School Admin Guide

There is nothing to install. ScholaGH opens in the web browser on your computer, tablet, or phone.

You will do most of your set-up on a computer, where the wider screens are easiest to work with.

• Your school’s ScholaGH web address and your administrator login from ScholaGH.
• A little information to start: your term dates, class list, staff names, and fee amounts.

1. Go to your school’s ScholaGH address and log in with your username and password.
2. On your first sign-in, set a new password that only you know.
3. Set up two-factor security: scan the QR code with an authenticator app and enter the 6-digit code.

This is your first big task, and ScholaGH walks you through it with a setup wizard.

1. Set your academic year and terms. You can load the GES calendar to fill in the national term dates, then adjust them to match your school.
2. Add your classes (for example Basic 1 to JHS 3) and the subjects taught in each.
3. Choose a grading scheme: how class tests and exams combine into a total, and the grade for each mark range.

Give every member of staff their own account and the right level of access.

1. Open Staff and register each person with their name and details.
2. Give each one a role: teacher, accountant, or head teacher. The role decides what they can see and do.
3. For teachers, assign the classes and subjects they teach, and set a class teacher for each class.

You can admit pupils one at a time or bring a whole school across at once.

• Admit a pupil with their details and guardian, and ScholaGH assigns an admission number.
• Import a full list from a CSV or Excel file to register many pupils quickly.
• At the end of the year, promote a class to the next one, or graduate the leavers.
• Approve parent link requests so guardians can follow their child from the parent portal.

You set the rules for billing; your bursar handles the daily collection.

1. Set the fee structure for each class and term, which is the list of fees and amounts.
2. In Payment Settings, add the school’s Mobile Money and bank details so they appear on invoices and receipts.
3. Your bursar generates invoices and records payments day to day. See the Bursar and Accountant Guide for that side.

Teachers enter the scores and remarks; you decide when a term’s report cards are ready.

1. When scoring is done, generate the report cards for a class and term.
2. Review them, add the head teacher’s remark, then publish.

A few actions are held for a supervisor on purpose, so the record stays trustworthy. As an administrator, you are the one who:

• Approves or rejects fee correction requests from your bursar.
• Reopens a finalised attendance register when a teacher needs to fix it.
• Applies fee waivers for staff children or scholarships.

Reach guardians with a text message straight from ScholaGH.

1. Open Communications and write your message, or start from a template.
2. Choose who receives it: a whole class, a group, or the whole school.
3. Send a test to yourself first, then send the broadcast.

Your dashboard is the daily picture: pupils, staff, fees collected, and attendance at a glance.

• Open Analytics for charts of fee collection, attendance, and academic performance over time.
• Use Reports & Exports to download student, fee, payment, attendance, and staff data as files.
• Every change is written to an audit trail that cannot be edited.

Keep your school’s own details up to date under Settings.

• Edit your school information: name, motto, contact, and region.
• Upload your school logo, which then appears on receipts and report cards.
• See your subscription and trial status.

You are the first point of contact for your own staff, for accounts, roles, and settings.

When you need ScholaGH itself, support is a message away on WhatsApp, and the team replies quickly.