X-KAIZEN School Management

Explore school features and usage with images, steps and video, including director, guardian, student, teacher and council portals.

Try the demo

Usage guide

Dashboard

Welcome. In this guide, we will work inside the school director dashboard and verify each result before moving on. Start with the school-day overview: cards for students, admission

Subscription and Billing

Before daily work begins, open Subscription and Billing. Review the school’s plan, term and dates, enabled modules, and the usage limits shown for this account. Open a module’s det

Academic Years

Now open Academic Years. Review these fields in the form: Academic year name (e.g. 2024–2025), Start date, End date, Current academic year. An asterisk marks a required field. Comp

Grades

Now open Grades. Review these fields in the form: Next grade for rollover, Final graduation grade, Stage name (e.g. Grade 1), Sort order, Notes. An asterisk marks a required field.

Classes

Now open Classes. Review these fields in the form: Class name (e.g. 1/A), School grade, Student capacity. An asterisk marks a required field. Complete required values and review da

Subjects

Now open Subjects. Review these fields in the form: Subject name, Subject code, School grade. An asterisk marks a required field. Complete required values and review dates and rela

School Periods

Now open School Periods. Review these fields in the form: Lesson name, Period number, Start time, End time, Active. An asterisk marks a required field. Complete required values and

Academic History

Now open Academic History. Select the student and year to review academic history. Use previous enrollment and promotion records to understand the student’s path. Do not change the

Deferred Transfers

Now open Deferred Transfers. Review the transfer request, effective date, school, and year. Follow the deferred transfer status. Check whether the file has transferred before creat

Students

Now open Students. Review these fields in the form: Student name, Student ID, Gender, Date of birth, Nationality, Religion. An asterisk marks a required field. Complete required va

Admissions

Now open Admissions. Review these fields in the form: Academic year, Grade, Previous school. An asterisk marks a required field. Complete required values and review dates and relat

Parents and Guardians

Now open Parents and Guardians. Review these fields in the form: Recorded email consent, Recorded WhatsApp consent, Full international WhatsApp number, Parent or guardian name, Pho

Admission Settings

Now open Admission Settings. Review these fields in the form: Academic year, Grade, Admissions open, Available seats, Application fee, Minimum age (years), Maximum age (years). The

Student Import

Now open Student Import. Download the template and keep its column names. Select year, grade, and classroom where needed, then upload a small test file. Review errors, duplicates,

Roles

Now open Roles. Open a role and review permissions against the user’s job. Viewing, editing, and deleting are separate permissions. Check a role with a suitable training account be

Student and Guardian Accounts

Now open Student and Guardian Accounts. Choose the linked student or guardian and create or review the account. Check email, role, and status. The school record and login account a

Attendance Reasons

Now open Attendance Reasons. Review these fields in the form: Reason name, Type, Description. An asterisk marks a required field. Complete required values and review dates and rela

Attendance Log

Now open Attendance Log. Choose date, grade, and classroom, then mark each student present, absent, late, or excused. Add a reason or note where needed. Save and verify the attenda

Timetable Copies and Substitutions

Now open Timetable Copies and Substitutions. Save a copy of the published timetable before changes. Add holidays, substitutions, or cancellations for the correct date and year. Ver

School Timetable

Now open School Timetable. Review these fields in the form: Teacher assignment, Today, Start, End, Room, Publish for students and teachers. An asterisk marks a required field. Comp

Teacher Assignments

Now open Teacher Assignments. Review these fields in the form: Teacher, Subject, Class, Year. An asterisk marks a required field. Complete required values and review dates and rela

Exams

Now open Exams. Review these fields in the form: Exam title, Exam date, Term / semester, Exam round, Academic year, Subject, Maximum score. The remaining fields include: Passing sc

Results and Certificates

Now open Results and Certificates. Select year, term, and student or classroom. Review marks and approval before previewing and printing a report card. Resolve missing results in t

Exam Control and Committees

Now open Exam Control and Committees. Select the period and load its rules. Review committees, passing rules, and closing controls. Preview before approving results. Closing protec

Grade Change Log

Now open Grade Change Log. Filter by student, exam, and period. Compare previous and new marks, the operator, and the reason. This is an audit trail. Correct marks through the auth

Fee Structures

Now open Fee Structures. Review these fields in the form: Academic year, School grade, Total Fees, Number of installments, Due date. An asterisk marks a required field. Complete re

Fee Types

Now open Fee Types. Review these fields in the form: Academic year, Name, Category, Optional grade, Optional classroom, Value, Description. An asterisk marks a required field. Comp

Invoices

Now open Invoices. Review these fields in the form: Student, Academic year, Expense item, Amount, Due date, Notes. An asterisk marks a required field. Complete required values and

Payment Receipts

Now open Payment Receipts. Review these fields in the form: Receipt number, Date, Student, Invoice, Amount, Payment method, Reference number (cheque/transfer). An asterisk marks a

Parent Association

Now open Parent Association. Review these fields in the form: Name, Phone, Membership start date, Membership end date (optional), Email, Password, Confirm password. An asterisk mar

School Community

Now open School Community. Start with the association office, officer, deputy, members, and photos. Link accounts belonging to one family so voting gives one vote per family. Revie

School Needs

Now open School Needs. Create a need with title, description, category, priority, deadline, and estimated cost where needed. Review status and share it with the association through

Tutor Advertisements

Now open Tutor Advertisements. Review the tutor advertisement, subject, contact details, and visibility period before approval. Check content suitability and contact accuracy. Savi

Follow-up Alerts

Now open Follow-up Alerts. Review alert type, student, sender, time, and follow-up status. Open it and respond or refer it within your permissions. An emergency requires prompt hum

Student Complaints

Now open Student Complaints. Student complaints assigned to the association officer are reviewed in that role’s account. The director follows permitted referrals and alerts. If dir

Communication

Now open Communication. Create a conversation, choose the correct recipient, and write a clear subject and message. Review replies and attachments before following up. An internal

Parent Notification Channels

Now open Parent Notification Channels. Enable a channel after configuration and valid guardian consent and contact details. Channel availability and message delivery are different

Message All Guardians

Now open Message All Guardians. Choose the audience and channel, then write a concise message. Check the recipient count and consent before a broadcast. Avoid sending the same mess

External Delivery Log

Now open External Delivery Log. Filter by channel, period, and status, and read delivery failure details. Correct configuration or contact information before an allowed retry. A qu

Online Exams

Now open Online Exams. Review these fields in the form: Exam title, Subject, Description, Grade, Optional classroom, Academic year, Duration (minutes). The remaining fields include

Online Sessions

Now open Online Sessions. Review these fields in the form: Session title, Platform, Description, Subject, Grade, Class, Teacher. The remaining fields include: Academic year, Maximu

Curriculum and Content

Now open Curriculum and Content. Review these fields in the form: Unit title, Subject, Description, Grade, Academic year, Semester, Sort order. The remaining fields include: Publis

Moodle Integration

Now open Moodle Integration. This connects an external learning platform for courses, students, and grades. Enter approved connection settings, test connectivity, then choose the r

Leave Types and Balances

Now open Leave Types and Balances. Review these fields in the form: Name, Annual balance, Paid leave, Active. An asterisk marks a required field. Complete required values and revie

Departments

Now open Departments. Review these fields in the form: Department name, Department code, Department manager, Description, Active. An asterisk marks a required field. Complete requi

Employees

Now open Employees. Review these fields in the form: Full name, Employee code, Department, Job title, Email address, Phone, National ID. The remaining fields include: Type, Date of

Employee Attendance

Now open Employee Attendance. Review these fields in the form: Employee, Date, Status, Attendance time, Departure time, Overtime (minutes), Notes. An asterisk marks a required fiel

Leave Requests

Now open Leave Requests. Review these fields in the form: Employee, Leave type, From, To, Reason. An asterisk marks a required field. Complete required values and review dates and

Payroll

Now open Payroll. Review these fields in the form: Title, Month (YYYY-MM). An asterisk marks a required field. Complete required values and review dates and relationships before sa

Performance Reviews

Now open Performance Reviews. Review these fields in the form: Employee, Period, Performance (100), Discipline (100), Behavior (100), Total (100), Final grade. The remaining fields

Chart of Accounts

Now open Chart of Accounts. Review these fields in the form: Account code, Account name, Parent account, Account type, Account nature, Level, Opening balance. The remaining fields

Journal Entries

Now open Journal Entries. Review entry date, fiscal year, debit, and credit lines. The entry must balance before posting. Correct posted entries through reversal or the authorized

Fiscal Years

Now open Fiscal Years. Review fiscal years and open periods. Locking a month or closing a year affects transaction entry. Complete report review and reconciliation first. Do not us

Accounting Reports

Now open Accounting Reports. Choose report, period, and account or center where available, then generate it. Check scope before printing or exporting. Reports do not change entries

Cost Centers

Now open Cost Centers. Review these fields in the form: Code, Name, Main centre, Active. An asterisk marks a required field. Complete required values and review dates and relations

Accounting Audit Log

Now open Accounting Audit Log. Filter period and operation, then review operator, time, and change. Use the audit trail to trace reversals and edits. It is not a form for rewriting

Accounting Settings

Now open Accounting Settings. Review cash, bank, receivables, advances, and accounts mapped to each workflow. Save after accounting review. Incorrect mapping can direct new entries

Inventory Items

Now open Inventory Items. Review these fields in the form: Category, Item name, Item code, Unit of measure, Current quantity, Reorder threshold, Previous site description. The rema

Stock Movements

Now open Stock Movements. Review these fields in the form: Warehouse, Item, Movement type, Quantity, Unit price, Date, Notes. An asterisk marks a required field. Complete required

Purchase Orders

Now open Purchase Orders. Review these fields in the form: Supplier, Order number, Order date, Expected delivery date, Notes, Item, Quantity. The remaining fields include: Unit pri

Inventory Documents and Counts

Now open Inventory Documents and Counts. For transfers, select source, destination, item, quantity, and reference. For counts, compare expected and counted quantity and explain dif

Suppliers

Now open Suppliers. Review these fields in the form: Supplier name, Phone, Email address, Tax ID, Address, Notes. An asterisk marks a required field. Complete required values and r

Warehouse Locations

Now open Warehouse Locations. Review these fields in the form: Code, Warehouse name, Address, Active. An asterisk marks a required field. Complete required values and review dates

Live transport

Now open Live transport. Select trip and date, then review status, latest update, and route. An old point is not the bus’s current location; check timestamp and accuracy. Simulator

Vehicles

Now open Vehicles. Review these fields in the form: License plate number, Type, Number of seats, Make / brand, Year of manufacture, Active, Driver name. The remaining fields includ

Routes

Now open Routes. Review these fields in the form: Route name, Vehicle, Trip type, Departure time, Expected arrival time, Active, Stop name. The remaining fields include: Address, B

Transport Subscriptions

Now open Transport Subscriptions. Review these fields in the form: Student, Transport route, Stop, Subscription type, Monthly fees, Status, Start date. The remaining fields include

Trip Attendance

Now open Trip Attendance. Review these fields in the form: Student transport subscription, Trip date, Morning journey, Evening return, Notes or correction reason. An asterisk marks

Tracking phone pairing and road path

Now open Tracking phone pairing and road path. Pair the tracking phone with the vehicle and keep the pairing code private. The phone needs location permission and active tracking d

Clinic Visits

Now open Clinic Visits. Review these fields in the form: Student, Visit date, Visit time, Complaint, Temperature, Blood pressure, Weight. The remaining fields include: Height, Diag

Medical Records

Now open Medical Records. Review these fields in the form: Student, Blood type, Allergies, Chronic conditions, Current medications, Emergency contact name, Emergency phone. The rem

Clinic Pharmacy

Now open Clinic Pharmacy. Review these fields in the form: Medication name, Linked inventory item, Type, Current quantity, Reorder threshold, Expiration date, Active. The remaining

Vaccinations

Now open Vaccinations. Review these fields in the form: Student, Vaccination name, Dose number, Vaccination date, Next dose date, Performed by, Notes. An asterisk marks a required

Book Catalogue

Now open Book Catalogue. Review these fields in the form: Book title, Author, ISBN, Category, Publisher, Publication year, Total copies. The remaining fields include: Available cop

Loans

Now open Loans. Review these fields in the form: Book, Borrower type, Borrower, Borrowing date, Expected return date, Status, Notes. An asterisk marks a required field. Complete re

Fines

Now open Fines. Review these fields in the form: Loan, Amount, Reason, Paid, Notes. An asterisk marks a required field. Complete required values and review dates and relationships

Book Reservations

Now open Book Reservations. Review these fields in the form: Academic year, Book, Borrower type, Borrower, Last day to collect the reservation, Reservation reference or notes. An a

School website — publication overview

Now open School website — publication overview. Start with publication overview and check default language, homepage, and site status. Open preview before changing publication stat

Website pages and ordering

Now open Website pages and ordering. Add page title, slug, language, and status, then set order and menu placement. Avoid duplicate slugs. Each language needs its own content; chan

Content editor and sections

Now open Content editor and sections. In the editor, choose section type and add its title, text, images, button, and destination as appropriate. Arrange sections and inspect the h

Public media library

Now open Public media library. Upload a suitable image with descriptive alternative text and reuse it from the library. Check crop, size, and usage rights. Public media is visible

Website identity and navigation

Now open Website identity and navigation. Review logo, primary color, school identity, menus, and links. The primary color comes from school settings, so preserve brand consistency

Contact details and social links

Now open Contact details and social links. Enter accurate phone, email, address, opening hours, and social links. Test links before publishing. Do not leave training emails or inva

Search, sharing, SEO and sitemap

Now open Search, sharing, SEO and sitemap. Set search title, description, sharing image, canonical URL, and indexing options by page and language. Check sitemap and robots after pu

Publication, maintenance and custom domain

Now open Publication, maintenance and custom domain. Review maintenance, publication, and approved domain. A custom domain needs DNS, a valid certificate, and administrative mappin

Visitor messages, statistics and audit log

Now open Visitor messages, statistics and audit log. Review visitor messages, status, and receipt time, then statistics and change history. Protect contact details when exporting.

Reports and Printing

Now open Reports and Printing. Choose report, year, and filters, then preview before printing or exporting. Check student count and scope. Share family or health data only with aut

Export Schedules

Now open Export Schedules. Set export type, filters, and schedule where needed, then prepare it in the background. Track job status and download the completed file. Starting is not

Year-End Rollover

Now open Year-End Rollover. Preview source and target years, next-grade mappings, graduation, and exceptions before full or partial rollover. Complete backup and result closing und

Document Categories

Now open Document Categories. Review these fields in the form: Category name, Slug, Color, Sort order, Active. An asterisk marks a required field. Complete required values and revi

Mobile use, notifications and sign-out

Now open Mobile use, notifications and sign-out. On mobile, open navigation, choose a section, and scroll tables to reach columns and actions. Read alert details before responding.

Dashboard and children

Let us explore Dashboard and children in the parent / guardian portal. Use your own account and check the student or class before reviewing information. Sign in with your guardian

Children’s bus and trip tracking

Let us explore Children’s bus and trip tracking in the parent / guardian portal. Use your own account and check the student or class before reviewing information. Open your childre

Correspondence and communication

Let us explore Correspondence and communication in the parent / guardian portal. Use your own account and check the student or class before reviewing information. Open communicatio

Homework and submissions

Let us explore Homework and submissions in the parent / guardian portal. Use your own account and check the student or class before reviewing information. Choose a subject and avai

Children’s attendance

Let us explore Children’s attendance in the parent / guardian portal. Use your own account and check the student or class before reviewing information. Open attendance for the rele

Children’s results

Let us explore Children’s results in the parent / guardian portal. Use your own account and check the student or class before reviewing information. Select the child and open grade

Children’s fees and payments

Let us explore Children’s fees and payments in the parent / guardian portal. Use your own account and check the student or class before reviewing information. Open fees and payment

School community, initiatives and polls

Let us explore School community, initiatives and polls in the parent / guardian portal. Use your own account and check the student or class before reviewing information. Open schoo

Tutor advertisements

Let us explore Tutor advertisements in the parent / guardian portal. Use your own account and check the student or class before reviewing information. Open advertisements and revie

Homework and submissions

Open My homework and review the subject, instructions, deadline and maximum score. Type an answer or attach an allowed file up to ten megabytes. Select Submit or replace answer, wa

Learning workspace and assignments

Open your student workspace. Review today’s lessons, changes, cancellations and the published timetable, then curriculum lessons and materials. In Exams, check the name and duratio

Student complaints

Let us explore Student complaints in the student portal. Use your own account and check the student or class before reviewing information. Open My complaints and create a complaint

Tutor advertisements

Let us explore Tutor advertisements in the student portal. Use your own account and check the student or class before reviewing information. Open advertisements and review subjects

Community alerts

Let us explore Community alerts in the student portal. Use your own account and check the student or class before reviewing information. Open alerts and review the student, event t

Learning content

Open My lessons and attachments. Review assigned lessons, publication state and attachment count. Edit the correct lesson, update its title and rich content and choose student publ

Correspondence and communication

Let us explore Correspondence and communication in the teacher portal. Use your own account and check the student or class before reviewing information. Open communication and choo

Homework and submissions

Open Homework and choose the subject and class assignment. Enter a clear title, instructions, future deadline and maximum score. Enable publication if ready and save. Check the sav

Substitute-session attendance

Let us explore Substitute-session attendance in the teacher portal. Use your own account and check the student or class before reviewing information. Open assigned substitute sessi

Learning workspace and assignments

Open the teacher workspace and choose the correct subject, class and academic year assignment. Check the student list. For attendance, select the date and daily or period mode, cho

School community, initiatives and polls

Let us explore School community, initiatives and polls in the teacher portal. Use your own account and check the student or class before reviewing information. Open school communit

My tutor listings

Let us explore My tutor listings in the teacher portal. Use your own account and check the student or class before reviewing information. Open your listings and enter a title, subj

Community alerts

Let us explore Community alerts in the teacher portal. Use your own account and check the student or class before reviewing information. Open alerts and review the student, event t

Council office dashboard

Open the council dashboard and review available needs, alerts and sections. Use School community for office, initiatives, proposals and polls within your capabilities. Deputies and

School community, initiatives and polls

Open school community and review sections available to your account: initiatives, proposals, polls, notices and communication. Check initiative details and approval before interpre

School needs

Review school needs: title, category, details, priority, deadline, estimated amount and attachments. Follow status and responses; an estimated need cost is not a family invoice. Fi

Review student complaints

Open complaints only if you are an authorized recipient. Review the complaint and status, and reply or update it using available actions. Preserve confidentiality and do not share

Community alerts

Open alerts and review the student, event type, time and details. Distinguish absence, emergency and fee events and open related actions when available. This proves in-system avail

Health records, visits and vaccinations

From the home page, open your child’s card and choose the health record. Check the child’s identity before reading blood group, allergies, conditions, medicines and emergency conta

Child alerts and read acknowledgements

Open the child’s card and choose Alerts. Read the title, event type, date and details, distinguishing absence, emergencies and fees. Check the child before following any related ac

Upcoming sessions and past recordings

Choose Sessions from the child’s card. Review the title, subject, teacher, date and time using the school’s time zone. A Live badge indicates the session state when available. Join

Online examination follow-up and results

Open Exams from the child’s card. Check the title, subject, question count, duration, maximum score and availability deadline. This is a parent follow-up screen; the student takes

Published curriculum, lessons and materials

Open Curriculum from the child’s card. Check the subject and unit, then open a published lesson to read its description or content. Review available materials and links; download o

My payslips

Open My payslips when HR is enabled and your teacher account is linked to an employee record. The page lists approved or recorded-as-paid payroll items, not every draft. Review pay