Client Onboarding Guide

From signup to go-live in clear steps

A shared playbook for the ESMS team and school owners — create the account, configure the school, add users, and start daily operations.

Go to Login Product Overview Help Centre User Manual
Two paths in one guide
  • ESMS Team — create client, enable modules, hand over credentials
  • School Owner — configure, add staff & students, go live
Super Admin Owner Admin
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App links below open after you log in with the correct role.

Onboarding overview

When a new school joins ESMS, two groups work together:

ESMS team checklist
  • Client created in Super Admin console
  • Modules enabled per plan (Trial / Basic / Pro / Premium)
  • Welcome email / SMS received by owner
  • Owner can log in successfully
  • Kickoff call scheduled (optional)
School team checklist
  • Academic year created & active
  • Classes, sections & subjects configured
  • Fee structure published
  • Leave types configured (for staff)
  • Staff & students added
  • Test fee collection & attendance done

Part 1 — ESMS team (Super Admin / Support)

Complete these steps before handing the school their login details.

1
Create the client account

Log in as Super Admin → Product → Clients → Add Client. Fill in:

  • Owner: name, gender, DOB, mobile (10 digits), email, password
  • School: name, type (CBSE/ICSE/etc.), address, optional school email/phone
  • Subscription: plan (Trial / Basic / Pro / Premium) + Monthly or Yearly

Auto-created: client code, default branch, owner user (OWNER role), billing/subscription, invoice, and scheduler jobs.

Add Client Clients List
2
Review client & enable modules

Open the client profile, confirm status is Active, enable modules per plan, and optionally upload school logo.

View Client → Edit Details / Manage Modules / Users from client page
3
Share credentials with the school owner

A welcome email/SMS is sent automatically (if enabled). The welcome email includes login credentials, account details, setup steps, and links to this guide. A separate invoice email (PDF) follows right after. Confirm the owner received:

  • Welcome email: login URL, username, password, setup steps & onboarding guide link
  • Invoice email: subscription invoice PDF (separate message)
  • Login URL: /eschool/login
  • Username: owner's 10-digit mobile number
  • Password: password set during registration

Ask the owner to change their password after first login.

4
Verify first login & schedule kickoff

Ask the owner to log in, complete OTP if prompted, and walk through initial configuration (Part 2 below).

Optional: assist with bulk student/staff import during the first week.

Part 2 — School owner / admin setup

Share this section with the school. Complete steps in order for a smooth go-live.

1
Log in

Use your 10-digit mobile number as username and the password from ESMS support. Complete OTP if prompted, then change your password after first login.

Login
2
School profile & branding

Update school name, address, contact details, and upload your logo.

Client Details
3
Academic year

Create the current academic year and mark it active before adding students.

Academic Years
4
Classes, sections & subjects

Define your class structure, sections per class, subjects, and class–subject mapping.

Classes Sections Subjects Class Subjects Class Teachers
5
Fee configuration

Configure fee settings, then create fee structures per class and academic year. Add discounts later as needed.

Fee Settings Fee Structure Fee Structure List
6
Leave types & ledger (staff)

Set up leave types for staff leave requests. Configure expense ledger categories if you use expenses.

Leave Types Manage Ledger
7
Add staff & teachers

Create accounts for admins, teachers, and office staff. Assign the correct role to each person.

Staff List Import Staff
8
Add students

Add students individually or import in bulk. Ensure class, section, academic year, and parent contact are correct.

Student List Import Students
9
Go live — daily operations

Test one student end-to-end before full rollout. Then enable for all classes.

Attendance

Mark student & staff attendance daily.

Student Attendance Staff Attendance
Fees

Collect fees and track dues.

Collect Fee
Communication

Send notices, reminders & alerts to parents.

Send Message Bulk SMS/Email
Reports & parents

Review reports and onboard parents.

Student Reports Parent App Onboarding

Suggested rollout timeline (first 7 days)

Day 1
  • School profile & logo
  • Create academic year
Day 2
  • Classes & sections
  • Subjects & mapping
Day 3
  • Fee structure
  • Leave types & ledger
Day 4
  • Add staff & teachers
  • Assign roles
Day 5
  • Add students individually
  • Or bulk import students
Day 6
  • Test student attendance
  • Test fee collection (one class)
Day 7
  • Go live school-wide
  • Parent SMS / notifications
  • Reports review & fine-tune access

Who does what after onboarding

Owner
  • School-wide config & branches
  • Fee plans, discounts, approvals
  • Assign admin/director roles
Admin
  • Daily ops — students, attendance, fees
  • Communication to parents
  • Data quality and reports
Director
  • Branch performance oversight
  • Payroll validation & approvals
  • Review KPIs and exceptions
Teacher
  • Class attendance & assessments
  • Student progress tracking
  • Homework & class activities
Staff
  • Personal attendance & leave
  • Expense submissions
  • Assigned operational tasks
Parent
  • View child attendance & fees
  • Receive school notifications
  • Login via parent app / portal

Support & more resources

Help Centre Admin Handbook User Manual Video Tutorials Contact Support

Go-live checklist: Owner can log in → academic year set → classes configured → fee structure published → at least one staff & student added → test fee collection & attendance completed.