Bright ESMS - Complete User Manual

1. Getting Started

1.1 System Overview

Bright ESMS (Electronic School Management System) is a comprehensive platform designed to manage all aspects of school operations including:

Student and Staff Management
Fee Collection and Financial Management
Attendance Tracking
Academic Assessments and Results
Payroll and Leave Management
Communication and Notifications
Reports and Analytics

1.2 System Requirements

Browser Requirements:

Google Chrome (Recommended) - Latest version
Mozilla Firefox - Latest version
Microsoft Edge - Latest version
Safari - Latest version (for Mac users)

Internet Connection:

Stable broadband connection recommended
Minimum 2 Mbps for optimal performance

1.3 Accessing the System

1 Open your web browser and navigate to your school's ESMS URL

2 You will see the login page with fields for username/email and password

Figure 1.1: Login Page - Enter your credentials to access the system

3 Enter your credentials provided by your school administrator

4 Click "Login" to access the system

2. Login & Navigation

2.1 Login Process

Login Form with Username and Password Fields

Figure 2.1: Login Form - Enter username/email and password

Enter your username or email address

Enter your password

Click "Login" button

You will be redirected to your dashboard

Tip: If you forget your password, contact your system administrator to reset it.

2.2 Navigation Menu

Figure 2.2: Navigation Menu - Access all modules from the left sidebar

The left sidebar menu provides access to all system modules. The menu structure varies based on your role:

Owner/Admin: Full access to all modules
Director: Access to academic and administrative modules
Teacher: Access to class management, assessments, and student-related features
Staff: Access to attendance, leave, and expense management

2.3 User Roles & Permissions

Owner: Complete system access including billing and configuration

Admin: Full operational access to manage students, staff, fees, and reports

Director: Academic oversight and administrative functions

Teacher: Class management, assessments, and student tracking

Staff: Personal attendance, leave requests, and expense submissions

3. Dashboards

3.1 Admin Dashboard

Figure 3.1: Admin Dashboard - Comprehensive overview of school operations

The Admin Dashboard provides a comprehensive overview of school operations:

Student Statistics: Total students, new admissions, class-wise distribution
Staff Statistics: Total staff, attendance summary, leave status
Financial Overview: Fee collection, pending fees, revenue charts
Attendance Summary: Daily attendance rates, absent students
Quick Actions: Fast access to common tasks

3.2 Academic Dashboard

Figure 3.2: Academic Dashboard - View academic performance metrics and charts

View academic performance metrics:

Class-wise performance charts
Assessment results overview
Student progress tracking
Upcoming exams and events

3.3 Financial Dashboard

Figure 3.3: Financial Dashboard - Monitor fee collection, revenue, and expenses

Monitor financial health:

Fee collection trends
Revenue vs expenses
Pending fee alerts
Payment gateway statistics

3.4 Teacher Dashboard

Figure 3.4: Teacher Dashboard - View assigned classes, timetable, and tasks

Teachers can view:

Assigned classes and subjects
Today's timetable
Student attendance in their classes
Pending assessments and grading tasks

4. Student Management

4.1 Adding a New Student

1 Navigate to Student Management → Students

2 Click "Add New Student" button

Figure 4.1: Add Student Form - Fill in student details

3 Fill in the required information:

Personal details (Name, DOB, Gender)
Parent/Guardian information
Contact details
Class and Section
Academic Year
Admission Number (auto-generated)

4 Upload student photo and documents (if required)

5 Click "Save" to create the student record

4.2 Viewing Student Details

1 Go to Student Management → Students

Figure 4.2a: Students List - View and search all students

2 Use the search/filter options to find a student

3 Click on the student name to view complete profile

Figure 4.2b: Student Profile - Complete student information and details

4.3 Editing Student Information

1 Navigate to the student's profile page

2 Click "Edit" button

Figure 4.3: Edit Student Form - Update student information

3 Update the required fields

4 Click "Save Changes"

4.4 Student Promotion

1 Go to Academic Tools → Student Promotions

Figure 4.4: Student Promotion - Select students and promote to next class

2 Select the academic year and current class

3 Select students to promote (or select all)

4 Choose the target class for promotion

5 Click "Promote Students"

5. Staff Management

5.1 Adding Staff Members

1 Navigate to Staff Management → Staff

2 Click "Add New Staff"

Figure 5.1: Add Staff Form - Enter staff member details

3 Enter staff details:

Personal information
Contact details
Designation and Department
Employment date
Salary information (if applicable)

4 Assign roles and permissions

5 Save the staff record

5.2 Managing Staff Attendance

1 Go to Staff Management → Attendance

2 Select the date and department (if filtering)

Figure 5.2: Staff Attendance - Mark attendance for staff members

3 Mark attendance for each staff member (Present/Absent/Leave)

4 Click "Save Attendance"

6. Admission Enquiries

6.1 Creating a New Enquiry

1 Navigate to Admission Enquiries → Add Admission Enquiry

Figure 6.1: Add Enquiry Form - Enter enquiry details

2 Fill in the enquiry form:

Student's first and last name
Father's name and contact number
Mother's name and contact (optional)
Course/Program interested in
Academic Year
Gender and Date of Birth
Email and Address
Additional notes

3 Click "Save" to create the enquiry

6.2 Managing Enquiries

Figure 6.2: All Enquiries List - View and manage all admission enquiries

View all enquiries from Admission Enquiries → All Enquiries List

Filter enquiries by status (New, Follow Up, Converted, Rejected)
Search enquiries by name or contact number
Edit enquiry details
Update enquiry status
Add follow-up notes

6.3 Converting Enquiry to Admission

1 Open the enquiry details page

Figure 6.3: Enquiry Details - Convert enquiry to student admission

2 Click "Convert to Admission" button

3 The system will automatically:

Create a new student record
Generate an admission number
Copy all enquiry information to student profile
Update enquiry status to "Converted"

6.4 Enquiry Dashboard (Owner/Admin/Director)

Figure 6.4: Enquiry Dashboard - View statistics, charts, and conversion rates

Access comprehensive analytics:

Total enquiries count
Status-wise distribution (New, Follow Up, Converted, Rejected)
Conversion rate percentage
Course-wise enquiry statistics
Gender and academic year distributions
Visual charts and graphs

6.5 Enquiry Reports

1 Go to Admission Enquiries → Reports

Figure 6.5: Enquiry Reports - Filter and view enquiry reports

2 Apply filters:

Status filter
Date range (Start date and End date)

3 Click "Filter" to view filtered results

4 Use "Print" button to generate printable report

7. Fee Management

7.1 Creating Fee Structure

1 Navigate to Fee Management → Fee Structure

2 Click "Add Fee Structure"

Figure 7.1: Fee Structure Form - Configure fee components and amounts

3 Configure:

Class/Program
Academic Year
Fee components (Tuition, Library, Sports, etc.)
Amount for each component
Due dates

4 Save the fee structure

7.2 Collecting Fees

1 Go to Fee Management → Collect Fee

Figure 7.2: Collect Fee - Enter payment details and generate receipt

2 Search and select the student

3 View pending fee amount

4 Enter payment details:

Payment amount
Payment mode (Cash, Cheque, Online)
Transaction reference (if online)

5 Generate and print receipt

7.3 Online Fee Payment

Figure 7.3: Online Fee Payment - Pay fees through payment gateway

Student/Parent logs in and navigates to Fee Payment

View pending fees and select amount to pay

Click "Pay Online" and redirect to payment gateway

Complete payment using card/UPI/netbanking

Payment confirmation and receipt generation

7.4 Fee Defaulters

1 Go to Fee Management → Fee Defaulters

Figure 7.4: Fee Defaulters - View students with pending fees

2 View list of students with pending fees

3 Send reminder notifications (Email/SMS)

8. Attendance Management

8.1 Marking Student Attendance

1 Navigate to Student Management → Attendance → Classes

2 Select the class and section

3 Select the date (defaults to today)

Figure 8.1: Student Attendance - Mark attendance for students (P/A/L)

4 Mark each student as Present (P), Absent (A), or Leave (L)

5 Click "Save Attendance"

8.2 Viewing Attendance Reports

Figure 8.2: Attendance Reports - View daily, monthly, and student-wise reports

Daily attendance summary
Monthly attendance reports
Student-wise attendance history
Class-wise attendance statistics
Export reports to PDF/Excel

9. Payroll Management

9.1 Creating Pay Structure

1 Go to Payroll → Pay Structure

Figure 9.1: Pay Structure - Define salary components and structure

2 Define salary components:

Basic Salary
Allowances (HRA, Transport, Medical, etc.)
Deductions (PF, Tax, etc.)

3 Map pay structure to staff members

9.2 Processing Salary

1 Navigate to Payroll → Process Salary

Figure 9.2: Process Salary - Calculate and process staff salaries

2 Select month and year

3 System calculates:

Gross salary based on pay structure
Deductions for leaves (if applicable)
Net salary

4 Review and approve salary

5 Generate payslips

10. Leave Management

10.1 Submitting Leave Request (Staff)

1 Go to Leave Management → Apply Leave

Figure 10.1: Apply Leave - Submit leave request with dates and reason

2 Select leave type (Sick Leave, Casual Leave, etc.)

3 Enter start and end dates

4 Add reason for leave

5 Submit the request

10.2 Approving Leaves (Admin)

1 Navigate to Leave Management → Pending Approvals

Figure 10.2: Pending Leave Approvals - Review and approve/reject leave requests

2 Review leave requests

3 Approve or reject with comments

4 Staff receives notification of decision

11. Expense Management

11.1 Submitting Expense (Staff)

1 Go to Expense Management → Submit Expense

Figure 11.1: Submit Expense - Enter expense details and upload receipt

2 Select expense category

3 Enter amount and description

4 Upload receipt/bill (if available)

5 Submit for approval

11.2 Approving Expenses (Admin)

1 Navigate to Expense Management → Pending Approvals

Figure 11.2: Pending Expense Approvals - Review and approve/reject expense requests

2 Review expense details and receipts

3 Approve or reject with comments

12. Assessments & Exams

12.1 Creating Assessment

1 Go to Assessments → Manage Assessments

2 Click "Add Assessment"

Figure 12.1: Create Assessment - Define exam details and schedule

3 Enter details:

Assessment name
Class and subject
Date and time
Maximum marks
Passing marks

4 Save the assessment

12.2 Entering Results

1 Navigate to the assessment details

2 Click "Enter Results"

Figure 12.2: Enter Results - Input marks for each student

3 Enter marks for each student

4 System automatically calculates grades

5 Save results

12.3 Generating Report Cards

1 Go to Assessments → Report Cards

2 Select class and student

Figure 12.3: Report Card - Generated report card with grades and performance

3 Generate and print report card

13. Timetable Management

13.1 Creating Timetable

1 Navigate to Timetable → Classes

2 Select class and section

3 Configure periods and timings

Figure 13.1: Create Timetable - Assign subjects and teachers to periods

4 Assign subjects and teachers to periods

5 Save the timetable

13.2 Viewing Timetable

Figure 13.2: View Timetable - Class-wise and teacher-wise timetable view

Class-wise timetable view
Teacher-wise timetable
Export to PDF

14. Reports & Analytics

14.1 Available Reports

Figure 14.1: Reports Menu - Access to all available reports

Student Reports: Student list, class-wise reports, admission reports
Staff Reports: Staff list, attendance reports, payroll reports
Fee Reports: Collection reports, defaulters list, payment history
Attendance Reports: Daily, monthly, student-wise, class-wise
Assessment Reports: Results, report cards, performance analysis
Financial Reports: Revenue, expenses, profit & loss

14.2 Generating Reports

1 Navigate to Reports section

2 Select the type of report

Figure 14.2: Generate Report - Apply filters and generate reports

3 Apply filters (date range, class, etc.)

4 Click "Generate Report"

5 Export to PDF or Excel if needed

15. Service Requests

15.1 Creating a Service Request (Client Users)

1 Navigate to Service Requests → Create New Request

Figure 15.1: Create Service Request - Fill in issue details, category, and priority

2 Fill in the request form:

Title: Brief summary of the issue
Description: Short summary
Issue Details: Detailed description of the problem
Issue URL: URL of the page where issue occurred (optional)
Category: Billing, Technical, Data, UI Bug, Feature Request, Other
Priority: Low, Medium, High, Urgent
Attachments: Upload screenshots or files (optional)

3 Click "Submit Request"

4 A unique Request ID (e.g., SR-2025-00012) will be generated automatically

15.2 Viewing Your Requests

1 Go to Service Requests → My Requests

Figure 15.2: My Requests List - View all your service requests with status

2 View all your service requests with:

Request ID
Title and Status
Category and Priority
Assigned To (support staff)
Created Date

3 Click on any request to view full details

15.3 Adding Comments to Requests

1 Open the service request details page

Figure 15.3: Service Request Details - View request details and add comments

2 Scroll to the "Comments" section

3 Enter your comment in the text box

4 Click "Add Comment"

Tip: Use comments to provide additional information or respond to support staff queries. This helps maintain transparent communication.

15.4 Closing a Request

1 When your issue is resolved, open the request details

2 If status is "Resolved", you'll see a "Close Request" button

Figure 15.4: Close Request - Close resolved service requests

3 Click to close the request (only for resolved requests)

15.5 Managing Requests (Admin/Support)

Figure 15.5: Service Request Dashboard - Admin view with statistics and request management

Support staff and admins can:

View all service requests from Service Requests → All Requests
Filter by status, category, priority, client, or date range
Search requests by keyword
Assign requests to support staff
Update request status (Open → In Progress → Resolved → Closed)
Add comments (visible to client or internal notes)
Upload resolution files or screenshots
View dashboard with statistics and analytics
Generate reports and export to Excel/PDF

15.6 Service Request Statuses

OPEN: Newly created request, not yet assigned

IN_PROGRESS: Request assigned and being worked on

WAITING_FOR_CLIENT: Support needs more information from client

RESOLVED: Issue fixed, pending client confirmation

CLOSED: Client confirmed resolution

CANCELLED: Invalid or duplicate request

16. Common Tasks

16.1 Daily Tasks

Mark student and staff attendance
Check and respond to service requests
Review pending fee collections
Approve leave and expense requests
Send notifications to parents/students

16.2 Weekly Tasks

Generate attendance reports
Review fee defaulters list
Update timetable if needed
Check service request dashboard
Review enquiry conversions

16.3 Monthly Tasks

Process staff salaries
Generate monthly reports
Review financial statements
Update academic calendar
Conduct system maintenance

16.4 Tips for Efficient Usage

Keyboard Shortcuts:

Use search/filter options to quickly find records
Export reports regularly for backup
Keep contact information updated

Best Practices:

Mark attendance daily before end of day
Respond to service requests within SLA time
Keep student and staff data current
Regularly backup important data
Use bulk operations for efficiency

Need Help?

If you need additional assistance:

Contact your system administrator
Create a service request through the system
Refer to the help documentation
Check the FAQ section

Bright ESMS User Manual

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