops, smartboards, furniture) and assign them to specific staff custodians.

Supplier & Vendor Management

Maintain a central repository of verified vendors supplying books, uniforms, or canteen products.

Fee Mapping

Bind tuition, transport, or lab fees to specific grades or student groups.

1. Subjects Form

FIELD	TYPE	REQUIRED	DESCRIPTION
Title	Text string (e.g., `Mathematics 101`).	Yes	Full name of the subject (`title`).
Code	Alphanumeric (e.g., `MATH101`).	Yes	Unique identifier code (`code`).
Short Name	Text string.	No	Abbreviated name (`short`).
Credit Hours	Positive decimal value.	Yes	Academic weight.

2. Sections Form

FIELD	TYPE	REQUIRED	DESCRIPTION
Name	Text string (e.g., `A`, `B`, `Boys Section`).	Yes	Section identifier label (`name`).

3. Grades Form

FIELD	TYPE	REQUIRED	DESCRIPTION
Rank / Order	Numeric integer (e.g., `1` for KG1).	Yes	Sort index of the grade level in the system (`order`).
Title	Text string (e.g., `Grade 5`).	Yes	The text label of the grade (`title`).
Location	Text string.	No	The physical school building block.
Floor	Text string (e.g., `Ground Floor`).	No	Floor location of the grade level rooms.
Grade Type	Option: `KG`, `Primary`, `Middle School`, `High School`.	Yes	Grade stage classification.
Period Duration (Min)	Positive integer in minutes (e.g., `45`).	Yes	Length of a single class session.
Break After Period	String or integer index.	No	Period number after which break occurs.
Selected Books	Multi-selection from Books database.	No	Textbooks assigned to this grade level.
Academic Year	Dropdown mapping to Academic Years.	Yes	The academic year this grade belongs to (`academic_year_id`).
Books Price	Decimal value.	No	Total calculated price of the selected books package.
Student Fees	JSON object / Decimal values.	No	Default tuition and package fees JSON configuration.
Manual Student Count	Integer value.	No	Override for the total student capacity of this grade.

4. Grade Student Fees Form

FIELD	TYPE	REQUIRED	DESCRIPTION
Grade	Dropdown mapping.	Yes	Linked grade level (`grade_id`).
Fee Category	Dropdown mapping to Fee Categories.	No	Accounting classification (`student_fee_category_id`).
Fee Name	Text string (e.g., `Tuition Term 1`).	Yes	Description of the charge (`name`).
Amount	Positive decimal.	Yes	Total standard fee (`amount`).
Discount	Decimal value.	Yes	Standard discount rate (`discount`).

5. Classes Form

FIELD	TYPE	REQUIRED	DESCRIPTION
Class Name	Text string (e.g., `6-A`).	Yes	Room or section identifier (`name`).
Grade	Dropdown mapping to Grades.	No	Grade level the class belongs to (`grade_id`).
Academic Year	Dropdown mapping to Academic Years.	No	Year context (`academic_year_id`).

6. Asset Categories (Belong Types) Form

FIELD	TYPE	REQUIRED	DESCRIPTION
Name	Text string (e.g., `IT Hardware`).	Yes	Name of the asset category.
Code	Unique alphanumeric code.	Yes	Category code identifier.

7. Asset Assignment (Belongs) Form

FIELD	TYPE	REQUIRED	DESCRIPTION
Asset Name	Text (e.g., `Lenovo ThinkPad L14`).	Yes	Name of the physical unit.
Serial Number	Unique alphanumeric string.	Yes	Manufacturer serial ID.
Category	Dropdown mapping to Asset Categories.	Yes	Classification group.
Assigned To	Dropdown mapping to registered Staff/Admins.	Yes	Custodian employee.
Assignment Date	Date format (`YYYY-MM-DD`).	Yes	Allocation date.

8. Supplier Types Form

FIELD	TYPE	REQUIRED	DESCRIPTION
Type	Text string (e.g., `Book Publisher`, `Uniforms`).	Yes	Vendor classification grouping (`type`).

9. Suppliers Form

FIELD	TYPE	REQUIRED	DESCRIPTION
Supplier Type	Dropdown mapping to Supplier Types.	No	Classification mapping (`supplier_type_id`).
Company Name	Text string.	Yes	Legal business name.
Contact Person	Text.	No	Lead point of contact.
Email	Valid email string.	Yes	Communication email.
Phone	Numeric telephone string.	Yes	Contact phone number.
Tax Registration No	Unique alphanumeric.	Yes	Official tax business number.

10. Document Types Form

FIELD	TYPE	REQUIRED	DESCRIPTION
Document Name	Text string (e.g., `Passport`, `ID Card`).	Yes	Classification label (`name`).

Settings

The following system settings directly affect master data configurations:

General Settings (School Identity)

Configured via the Settings Gear Icon -> General Settings. These control the School Name and School Logo/Side Logo displayed in document templates, report sheets, and sidebar modules.

System Currency (Currency)

Configured via General Settings. It sets the currency sign (e.g., `$`) applied to all grade fees, invoice structures, and purchase logs.

VAT Rate (VAT)

Configured via General Settings. It sets the percentage rate of Value Added Tax automatically applied to invoice valuations.

Workflow

1. Setting up a Grade with Periods and Books

NOTE

Screenshot: Create Grade and Period Setup Form

1

Go to Masters -> Grades.

2

Click Create in the upper right.

3

Fill in the Grade Details (Rank, Title, Location, Floor, Grade Type, Period Duration).

4

In the Selected Books search bar, type the ISBN or title of required textbooks to associate with this grade.

5

In the Periods & Subjects section, click on the active timetable category tab (e.g., `General`).

6

Specify the Number of Periods for each weekday.

7

Click Add Subject to bind curriculum courses, marking checkmarks for Is Core and entering sessions per week.

8

Click Save.

2. Registering an Asset and Assigning it to Staff

1

Navigate to Masters -> Asset Categories and create the group (e.g., `Laptops`).

2

Navigate to Masters -> Asset Assignment and click Add.

3

Input the asset description, select category, enter the manufacturer serial key, and select the custodian from the staff list.

4

Click Save to create the log.

Permissions

subjects.index / subjects.create / subjects.edit / subjects.destroy

sections.index / sections.create / sections.edit / sections.destroy

grades.index / grades.create / grades.edit / grades.destroy

belong_types.index / belongs.index

Asset Category and Assignment controls

suppliers.index / suppliers.create

Supplier and Vendor controls

document-types.index / document-types.create

Document classification

Examples

Scenario: Creating "Section A" for "Grade 6"

1

Navigate to Masters -> Grades and verify "Grade 6" exists.

2

Click Masters -> Sections -> Create.

3

Fill in the Section title: `Section A`.

4

Select Grade: `Grade 6` from the dropdown list.

5

Assign a classroom room: `Room 204`.

6

Click Save.

FAQ

Q1: What does "Rank" mean in the Grades section?

What does "Rank" mean in the Grades section?

Rank defines the ordinal sequencing of grades throughout the dashboard. For instance, KG1 is rank 1, Grade 1 is rank 3, Grade 12 is rank 14. This rank dictates how students progress from year to year during the school rollover wizard.

Q2: Why is the package price disabled on the Grade Form?

Why is the package price disabled on the Grade Form?

The Grade package price is a read-only field calculated automatically by adding up the individual prices of all books currently associated with the grade.

Notes

Data Integrity Rule: A subject cannot be deleted if it is currently mapped to a class timetable or has grade book marks associated with it.

Serial Key Enforcements: The system enforces unique validation constraints on asset serial numbers to prevent double cataloguing.