Sharakshara App – Admin Process Flow (Getting Started)

The Sharakshara Admin is the supreme user who has access to all modules and features of the Sharakshara App. The Admin can create multiple users (Employees, Students, Parents) and assign them privileges based on their roles and responsibilities within the institution.

If you are configuring Sharakshara App for the first time, please follow the steps below to complete the core module configuration.
The institution URL will be created while adding the school in the Sharakshara Admin Panel.

Step 1: Login as Administrator

• Login using the Admin username

• Use the default password provided during setup
  

Step 2: Complete Initial Setup (Follow This Order)

1. General Settings

• Update basic institution details

• Upload institution logo

• Configure contact information
  

2. Academic Year

• Create an academic year with a one-year duration
  Example: 2025–2026 (01 April 2025 to 31 March 2026)

• All batches will be linked to this academic year
  

3. Custom Words

Define terminology based on your institution’s naming convention:

• Course → Class / Standard / Grade / Program

• Batch → Section / Semester / Intake
  

4. Manage Courses & Batches

• Create all courses/classes

• Create batches under each course

• It is recommended to create all batches for the academic year at once for easier fee setup
  

5. Manage Student Categories

• Create or edit student categories
  Examples: Staff Child, Sibling Student

• Fee structures can be linked to student categories
  

6. Manage Subjects

• Create and manage subjects using Subject Center

• Subjects will be used for:

  • Timetable

  • Exams

  • Gradebook
    

7. Admission Additional Details

• Add custom fields to the student profile
  Example: Passport Number, Aadhaar Number (if required)
  

8. Manage Student Roll Numbers

• Assign or update roll numbers

• Note:

  • Admission Number is unique and permanent

  • Roll Number can change by class or section
    

9. Student Document Categories

• Create document categories for student profiles
  Examples: Birth Certificate, Transfer Certificate
  

10. Feature Access Settings

• Manage feature access for Parents / Guardians
  

Step 3: Student Admission

Sharakshara is now ready for student admission.
Students can be admitted using:

• Manual admission

• Bulk admission via Custom Import
  

Step 4: Human Resource (HR) Configuration

1. Employee Category

• Create employee categories
  Examples: Teaching Staff, Non-Teaching Staff
  

2. Employee Position

• Create positions under each category
  Examples: Senior Teacher, Junior Teacher
  

3. Employee Department

• Create departments based on institution structure
  Examples: Academic, Administration
  

4. Employee Grade

• Define employee grades
  Examples: Grade A / Grade B, Level 1 / Level 2
  

5. Working Day Settings

• Configure working days

• Used to calculate Loss of Pay (LOP)
  

6. Leave Types

• Create leave types
  Examples: Casual Leave, Sick Leave
  

7. Leave Groups

• Create leave groups if employees have different leave policies
  

8. Bank Details

• Configure employee bank fields
  Examples: Account Number, Bank Name, Branch
  

9. Additional Employee Details

• Add custom fields to the employee admission form
  

10. Payroll Settings

• Configure payroll calculation method
  

Step 5: Employee Admission

• Add employees manually or via Custom Import

• Assign:

  • Roles and privileges

  • Subjects (for teaching staff)
    

System Ready for Usage 🎉

Once the above steps are completed, the Sharakshara App is ready for day-to-day operations. Based on priority, admins can now configure the remaining core modules.

Core Module Configuration

Finance Module

• Admin/Finance user can start setting up fee structure.

  1. Complete Finance General Settings: Home > Finance > Finance Settings > General Settings

  2. Create financial year and set active financial year: Home > Finance > Finance Settings > Manage Financial Years

  3. Setup Multiple Fee Accounts, Multiple Receipt Templates, Multiple Receipt Sets

  4. Create master particulars and master discount in Master fees: Menu > Administration > Finance > Fees > Master Fees

  5. Create the fee structure. Menu > Administration > Finance > Fees > Create Fees

  • Create all Master fees

  • Create particulars inside master fees

  • Create Batch/Student Category/Student wise discount if applicable

  • Create Fine

  6. Schedule the fee collection dates

  7. Start collecting the fees

Human Resource

Human Resource: Employee Subject Association

• Work allotment can be done here. Assign different subjects to different employees which can be used for timetable creation and exam mark entry.

Human Resource: Employee Leave Management

• Create Leave Type: Menu > Administration > Human Resource > HR Settings>Leave Types

• Create Leave Group: Menu > Administration > Human Resource > HR Settings> Leave Group

• Add Employees in Leave Group: Menu > Administration > Human Resource > HR Settings> Leave Group > Select leave group and add employees

• Reset Leave based on the date in which you wanted to start marking attendance for employees

Human Resource: Payroll and Payslip Management

• Create Payroll Category: Home > HR > Payroll and Payslip Management > Payroll Categories

• Create Payroll Group: Home > HR > Payroll and Payslip Management > Payroll Groups

• Edit group and add LOP conditions: Home > HR > Payroll and Payslip Management > Payroll Groups > View Payroll Group > LOP Settings

• Add Employees in to group and Enter Their Salary
  

Grade book

• Complete the settings: Add all attributes, activities, Grading scale and remarks as per your report cards

• Create the planner. Multiple planners need to be created if exam pattern is different.

• Link the planner with classes: Home >Grade book >Exam Planner > Select Planner > Add Grades

• Update Report card settings: Home >Grade book >Exam Planner > Select Planner > More > Student Report card Settings

• Schedule exam: Home > Gradebook > Manage Gradebook > Select Manage exam for course > Slect Manage exam for respective exam > Schedule exam for subject exams. There will be an option to active exam for non subject exams.

• Enter Marks from different subject teacher profile

• Generate exam wise/term wise/ planner wise report cards.
  

Others

Create Certificates and ID cards:

• Create the templates for certificates or ID cards: Menu > Academics > ID card or Certificates > Create Template

• Generate the ID card or Certificates by selecting the user
  

Create a timetable for a duration

• Set the class timings

• Choose the weekdays

• Select the duration

• Assign subject and subject teacher
  

Student Attendance Marking:
Sharakshara support two kind of attendance marking. You can select the required option in general settings.

1. Daily wise attendance marking: Can mark attendance for Full day / Half day /Late coming.

2. Subject wise attendance marking: Subject teacher can mark attendance

Mark student attendance using attendance module.

Now check all the module list and configure other modules accordingly. You can search related videos/articles for respective modules