Sharakshara Admin – Process Flow (Getting Started)

The Sharakshara Admin is the supreme user of the system and has access to all modules and features of the Sharakshara App. The Admin can create multiple users and assign them specific roles and privileges to work with different modules of the application.

First-Time Setup: Step-by-Step Process Flow

1. Login as Administrator

• Login using the Administrator account

• Use the default credentials provided during setup (Admin username & password)
  

2. Configure General Settings

Configure basic information about your institution, such as:

• Institution name

• Address and contact details

• Academic year settings

• Time zone and localization preferences

This forms the foundation for all other modules.

3. Create Courses / Classes, Batches, and Subjects

• Create all Courses / Classes offered by the institution

• Each course/class must be created with a unique code

• A course/class can have multiple batches

• Each batch holds the course/class title

• It is mandatory to specify the academic year duration

• From the second batch onwards, users can import subjects and fee structures from previous batches to save time
  

4. Configure SMS Settings

• Configure the SMS package from the Admin Panel

• Complete the required settings under:
  Settings → SMS Module → SMS Settings

• Ensure SMS credits and sender details are properly configured
  

5. Configure Human Resource (HR) Module

Set up the HR structure of your institution:

• Define Employee Categories (Teaching, Non-teaching, Admin, etc.)

• Define Employee Positions under each category

• Create Departments (Academic, Accounts, Administration, etc.)

• Set the number of working days for loss-of-pay calculation

• Create Leave Types and configure additional leave rules
  

6. Employee Data Entry

• Add employee details using the Human Resource Module

• For large institutions, use Custom Import to upload employee data in bulk

• Assign roles and privileges to each employee

• Assign subjects to teachers during or after employee creation
  

7. Student Admission

• Perform student data entry using:
  Quick Links → Student → Student Admission

• For efficient implementation, it is recommended to use Custom Import

• Ensure accurate student details for smooth academic and communication workflows
  After student admission, you may proceed with Timetable creation (Steps 8 & 9) or directly continue with Fee and Examination setup.

8. Create Timetable

• Create a timetable for a selected duration

• Define class timings

• Select working weekdays

• Set the period duration

• Assign subjects and subject teachers
  

9. Mark Student Attendance

• Use the Attendance Module to mark student attendance

• Choose the appropriate attendance pattern (Daily / Period-wise)

• Attendance data integrates with reports and analytics
  

10. Configure Fee Structure

• Create Fee Master Categories for a set of batches

• Add Fee Particulars under each category

• Configure Discounts and Fines

• Assign fee structures to the respective batches
  

11. Configure Grading & Examination Pattern

• Select the appropriate grading pattern for the institution

• Configure examination rules based on academic requirements
  

12. Create and Manage Examinations

• Create examinations

• Schedule exam dates

• Assign subjects to exams

• Evaluate student performance

• Enter marks and grades into the system
  

Completion of Core Setup
Once the above steps are completed, the Sharakshara App will be fully operational, enabling:

• Academic management

• HR and payroll workflows

• Attendance tracking

• Fee management

• Examination and performance analysis
  

✅ Best Practice
It is recommended that:

• A dedicated admin team manages initial setup

• Teachers and staff are trained module-wise

• Data accuracy is verified before going live