Step-by-step guides for School Admins, Teachers, and Parents. Click your role below to get started.
School Admin Guide
User Manual
School Admin Guide
Getting Started
Log in to the School Admin portal
1
Go to your school's login page
Open a browser and navigate to your ILHAM 360 URL (e.g., yourschool.ilham360.com).
2
Enter your credentials
Type the Email and Password given to you by your Super Admin. Tick Remember me to stay logged in.
3
Click Sign In
You will be redirected to the School Admin Dashboard automatically.
You can install ILHAM 360 as an app on your phone. Tap Install App on the login page or use your browser's "Add to Home Screen" option for a faster experience.
Forgot your password? Ask your Super Admin to reset it from Portal Access Management.
Dashboard
Your school at a glance
The dashboard gives you an instant overview of the entire school — students, teachers, finance, and attendance — on one screen.
ilham360.com/school-admin
Good morning, Admin
Monday, 24 March 2025
Students
348
Teachers
24
This Month
Rs. 1.2M
Overdue
12
Revenue — Last 6 Months
OctNovDecJanFebMar
KPI Cards
Shows total Students, Teachers, This Month's collection, and Overdue invoices.
Revenue Chart
Monthly fee collection bar chart. Switch between 3M, 6M, and 1Y views.
Attendance Trend
Monthly attendance bar chart for the school as a whole.
Setup Checklist
Guides new schools through the 7 steps needed to go live.
Click 3M, 6M, or 1Y buttons above the Revenue chart to change the time period shown.
Students
Enroll, manage, and track every student
Student List
Navigate to Sidebar → People → Students to see all enrolled students.
Search box — type part of a name or admission number; results update instantly.
Class filter — show only students in a specific class.
Status filter — filter by Active, Left, Suspended, or Alumni.
Click any column header to sort. Each row has three action icons: 👁 View profile, ✏ Edit, 🗑 Delete.
Add a Student
Go to Sidebar → People → Add New Student and fill the form:
Field
Required
Notes
First Name
Yes
Student's given name
Date of Birth
Yes
Used to calculate age on reports
Gender
Yes
Male or Female
Religion
Yes
Islam, Christianity, Hinduism, Sikhism, Other
Class
Yes
Select from all active classes
Section
—
Dropdown populates after class is chosen
Parent / Guardian
Yes
Search existing parent, or create a new one
Emergency Contact
Yes
Auto-fills from parent info; can be edited
Fee Discount
—
Enter a number — choose Percentage or Fixed Amount
When you type in the Parent search field, a live dropdown shows matching parents. Selecting one auto-fills the emergency contact details for you.
Bulk Import Students
Go to Sidebar → People → Import Students to enroll many students at once using an Excel file.
1
Download the template
Click Download Template to get a sample Excel file with the correct column headers.
2
Fill the template
Add your students — required columns are: First Name, Gender, Date of Birth, Class. Add Father Name and Phone where available.
3
Upload the file
Drag and drop the file onto the upload area, or click to browse and select it.
4
Map columns
The system detects your headers and suggests mappings. Review each pairing and adjust if needed. The preview shows valid, warning, and error row counts.
5
Import
Click Import. A results screen shows how many students were created, skipped (with reason), and any errors.
Make sure class names in your Excel file match exactly what you have created in the system. Rows with unrecognised class names are skipped.
Student Profile
Click 👁 View on any student row to open their full profile. The profile has 6 tabs:
Overview
Personal info, parent details, medical info, and additional notes.
Academic
Promotion history showing when and where the student was moved.
Fees
All invoices with amounts, due dates, and payment status.
Attendance
Summary counts and a day-by-day attendance history.
Documents
Uploaded files with download buttons.
Parent Access
Create or manage the parent's portal login.
Teachers
Add, manage, and control teacher portal access
Navigate to Sidebar → People → Teachers.
To add a new teacher:
1
Click Add Teacher (top-right)
This opens the create teacher form.
2
Fill personal & employment details
Required fields: First Name, Last Name, Employee ID, Phone, Email, Joining Date.
3
Set the initial portal password
The default is teacher123. The teacher can change this after their first login.
4
Click Create Teacher
A portal account is automatically created. The teacher can now log in with their email and password.
The Teacher Profile has 5 tabs: Overview, Subjects & Classes, Attendance, Salary, and Portal Access.
From the Portal Access tab you can change a teacher's password, or Deactivate their account to block login without deleting them.
Parents & Families
View family profiles and create parent portal logins
Navigate to Sidebar → People → Parents & Families. Parents are created automatically when you enroll a student.
Each family card shows linked children, contact details, and a Family Dues shortcut button.
To create a parent portal login:
1
Open the parent's profile
Click View Profile on any family card.
2
Go to the Portal Access tab
The tab shows whether a login already exists.
3
Click Create Login
Enter the parent's email and a password (minimum 6 characters).
4
Click Create Login to confirm
The parent can now log in at your ILHAM 360 URL.
Academic Setup
Years, classes, sections, subjects, and promotions
Navigate to Sidebar → Academic. This page has 4 tabs: Academic Years, Classes, Sections, Subjects.
Academic Years
Create a year before adding classes. Only one year can be Active at a time — the active year is used as default in all filters.
Field
Required
Notes
Year Name
Yes
e.g., "2025-2026"
Start Date
Yes
Beginning of the school session
End Date
Yes
End of the school session
Set as Active
—
Tick to make this the current year
Classes & Sections
Add classes under the Classes tab, then add sections under Sections tab.
Mark the final year class as Last Class (toggle on the class row). Students promoted from a Last Class are automatically moved to Alumni status.
Promote Students
Navigate to Sidebar → Academic → Promote Students. Run this at the end of every academic year.
1
Select years
Choose the FROM year (current) and the TO year (next). Ensure you have already created all classes in the target year.
2
Map classes
For each class in the FROM year, select which class in the TO year students should move into. Last-Class students automatically show "→ Alumni".
3
Confirm and promote
Click Promote Students, then confirm. The system moves all students and shows a results summary.
Promotion cannot be undone. Double-check your class mappings before confirming.
Timetable
Configure working days, periods, and class schedules
Navigate to Sidebar → Academic → Timetable Setup first to configure the structure.
1
Go to Timetable Setup (Settings)
Select working days (Mon–Sat) and add periods (label, start time, end time). Mark break/recess periods with the Break checkbox.
2
Go to Timetable
Navigate to Sidebar → Academic → Timetable. The full school schedule appears as a table.
3
Edit a class timetable
Click Edit on any class row, or click the class card below the table. Assign a Subject and Teacher to each period slot for each day.
4
Save
Click Save when done with each class.
Click Auto-Generate to let the system distribute subjects automatically. Review and adjust the result manually.
Attendance
Track daily attendance and generate reports
Navigate to Sidebar → Attendance → Overview for the daily dashboard.
348
Total
312
Present
18
Absent
11
Leave
7
Late
The Class Attendance Status card shows a chip per class — green = marked, red = not yet marked. Click any chip to jump to marking for that class.
ilham360.com/school-admin/attendance/mark
Class 5 — Section A
Mon, 24 Mar 2025
28 students
Mark all:
A
Ahmed Ali
F
Fatima Zahra
B
Bilal Hassan
● 18 Present● 5 Absent● 3 Late
How to mark attendance:
1
Select class, section, and date
Use the dropdowns and date picker. The student list loads automatically.
2
Click P / A / L / Lt for each student
P = Present, A = Absent, L = Leave, Lt = Late.
3
Use bulk actions for speed
Click "Mark all: P" to mark everyone present, then click A for the absent students.
4
Click Save Attendance
On mobile, tap the sticky button at the bottom of the screen.
Navigate to Sidebar → Attendance → Reports to generate per-student attendance percentages with low-attendance alerts and an Excel export option.
Examinations
Create exams, enter marks, and publish results
Create an Exam
Navigate to Sidebar → Examinations → Create Exam.
Field
Required
Notes
Exam Name
Yes
e.g., "Mid-Term 2025"
Exam Type
Yes
Midterm, Final, Mock, etc.
Academic Year
Yes
Auto-selects the active year
Start / End Date
Yes
Date range for all exam papers
Applicable Classes
Yes
Tick all classes that will sit this exam
After creating the exam, continue from the Exam Detail page which has 5 tabs:
1 — OverviewSummary and a context-aware "Next Action" button that guides you through the workflow.
2 — Date SheetAssign each subject to a specific date and time. Set total marks for each paper.
3 — Admit CardsGenerate and print admit cards for students once the date sheet is complete.
4 — MarksShows mark entry progress. Navigate here to enter student marks.
5 — ResultsAnnounce results to make them visible to teachers and parents.
Enter Marks
Go to the Exam Detail → Marks tab → click Enter Marks. Or teachers can enter marks from their own portal.
1
Select class and subject
Use the two dropdowns at the top of the marks entry page.
2
Enter marks per student
Type the marks obtained (0 to total marks). Tick Absent if a student did not appear.
3
Save progress
Click Save Marks at any time to save without finalising.
4
Submit
Click Submit to finalise. Once submitted the assignment locks (teachers cannot edit; admins still can).
Result Cards
Navigate to Sidebar → Examinations → Result Cards.
ilham360.com/school-admin/exams/result-cards
2024-25
Mid-Term
Class 5
Search student…
A
Ahmed Ali
87%
A
F
Fatima Zahra
92%
A+
U
Usman Tariq
63%
C
1
Select Academic Year, Exam, Class
Use the cascading dropdowns. Only exams with published results appear.
2
Search by student name or admission number
The table filters live as you type.
3
Click a row to open the report card
The report card is A4 print-ready with all subjects, grades, rank, and principal signature.
4
Click Print to print or save as PDF
Use your browser's print dialog. Select "Save as PDF" for a digital copy.
Finance
Fee setup, invoice generation, payment recording, and reports
First-Time Fee Setup
Do this once when setting up the school. Two steps:
1
Create Fee Heads (Sidebar → Finance → Fee Heads)
Fee Heads are categories of fees. Click Create Default Heads to auto-create standard ones (Tuition Fee, Exam Fee, Sports Fee, etc.), or add custom ones with Add Fee Head.
Student Details — Per-student billed vs. paid with Export to Excel button.
Communication
Notices, push notifications, and school calendar
Post a Notice
Go to Sidebar → Communication → Notice Board → Post Notice. Fill in Title, Content, Priority (Normal/Important/Urgent), Audience (All/Teachers only/Parents only), and click Post. Attach a PDF or image if needed.
Send a Push Notification
Go to Sidebar → Communication → Send Message. Choose a template (Fee Reminder, Result Published, Attendance Alert, Custom), personalise the message, select recipients, and click Send.
Use Attendance Alert template with a date picker to automatically load only the parents of students who were absent on that specific day.
School Calendar
Go to Sidebar → Communication → Calendar → Add Event. Add holidays, events, meetings, and exams with start/end dates. All portals (Teacher, Parent) show the same calendar.
Settings
School info, student IDs, fees, bank details, and stamps
Navigate to Sidebar → Settings. There are 5 tabs:
SchoolUpload your school logo, set school name, motto, email, phone, and address.
PrincipalEnter principal name and upload a signature image (appears on invoices and report cards).
Student IDSet the Admission ID label ("Admission No.", "Student ID", "Reg No."), the ID prefix (e.g., "STD"), and enable/disable roll numbers.
FeesClick "Configure Late Fee Settings" to set daily penalty amounts after overdue thresholds.
FinanceEnter bank details (shown on all invoices and receipts) and upload Paid/Partially Paid stamp images.
Upload a PNG stamp image with a transparent background for the best result. The stamp appears rotated at −20° on paid invoices.
Troubleshooting
Common issues and how to fix them
I cannot log in
Check your email spelling. If the password is wrong, ask your school admin to reset it from Portal Access Management.
Invoice generation skips some students
This is normal — an invoice for that student/month already exists. Open the existing invoice instead of generating a new one.
I cannot void an invoice
Invoices with any recorded payment cannot be voided. The Void button only appears for Pending or Overdue invoices with no payments.
Attendance mark page shows no students
The selected class has no active enrolled students. Check that students are enrolled and their status is Active.
The timetable page is empty
Timetable settings have not been configured. Go to Academic → Timetable Setup and add working days and periods first.
Parent cannot see their child's results
Results are only visible after the school admin clicks "Announce Results" on the exam. Contact the school admin to publish.
Roll numbers are not showing
Roll numbers are disabled by default. Go to Settings → Student ID tab → enable Roll Numbers.
The paid stamp is not appearing on invoices
No stamp image has been uploaded. Go to Settings → Finance tab → upload a Paid Stamp image.
