Help centre
How every page in SchoolOS works, and why: what it is for, who uses it, its steps, and the rules it follows.
How things run
- TodayThe first thing you see when you sign in: the group's numbers now, what waits for your decision, and what happened last, on one page. Every number is a door to its page.
- A WhatsApp campaign: one message to manyHow a WhatsApp message is sent to the staff, to SchoolOS's own audience or to a list from a file: the connection, the approved template, the recipients, the send, and the report.
- Opening the family portalHow a guardian gets an account on the family portal.
- A pupil's year on one pageHow to read everything that happened to a pupil in their year from their page, without moving between lists.
- The family portalYour children today at a glance: each one's state in words, their last seven days, what is waiting for you, and one button to send an excuse.
- The family portal's noticesWhat the school sent to your account about your children over the last 30 days, newest first and grouped by day.
- My account in the family portalYour password and the system's language for you. The mobile number is changed by the school.
- A child's page in the family portalYour child's state today, attendance over the last 30 days, exit permits, the notices sent to you, the excuse request and the status of your requests.
- The gate screenThe screen pupils scan their cards on as they come in, on the registered tablet.
My account
- My accountYour own details in the system: your photo, your mobile number and email, your password, and the system's language. Open it from your name at the foot of the menu.
- Development requestsAsk MG Tech for what you need in the system: a new page, a change to a page, a report. MG Tech looks into it and answers you here and in the bell.
Website
- Site setupThe group's public site: its look, its pages and their sections, its contact details, how search engines find it, and its own domain. Saving does not publish; “Publish the site” publishes the look and the pages together.
- Website newsThe group's news and announcements on the public site: written as a draft, published now or on a coming day, and pinned to the top if you like.
- EnquiriesWhat arrives from the “Contact us” form on the public site: who wrote, how to reach them, the enquiry's type, the campaign it came from, and whether it was dealt with.
- Enquiry typesThe “Enquiry type” choices on the website's contact form, each with an optional email that is told when an enquiry of that type arrives.
- Visits from adsWhere the website's visitors come from: visits and enquiries for each source and ad campaign, over a period you choose.
WhatsApp centre
- WhatsApp dashboardThe group's WhatsApp at a glance: the connection and the number's quality, the templates, what went out and what arrived, what came in, the campaigns, and the last failures with each one's reason.
- ChatsPeople's messages on the group's WhatsApp and the answers to them: replying in text, with a file, a voice message or a quick reply, assigning, labelling and blocking, internal notes, and linking a number to a person on file.
- CampaignsOne message by an approved template to many: SchoolOS's own audience where it has one, the staff, or a list from a file, now or at a time you choose, with a report of what happened to each.
- Building a WhatsApp campaignOne page you go through step by step: the template with the campaign's name, then the recipients, then the content, then the send; beside it the phone shows the message as it reaches the first three recipients, with their own values.
- Auto-repliesThe group's fixed answers to incoming messages: by a keyword such as “location”, or outside working hours, labelling the chat and assigning it if you like.
- Chat guideA menu the system answers the sender with: a welcome message and options to choose from, each a text answer, a file, a sub-menu or a hand-over to staff.
School
- Working yearThe group's working years, one current for every school, each with its terms.
- Year termsA working year's terms: their dates, the current one, and how many there are.
- School calendarThe exceptions to the weekend, from which each school's school days are counted.
- SchoolsThe group's schools and its head office.
- StagesThe group's stages, and which school teaches which.
- GradesEach stage's grades by level.
- ClassesThe working year's classes at each school.
- SubjectsThe group's subjects: core or not, for one stage or all.
- Staff placementsWhat the school adds to a member of staff: their primary school, supervisor, category and sponsor, and their placements.
- Title permissionsWhether a title teaches, whether it supervises, and the level at which it approves.
Pupils
- Pupil registerThe group's pupils and each one's enrolment in the year: the school, grade, class and status.
- A pupil's pageEverything about a pupil on one page: their details, guardians, attendance, excuses, exit permits, cards, warning letters and the messages about them.
- Import pupilsPupils from an Excel file into the current year: one row per pupil.
- Class placementOne grade's pupils at a school, each with their class, and the seats of the grade's classes.
- Year-end promotionA school's pupils of the year into the next one: promoted, repeating, staying behind or graduating.
- GuardiansThe guardians of the group's pupils, each with their children and their portal.
- A guardian's pageThe guardian's details, their children and how they stand to each, and the family portal.
- Import guardiansGuardians from an Excel file: one row per guardian and pupil.
Pupil affairs
- Daily registerMark a class's attendance for a school day, close the day, and tell guardians about absence and lateness.
- Import attendanceBring pupils' attendance in day by day from a file: the pupil code, the date, the status and the minutes late.
- Pupil affairs dashboardYour pupils' attendance today or over a period you choose: the counts, the rates, the days, the schools or classes, the classes not yet finished, the pupils often absent and what is waiting for a decision.
- Attendance settingsThe attendance settings for all the schools of the group in sections: school-day rules, notices, warning letters, reasons, devices and printing, and the calendar.
- Pupil cardsPupil cards to print, with the name, the class, the school, the logo of the group if it has one, and the code the gate scanner reads: a barcode, a QR or both.
- Attendance reportsAbsence and lateness over a period you choose, by pupil or by class, and the messages sent to guardians with the state of each, with the report available as a file.
- ShiftsSet the school's shifts: when the day starts and late and absent begin and the day closes, and whether guardians are told.
- ExcusesRecord the absence excuses guardians give, approve or reject requests, and take an excuse back when needed.
- Exit permitsRecord a pupil leaving during the school day with leave: when, why and who collected them, and tell their guardians.
- Send noticesSend the absence and lateness notices of a closed day to the pupils' guardians on request, and see what reached them.
- Custom messageSend a text message to the guardians of a whole school, a class or pupils you pick, knowing how many it will reach before you send.
- Attendance message wordingsWrite the text of the absence, lateness and arrival-after-absence notices in your own words, for one school or the group, and submit it to WhatsApp for approval.
- Pupil attendance reportA pupil's absence and lateness over a period you choose, and the excuses and exit permits in it.
- Gate tabletsThe tablets the group's pupils scan their cards on at the gate, and their registration and revocation.
- Morning dutyWho is on duty each morning at the school: on their day they mark the register of every class.
- Warning lettersA first and then a final warning letter to the guardians of a pupil often absent without an excuse, printed once approved.
- GatePupils coming in at the school's gate today: who was on time and who was late, the last scans, and checking in by the pupil's card.
- Gate scan logEvery scan at the school's gate on a day, and what it came to.
People
- StaffThe staff records, their accounts and their roles: add a staff member, give them a role until a date or with no end, and deactivate or restore them.
- Job titlesOne list of the staff's job titles: manager, supervisor, accountant…
- Roles and permissionsThe group's roles, the ready ones and your own, and each role's permissions, page by page.
System
- The group's brandingThe logo and the colour, shown in the staff app, and the colour on the public website too.
- ListsThe lists of values the modules' pages choose from: reasons, kinds and the like.
- Privacy noticeThe text people read about the data the group keeps on them, and the privacy contact a data subject turns to.
- Consent ledgerWhat a person has explicitly agreed to, when, and how the consent was obtained.
- Data subject requestsWhat a data subject asks about their data, its legal deadline, and the answer.
- Export the group's dataA full copy of everything the group keeps in SchoolOS, as one compressed file.
- Billing detailsThe legal details printed on the group's tax invoices from MG Tech.
- Subscription and invoicesThe group's plan, the discounts in force, asking MG Tech for a quotation and accepting it, the invoices and paying.
- Action logWho did what, and when, across the group.
- SettingsEvery setting of the group on one page: each one's name, a line on what it does and its value now; “Edit” opens its page, and “Open” a page that changes no setting.
- Import dataEvery kind of the group's data that can be brought in from an Excel file all at once, in the order they depend on each other, with how much is on file now beside each and its “Import” button.
Messaging
- WhatsApp templatesEvery WhatsApp template of the group and its state at Meta: SchoolOS's templates, the group's own (campaigns and the wordings from “Message templates”), and those made in Meta itself.
- Messaging connectionThe two accounts the group's messages are sent from: WhatsApp Business from Meta, and SMS from 4jawaly or Mora.