ScholaGrid support

ScholaGrid platform documentation

Guidance for every school role.

Find clear, step-by-step instructions for managing your school, teaching, finances, the library, and family learning.

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Role guides

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Each guide follows the order of the side panel, so you can quickly find the task you need.

01 · Institutional control

School Admin guides

Manage people, academic structures, finance, communication, and school-wide settings.

Create a student account
  1. Open Students from the Admin navigation.
  2. Select Add Student.
  3. Complete the student details.
  4. Select Create Student.
  5. An account email will be sent to the new user.
  6. Use the email link to verify the account.
  7. After verification, the one-time password will be sent by email.
Create a class
  1. Open Classes from the Admin navigation.
  2. Select Add Class.
  3. Complete the class details.
  4. Select Create Class.
Create a subject
  1. Open Subjects from the Admin navigation.
  2. Select Create Subject.
  3. Complete the subject details.
  4. Select the subject class and save the subject.
Promote, demote, retain, or graduate students
  1. Open Promotions from the Admin navigation.
  2. Select the outgoing academic year and class.
  3. Choose an action: Promote, Demote, Retain, or Graduate.
  4. Select the target class, where required.
  5. Select Process Batch & Send Email.
View student attendance records
  1. Open Student Records from the Admin navigation.
  2. Select Today to view attendance for the current day.
  3. Select Summary to view attendance for a selected date range.
Record staff attendance
  1. Open Staff Attendance from the Admin navigation.
  2. Find the teacher whose attendance you want to record.
  3. Select the attendance status and enter the time in and time out.
  4. Add a note for reference and save the record.
Create a teacher account
  1. Open Teachers from the Admin navigation.
  2. Select Add Teacher.
  3. Complete the teacher details.
  4. Select Create Teacher.
  5. An account email will be sent to the new user.
  6. Use the email link to verify the account.
  7. After verification, the one-time password will be sent by email.
Create a accountant account
  1. Open Accountants from the Admin navigation.
  2. Select Add Accountant.
  3. Complete the accountant details.
  4. Select Create Accountant.
  5. An account email will be sent to the new user.
  6. The one-time password will be sent by email.
Create a librarian account
  1. Open Librarians from the Admin navigation.
  2. Select Add Librarian.
  3. Complete the librarian details.
  4. Select Create Librarian.
  5. An account email will be sent to the new user.
  6. The one-time password will be sent by email.
Create a sub-admin account
  1. Open Sub-admins from the Admin navigation.
  2. Select Add Sub-admin.
  3. Complete the sub-admin details.
  4. Select Create Sub-admin.
  5. An account email will be sent to the new user.
  6. The one-time password will be sent by email.
Create a fee
  1. Open Fees from the Admin navigation.
  2. Select Create Fee.
  3. Complete the fee details.
  4. Select Create Fee to save it.
Record a payment
  1. Open Payments from the Admin navigation.
  2. Search for the student by name, email address, or registration number, then select the student.
  3. Select the term and fee.
  4. Enter the amount, payment method, and payment type.
  5. Enter the reference number, date, and a short note, then save the payment.
Record an expense
  1. Open Expenses from the Admin navigation.
  2. Select the expense category and add a description.
  3. Enter the amount and expense date, then select the payment method.
  4. Enter the vendor's name and a short note about the expense, then save it.
Restrict features for students with outstanding fees
  1. Open Fee Restrictions from the Admin navigation.
  2. Open the feature you want to restrict.
  3. Select the restriction scope: all students, all classes, or all grade levels.
  4. Select a specific class or grade level when required.
  5. Select Save.
Publish an announcement
  1. Open Announcements from the Admin navigation.
  2. Select New Announcement.
  3. Enter a title and select the audience.
  4. Select Publish Announcement.
Create an event
  1. Open Events from the Admin navigation.
  2. Select New Event.
  3. Enter the title and event description.
  4. Select the start and end date and time.
  5. Select Publish Event.
Add a library book
  1. Open Library from the Admin navigation.
  2. Select Add Book.
  3. Complete the book details.
  4. Select Create.
View resources
  1. Open Resources from the Admin navigation.
  2. Search by name and select a resource type to find a specific resource.
Add a term
  1. Open Term Settings from the Admin navigation.
  2. Enter the academic year and term.
  3. Select the start and end dates, then save the term.
Add a grade level
  1. Open Grade Levels from the Admin navigation.
  2. Select Add Grade Level.
  3. Enter the grade name, such as Nursery 1, Primary 1, or Grade 1.
  4. Enter a short name and the display order.
  5. Select Create Level.
Create an assessment category
  1. Open Assessment Categories from the Admin navigation.
  2. Select Add Category.
  3. Complete the assessment details.
  4. Select Save Category.
Schedule result release
  1. Open Result Releases from the Admin navigation.
  2. Select Schedule.
  3. Select the release date.
  4. Results automatically open for students and parents at 12:00 AM on the selected date. You can also release results early at any time.
  5. Enter an internal note (optional).
  6. Select Schedule Release.
Direct result release
  1. Open Result Releases from the Admin navigation.
  2. Click Release Now.
  3. Enter an internal note (optional).
  4. Select Release Now.
Add a grading scale
  1. Open Grade Levels from the Admin navigation.
  2. Select Add Tier.
  3. Enter the grade letter, such as A to F, and its minimum and maximum percentages.
  4. Enter a remark, such as Excellent, Very Good, Credit, Pass, or Fail.
  5. Select Save Grading Scale.
Update the school profile
  1. Open Profile from the Admin navigation.
  2. Select Edit Profile.
  3. Choose the school logo and update the required details.
  4. Select Save Changes.
Assign teachers to a class
  1. Open Classes from the Admin navigation.
  2. Select the person-plus icon for the relevant class.
  3. To replace currently assigned teachers, select the replacement checkbox; otherwise, teachers will be added to the existing assignment.
  4. Select the teacher and the subject to assign.
  5. Select Save Assignment.

02 · Delegated leadership

Sub-Admin guides

Support daily school operations, academic administration, finance, and communication.

Create a student account
  1. Open Students from the Sub-admin navigation.
  2. Select Add Students.
  3. Complete the student's details.
  4. Select Create Student.
  5. An account email will be sent to the student.
  6. Use the email link to verify the account.
  7. After verification, the one-time password will be sent by email.
Create a class
  1. Open Classes from the Sub-admin navigation.
  2. Select Add Class.
  3. Complete the class details.
  4. Select Create Class.
Create a subject
  1. Open Subjects from the Sub-admin navigation.
  2. Select Create Subject.
  3. Complete the subject details.
  4. Select the subject class and save the subject.
Promote students
  1. Open Promotions from the Sub-admin navigation.
  2. Select the outgoing academic year, class, and students.
  3. Select the operation you want to perform.
  4. Select Process Batch & Send Emails.
View student attendance records
  1. Open Student Records from the Sub-admin navigation.
  2. Select Today to view attendance for the current day.
  3. Select Summary to view attendance for a selected date range.
Record staff attendance
  1. Open Staff Attendance from the Sub-admin navigation.
  2. Find the teacher whose attendance you want to record.
  3. Select the attendance status and enter the time in and time out.
  4. Add a note for reference and save the record.
Create a fee
  1. Open Fees from the Sub-admin navigation.
  2. Select Create Fee.
  3. Enter the name, description, amount, and fee type.
  4. Select a specific class or grade level. Leave both blank to apply the fee globally.
  5. Save the fee.
Record a payment
  1. Open Payments from the Sub-admin navigation.
  2. Search for the student by name, email address, or registration number, then select the student.
  3. Select the term and fee.
  4. Enter the amount, payment method, and payment type.
  5. Enter the reference number, date, and a short note, then save the payment.
Record an expense
  1. Open Expenses from the Sub-admin navigation.
  2. Select the expense category and add a description.
  3. Enter the amount and expense date, then select the payment method.
  4. Enter the vendor's name and a short note about the expense, then save it.
Restrict features for students with outstanding fees
  1. Open Fee Restrictions from the Sub-admin navigation.
  2. Open the feature you want to restrict.
  3. Select the restriction scope: all students, all classes, or all grade levels.
  4. Select a specific class or grade level when required.
  5. Select Save.
Publish an announcement
  1. Open Announcements from the Sub-admin navigation.
  2. Select New Announcement.
  3. Enter a title, select the target audience, and enter the message content.
  4. The audience can be everyone or a selected role, such as parents, students, teachers, accountants, or librarians.
  5. Select Publish Announcement.
Create an event
  1. Open Events from the Sub-admin navigation.
  2. Select New Event.
  3. Enter the title and description.
  4. Select the event start and end time.
  5. Select Create Event.
Add a library book
  1. Open Library from the Sub-admin navigation.
  2. Select Add Book.
  3. Complete the book details.
  4. Select Create.
View resources
  1. Open Resources from the Sub-admin navigation.
  2. Search by name and select a resource type to find a specific resource.
Add a term
  1. Open Term Settings from the Sub-admin navigation.
  2. Enter the academic year and term.
  3. Select the start and end dates, then save the term.
Add a grade level
  1. Open Grade Levels from the Sub-admin navigation.
  2. Select Add Grade Level.
  3. Enter the grade name, short name, and display order.
  4. Select Create Level.
Create an assessment category
  1. Open Assessment Categories from the Sub-admin navigation.
  2. Select Add Category.
  3. Complete the assessment details.
  4. Select Save Category.
Add a grading scale
  1. Open Grade Levels from the Sub-admin navigation.
  2. Select Add Tier.
  3. Enter the grade letter, minimum and maximum percentage, and remark.
  4. Select Save Grading Scale.
Update your profile
  1. Open Profile from the Sub-admin navigation.
  2. Select Edit Profile.
  3. Choose a profile photo and update the required details.
  4. Select Save Changes.
Change your password
  1. Open Profile from the Sub-admin navigation and select Edit Profile.
  2. Scroll to the password section at the bottom of the page.
  3. Enter your current password, then enter and confirm the new password.
  4. Select Save Changes.

03 · Classroom management

Teacher guides

Manage assigned classes, attendance, assessments, learning resources, and classroom communication.

View your assigned classes
  1. Open My Classes from the Teacher navigation.
  2. Select a class row or its eye icon to view the class details.
View students
  1. Open Students from the Teacher navigation.
  2. Select a student row or its eye icon to view the student's details.
Take attendance
  1. Open Take Attendance from the Teacher navigation.
  2. Select Take Attendance.
  3. Select the class and date.
  4. The students in the selected class will appear.
  5. Choose an attendance status for each student.
  6. Select Save Attendance.
View subjects
  1. Open Subjects from the Teacher navigation.
  2. Select a subject row or its eye icon to view the subject details.
Create an assignment
  1. Open Assignments from the Teacher navigation.
  2. Select Create Assignment.
  3. Select the class, subject, term, and session.
  4. Enter the remaining assignment details and add an attachment, if needed.
  5. Select Create Assignment.
Edit an assignment
  1. Open Assignments from the Teacher navigation.
  2. Select the assignment or its eye icon to view the details.
  3. Select Edit and update the required information.
  4. Select Save Changes.
Mark or grade assignments
  1. Open Assignments from the Teacher navigation.
  2. Select the assignment or its eye icon to view the details.
  3. Select Bulk Enter and enter the appropriate score for each student.
  4. Select Save Result.
View assignment results
  1. Open Assignments from the Teacher navigation.
  2. Select the assignment or its eye icon to view the details.
  3. Select Results to view the assignment results.
Create a project
  1. Open Projects from the Teacher navigation.
  2. Select Create Project.
  3. Select the class, subject, term, and session.
  4. Enter the remaining project details and add an attachment, if needed.
  5. Select Create Project.
Create a test
  1. Open Tests from the Teacher navigation.
  2. Select Create Test.
  3. Select the class, subject, term, and session.
  4. Enter the remaining test details and add an attachment, if needed.
  5. Select Create Test.
Create a CBT test
  1. Open CBT from the Teacher navigation.
  2. Select Create CBT Test.
  3. Select the class, subject, term, and session.
  4. Enter a duration between 1 and 60 minutes.
  5. Optionally choose to show results immediately after submission and to randomize question order for each student.
  6. Add the test or exam questions and any attachment, if needed.
  7. Choose a question type: single choice, multiple choice, or free text.
  8. For single- and multiple-choice questions, add the options and select the correct answer.
  9. Select Create CBT Test.
Request a library book
  1. Open Library from the Teacher navigation.
  2. Under Browse Books, search by title or author.
  3. Select the book, then select its eye icon to view the details.
  4. Select Request Book.
Upload a resource
  1. Open Resources from the Teacher navigation.
  2. Select Upload Resource.
  3. Enter the title, description, type, class, subject (if applicable), and tags.
  4. Select Choose File and select a file.
  5. Select Start Upload.
View and download payslips
  1. Open Payslips from the Teacher navigation.
  2. Select the eye icon to view a payslip.
  3. Select Print/PDF to download it.
View announcements and events
  1. Open Announcements or Events from the Teacher navigation.
  2. Select the eye icon for the announcement or event you want to view.
Update your profile
  1. Open Profile from the Teacher navigation.
  2. Select Edit Profile.
  3. Choose a profile photo and update the required details.
  4. Select Save Changes.
Change your password
  1. Open Profile from the Teacher navigation and select Edit Profile.
  2. Scroll to the password section at the bottom of the page.
  3. Enter your current password, then enter and confirm the new password.
  4. Select Save Changes.

04 · Financial management

Accountant guides

Manage fees, payments, expenses, bank accounts, and financial information for the school.

View classes
  1. Open Classes from the Accountant navigation.
  2. Review the list of available classes.
  3. Select an eye icon to view the details of a class.
View teachers assigned to a class
  1. Open Class Teachers from the Accountant navigation.
  2. Select a class.
  3. View its homeroom and subject teachers.
Create a fee
  1. Open Fees from the Accountant navigation.
  2. Select Create Fee.
  3. Enter the name, description, amount, and fee type.
  4. Select a specific class or grade level. Leave both blank to apply the fee globally.
  5. Save the fee.
Record a payment
  1. Open Payments from the Accountant navigation.
  2. Search for the student by name, email address, or registration number, then select the student.
  3. Select the term and fee.
  4. Enter the amount, payment method, and payment type.
  5. Enter the reference number, date, and a short note, then save the payment.
Add a bank account
  1. Open Bank Accounts from the Accountant navigation.
  2. Select Add New Account.
  3. Enter the account purpose, bank name, account number, and the corporate account name exactly as it appears on the bank statement.
  4. Select Submit for Verification.
Record an expense
  1. Open Expenses from the Accountant navigation.
  2. Select the expense category and add a description.
  3. Enter the amount and expense date, then select the payment method.
  4. Enter the vendor's name and a short note about the expense, then save it.
View announcements and events
  1. Open Announcements or Events from the Accountant navigation.
  2. Select the eye icon for the announcement or event you want to view.
Update your profile
  1. Open Profile from the Accountant navigation.
  2. Select Edit Profile.
  3. Choose a profile photo and update the required details.
  4. Select Save Changes.
Change your password
  1. Open Profile from the Accountant navigation and select Edit Profile.
  2. Scroll to the password section at the bottom of the page.
  3. Enter your current password, then enter and confirm the new password.
  4. Select Save Changes.

05 · Library operations

Librarian guides

Maintain the library catalogue, attach digital files, and manage book requests.

Add a book to the library
  1. Open Library from the Librarian navigation.
  2. Search for the book by title or author.
  3. Select Add to import the book into the library.
  4. Select Manage to attach a readable and downloadable file from your device.
  5. Select the document type and choose the file.
  6. Select Upload and Attach.
Accept or reject a book request
  1. Open Book Requests from the Librarian navigation.
  2. Select the eye icon to view the requested book.
  3. Select the check-mark icon to accept the request, or the X icon to reject it.
View announcements and events
  1. Open Announcements or Events from the Librarian navigation.
  2. Select the eye icon for the announcement or event you want to view.
Update your profile
  1. Open Profile from the Librarian navigation.
  2. Select Edit Profile.
  3. Choose a profile photo and update the required details.
  4. Select Save Changes.
Change your password
  1. Open Profile from the Librarian navigation and select Edit Profile.
  2. Scroll to the password section at the bottom of the page.
  3. Enter your current password, then enter and confirm the new password.
  4. Select Save Changes.

06 · Family portal

Parent guides

Keep up with your child's school life, learning activities, attendance, and payments.

View your child's details
  1. Open My Children from the Parent navigation.
  2. Select the eye icon beside the child whose details you want to view.
View assignments
  1. Open Assignments from the Parent navigation.
  2. Select the term and status.
  3. Select a student to view that student's assignments.
View results
  1. Open Results from the Parent navigation.
  2. Select the term and student.
  3. Select Print Term Result.
View attendance
  1. Open Attendance from the Parent navigation.
  2. Select the student, term, and attendance status.
View school projects
  1. Open Projects from the Parent navigation.
  2. Select the student, term, and status.
View school resources
  1. Open Resources from the Parent navigation.
  2. Select the student, term, and status.
Request a library book
  1. Open Library from the Parent navigation.
  2. Under Browse Books, search by title or author.
  3. Select the book, then select its eye icon to view the details.
  4. Select Request Book.
View announcements and events
  1. Open Announcements or Events from the Parent navigation.
  2. Select the eye icon for the announcement or event you want to view.
Make a payment
  1. Open Payments from the Parent navigation.
  2. Select Fees to Pay.
  3. Select the student and the term you want to pay for.
  4. The list of fees will be displayed.
  5. Select Pay Now to complete the payment.
View payment history
  1. Open Payments from the Parent navigation.
  2. Select Payment History.
  3. Select the term and status to view the payments made.
Update your profile
  1. Open Profile from the Parent navigation.
  2. Select Edit Profile.
  3. Choose a profile photo and update the required details.
  4. Select Save Changes.
Change your password
  1. Open Profile from the Parent navigation and select Edit Profile.
  2. Scroll to the password section at the bottom of the page.
  3. Enter your current password, then enter and confirm the new password.
  4. Select Save Changes.

07 · Learning portal

Student guides

Access coursework, assessments, results, resources, attendance, and school updates.

View subjects
  1. Open Subjects from the Student navigation.
  2. Select a subject or its eye icon to view the subject details.
View assignments
  1. Open Assignments from the Student navigation.
  2. Select an assignment or its eye icon to view the assignment details.
View school projects
  1. Open Projects from the Student navigation.
  2. Select the term and status.
  3. Select the eye icon to view project details.
View school tests and exams
  1. Open Tests and Exams from the Student navigation.
  2. Select the term and status.
  3. Select the eye icon to view the test or exam details.
Take a CBT test
  1. Open CBT from the Student navigation.
  2. Paste or enter the CBT code.
  3. Select Start.
View results
  1. Open Results from the Student navigation.
  2. Select the term.
  3. Select Print Result.
View attendance
  1. Open Attendance from the Student navigation.
  2. Select Today to view daily attendance.
  3. Select Summary to view the attendance summary.
  4. Select the term, From Date, and To Date.
View school resources
  1. Open Resources from the Student navigation.
  2. Select the term and status.
  3. Select the eye icon to view resource details.
Request a library book
  1. Open Library from the Student navigation.
  2. Under Browse Books, search by title or author.
  3. Select the book, then select its eye icon to view the details.
  4. Select Request Book.
View announcements and events
  1. Open Announcements or Events from the Student navigation.
  2. Select the eye icon for the announcement or event you want to view.
Update your profile
  1. Open Profile from the Student navigation.
  2. Select Edit Profile.
  3. Choose a profile photo and update the required details.
  4. Select Save Changes.
Change your password
  1. Open Profile from the Student navigation and select Edit Profile.
  2. Scroll to the password section at the bottom of the page.
  3. Enter your current password, then enter and confirm the new password.
  4. Select Save Changes.

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