How OpenSchool365 Works
Beginner-friendly guides with exact menu paths (sidebar → submenu → screen), what to click, what to type, and what each field means.
Each guide shows the exact left-sidebar menu path, what to click, and what every field means — written for first-time users.
Request demo or staff login
1
Enrol
Enquiry and admission
2
Collect
Fees and demand bills
3
Run campus
Attendance, library, transport
4
Report
Results, certificates, analytics
Before you start
- Staff login username and password from your school admin
- List of classes and sections your school runs (e.g. Nursery, LKG, UKG, I–XII, Sections A/B/C)
What do these fields mean?
- Session / Academic Year
- The active school year (e.g. 2025–26). Almost every screen works on the currently selected session.
- Master
- Setup screens where you create lists used later — classes, categories, fee heads, routes, etc. Always create masters before doing Entry.
- Entry
- Daily work screens — admission, fee receipt, marks entry. Use Entry after masters are ready.
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1
Log in as staff / admin
Open the website home page and sign in with your staff username and password. You will land on the Admin Dashboard.
Do this:
- Go to the home page and click Staff login
- Enter username and password
- Click Login — you should see the Admin Dashboard with the left sidebar menu
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2
Set default session (academic year)
Choose which academic year is active. All admissions, fees, and reports use this session.
Do this:
- In the left sidebar, open Settings (gear icon area)
- Click Default Settings
- Select the current academic session/year
- Save — confirm the session shown on dashboard matches your working year
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3
Create Class master
Add every class your school runs. You need this before admission — the Class dropdown on admission form comes from here.
Do this:
- Sidebar: Admission → Master → Class
- Add each class name (Nursery, LKG, Class I, Class II, …)
- Save each class
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4
Create Section master
Add sections (A, B, C…) for each class if your school uses multiple sections.
Do this:
- Sidebar: Admission → Master → Section
- Add section names and link to the correct class if required
- Save
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5
Create Category, Religion, Group, Family masters
These dropdowns appear on the admission form. Create them before admitting students.
Do this:
- Admission → Master → Category — add fee/category groups (General, Staff Ward, RTE, etc.)
- Admission → Master → Relegion — add religion options
- Admission → Master → Group — add house/group names if your school uses them
- Admission → Master → Family — add family records when siblings share one family fee account
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6
Set up Fees Heading and Fees Plan
Define fee types (Tuition, Exam, Transport…) and assign amounts per class before collecting fees.
Do this:
- Account → Master → Fees Heading — create each fee head
- Account → Master → Fees Plan — assign fee amounts to each class
- Optional: Account → Master → Fees Concession Setting for discount rules
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7
Create staff login users
Give office staff their own login so multiple people can work without sharing one password.
Do this:
- Open Settings → Create User (or User management)
- Enter name, username, password, and role/position
- Save — test login with the new user
Before you start
- Getting Started completed — Class, Section, Category, Route, Religion, Group masters created
- Transport Route master created if student uses school bus (Transport → Master → Route Heading)
What do these fields mean?
- Adm. No. (Admission Number)
- Unique ID for the student in your school. Often auto-generated or entered manually — must not duplicate an existing student.
- Class
- The class the student is joining now (e.g. Class V). Comes from Admission → Master → Class.
- Section
- Division within the class (A, B, C). Comes from Admission → Master → Section.
- Roll No.
- Student's roll number within the class-section. Usually starts at 1 for a new section or next available number.
- Route
- School bus route for transport. Select 'No Route' or blank if the student does not use bus. Routes are created under Transport → Master → Route Heading. Route decides transport fee.
- Relegion
- Student's religion for records/reports. Created in Admission → Master → Relegion.
- Category
- Fee/concession category — NOT caste alone. Examples: General, Staff Ward, Single Girl Child, RTE. Used for fee concession rules and reports. Create in Admission → Master → Category.
- Group
- House or activity group (Red House, Blue House, etc.) used in sports and group-wise reports. Create in Admission → Master → Group.
- Family
- Links siblings under one family account so you can print one combined fee receipt for all brothers/sisters. Create in Admission → Master → Family, then select here.
- Adm Class
- Class at which the student was first admitted to your school (may differ from current class if promoted).
- Vehicle Start Month
- Month from which transport fee should start (Apr, May, Jun…). Important when student joins mid-year.
- Status In School
- Active = currently studying. Discontinued = left school but record kept.
- Ledger Balance / Transport Bal
- Opening balance carried from previous session or old software. Enter 0 for new admissions unless transferring old dues.
- BPL Student
- Below Poverty Line flag — used if your school tracks BPL students for concession or government reports.
- TC / CC / DOB Certificate
- Checkboxes to record which documents were submitted: Transfer Certificate, Character Certificate, Date of Birth proof.
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1
Optional — Record enquiry before admission
When a parent first visits, record enquiry details. Later you can track pending/successful enquiries.
Do this:
- Sidebar: Enquiry → Entry → New Enquiry
- Enter parent name, mobile, desired class, and enquiry source
- Save — enquiry appears in Enquiry → Master → Enquiry List
- Reports: Enquiry → Report → Pending / Successful enquiry
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2
Open New Student Admission screen
This is the main admission form. Path in left sidebar: Admission → Entry → New Student Entry. (Top bar shortcut may also show 'New Admission'.)
Do this:
- Log in to Admin Dashboard
- Left sidebar: click Admission to expand
- Click Entry to expand
- Click New Student Entry
- Page title: 'New Student Admission — Fill student details carefully'
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3
Fill Student Information section
First card on the form. Fields marked with red * are required.
Do this:
- Adm. No. * — enter new admission number (or use auto number if your school uses one)
- Student's Name * — full name as per documents
- Class * — select class from dropdown
- Section * — select section
- Roll No. * — enter roll number (default may be 1)
- Route * — select bus route OR choose no-route option if student is day scholar without bus
- Relegion *, Category *, Group * — select from dropdowns (create masters first if list is empty)
- Address, City, State, Caste, House — fill as needed
- Contact No — 10-digit mobile (required validator on form)
- DOB, Aadhaar, Sex (Male/Female radio)
- Upload Student / Father / Mother photos if needed for ID card
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4
Fill Parent Information section
Second card — father and mother details used for communication and records.
Do this:
- Enter Father's Name, Mobile, Education, Occupation, DOB, Aadhaar
- Enter Mother's Name, Mobile, Education, Occupation, DOB, Aadhaar
- Email ID and Anniversary — optional
- Is BPL Student — Yes/No; if Yes, enter BPL Number
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5
Fill Academic Details section
Previous school and admission metadata.
Do this:
- Name of school last attended, Last Exam, Year, Pass/Fail, Marks %
- Date of Admission — today's date or actual admission date
- Adm Class — class when first admitted to your school
- Family — select if sibling group already created
- Vehicle Start Month — month transport billing starts
- Status In School — keep Active for new student
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6
Fill Other Details and save
Health, bank, documents, hostel/vehicle extras. Then save the student.
Do this:
- Blood Group, Height, Weight, vision — optional health fields
- Bank details — if school collects fees via student bank info
- Tick TC, CC, DOB Certificate checkboxes for documents received
- Ledger Balance / Transport Bal — usually 0 for brand-new student
- Hostel Room no / Bed No — only if student is boarder
- Click SAVE button at bottom
- Note admission number — you need it for fee collection and ID card
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7
Verify student in Student List
Confirm the student saved correctly before collecting fees.
Do this:
- Admission → Master → Student List
- Search by name or admission number
- Open student and verify class, section, route, category
- Print ID card from ID card module if your school uses it
Before you start
- Student already admitted (Admission → Master → Student List)
- Fees Heading and Fees Plan configured for student's class
What do these fields mean?
- Fees Heading
- Types of fees — Tuition, Exam, Computer, Transport, etc.
- Fees Plan
- Fixed fee amounts assigned to each class. When you open a student, dues appear based on their class plan.
- Fees Receipt
- Proof of payment — always print or save after collection.
- Demand Bill
- Notice sent to parents showing total outstanding dues for a period.
- Family Receipt
- One receipt covering all siblings in the same family.
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1
Open Fees Receipt screen
Main daily fee collection screen. Also reachable from top navbar shortcut in some layouts.
Do this:
- Sidebar: Account → Entry → Fees Receipt
- Fees Receipt page opens with student search
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2
Search and select student
Find the student before entering payment.
Do this:
- Search by admission number, name, or class
- Click the student row to load fee heads and balances
- Verify class and fee plan amounts shown on screen
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3
Enter payment and print receipt
Enter amount against each fee head or total paid amount depending on your screen layout.
Do this:
- Enter amount paying now against Tuition, Exam, Transport heads
- Select payment mode — Cash, Cheque, UPI, etc.
- Enter receipt date (usually today)
- Click Save / Print
- Give printed receipt to parent — receipt number is recorded in register
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4
Print demand bill (dues notice)
Send parents a statement of pending fees.
Do this:
- Account → Entry → Demand Receipt → Class Wise
- Select class and period
- Generate and print demand bills
- Alternative: Family Wise for sibling groups
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5
View Fees Receipt Register
Audit all collections by date.
Do this:
- Account → Report → Fees Receipt Register
- Filter by date range, class, or user
- Print or export for accounts office
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6
Check outstanding dues
See who has not paid.
Do this:
- Account → Report → Fees Dues → Class-Wise
- Select class and fee head if needed
- Print defaulters list for follow-up
Before you start
- Students admitted in the session
- Subjects defined for each class
What do these fields mean?
- Term
- Exam period — Term 1, Half Yearly, Annual, etc.
- Assessment
- Type of evaluation within a term — Written, Oral, Practical, UT.
- Subject-wise marks entry
- Enter marks class + subject + term together for all students.
- Term Grading
- Grade boundaries (A+, A, B…) based on percentage ranges.
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1
Create Term master
Define exam terms before marks entry.
Do this:
- Examination → Master → Term
- Add term name and session
- Save
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2
Create Subject and Class Setting
Map which subjects each class takes.
Do this:
- Examination → Master → Subject — add subjects
- Examination → Master → Class Setting — link subjects to classes
- Examination → Master → Assessment — define max marks types
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3
Enter marks subject-wise
Daily marks entry screen for teachers/office.
Do this:
- Examination → Examination → Marks Entry (subject-wise page)
- Select Class, Section, Term, Subject
- Enter marks for each student row
- Save — repeat for each subject
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4
Print Admit Card
Generate exam hall tickets.
Do this:
- Examination → Master → Admit Card
- Select class, section, term
- Print admit cards with photo and roll number
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5
Print Marksheet / Report Card
Final result sheets for parents.
Do this:
- Open marksheet print from Examination reports
- Select class, section, term
- Print — grades appear if Term Grading is configured
Before you start
- Route Heading and Route Plan masters created
What do these fields mean?
- Route Heading
- Bus route name and stops — e.g. 'Route 1 – City Centre'.
- Route Plan
- Monthly transport fee amount for each route.
- Route on admission form
- Each student selects a route — this links them to transport fee and route-wise reports.
- Route Shifting
- Move student from one bus route to another mid-session.
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1
Create Route Heading
Define all bus routes before assigning students.
Do this:
- Transport → Master → Route Heading
- Add route name, vehicle, driver details
- Save each route
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2
Create Route Plan (transport fee)
Set monthly fee per route.
Do this:
- Transport → Master → Route Plan
- Link route to fee amount
- Save
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3
Assign route at admission
Select Route dropdown on admission form.
Do this:
- During admission, set Route field to student's bus route
- Set Vehicle Start Month for when billing begins
- Save student
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4
Shift route later if needed
When student changes bus route.
Do this:
- Admission → Entry → Various Shifting → Route Shifting
- Select student, old route, new route
- Save
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5
Route-wise student report
List all students on each route.
Do this:
- Admission → Report → Route Wise
- Select route and print passenger list
Before you start
- Hostel blocks and rooms created in master
What do these fields mean?
- Hostel / Block
- Building or wing name — Boys Hostel, Girls Hostel, Block A.
- Room & Bed
- Inventory of beds available for allocation.
- Bed Allocation
- Assign a specific bed to a boarding student.
- Hostel Room no / Bed No on admission
- Can be entered on admission form Other Details section for quick reference.
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1
Create hostel structure
Define blocks before allocating students.
Do this:
- Hostel → Master → Hostel / Blocks
- Add hostel name and block
- Hostel → Master → Rooms & Beds — add rooms and bed numbers
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2
Allocate bed to student
Assign boarder to vacant bed.
Do this:
- Hostel → Entry → Bed Allocation
- Search student, select room and bed
- Save allocation date
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3
Issue hostel kit at admission
Record items given to new boarder.
Do this:
- Hostel → Entry → Kit Issue at Admission
- Select student and items issued
- Save
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4
Hostel reports
Occupancy and vacancy lists.
Do this:
- Hostel → Reports / Dashboard
- View occupied vs vacant beds
- Print occupancy report for warden
Before you start
- Students admitted with valid admission numbers
What do these fields mean?
- Book Entry
- Add new book copies to library catalog.
- Issue Book
- Lend a book to a student with due date.
- Receive Book
- Mark book returned; fine calculated if overdue.
- Pending Books
- Students who have not returned books by due date.
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1
Add books to catalog
Register books before issuing.
Do this:
- Library → New Book Entry
- Enter title, author, accession number, category, copies
- Save
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2
Issue book to student
Lend book from library counter.
Do this:
- Library → Issue Book
- Search student by admission no or name
- Select book accession number
- Set issue date and due date
- Save
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3
Receive returned book
Process return and fine.
Do this:
- Library → Receive Book
- Scan or select issued book
- Enter return date — fine auto-calculated if late
- Save
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4
Pending books and fine report
Follow up with students who have not returned books.
Do this:
- Library → Pending Books — list overdue issues
- Library → Fine Report — total fines by student
Before you start
- Students in class-section lists
What do these fields mean?
- Take Attendance
- Mark Present/Absent/Leave for one class on one date.
- Class Wise Report
- Attendance percentage for a class over a date range.
- Total Attendance Report
- School-wide summary for management.
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1
Mark daily attendance
Most common daily task for class teacher or office.
Do this:
- Attendance → Take Attendance
- Select date, class, and section
- Mark P (Present) or A (Absent) for each student
- Save attendance for that day
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2
Class-wise attendance report
See attendance % by class.
Do this:
- Attendance → Class Wise Attendance Report
- Select class and date range
- Print for class teacher review
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3
Total attendance report
Whole-school summary.
Do this:
- Attendance → Total Attendance Report
- Select date range
- Print for principal/management
Before you start
- All fees and marks for closing session finalized
- New session created in Default Settings
What do these fields mean?
- Class Shifting
- Promote students — e.g. Class IV-A → Class V-A.
- Change Session
- Copy data to new academic year and switch active session.
- Recalculate dues
- Apply new session fee plan and carry forward balances.
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1
Promote students (class shifting)
Move all students to next class before new session.
Do this:
- Admission → Entry → Various Shifting → Class Shifting
- Select From Class/Section and To Class/Section
- Tick students to promote (or select all)
- Save — verify in Student List
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2
Run Change Session
Official year-end process in software.
Do this:
- Settings → Change Session
- Select old session and new session
- Follow wizard: copy masters, shift data, recalculate dues
- Confirm when complete
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3
Set new session as default
All modules must use the new year.
Do this:
- Settings → Default Settings
- Select new session as default
- Save — dashboard should show new session name
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4
Verify fees for new session
Update fee amounts if they change each year.
Do this:
- Account → Master → Fees Plan
- Update amounts for new session if needed
- Check sample student dues on Fees Receipt screen
Before you start
- Student data complete in system
What do these fields mean?
- Total Student report
- Strength count class-wise or whole school.
- Transfer Certificate (TC)
- Official leaving certificate when student exits.
- Character Certificate
- Good conduct certificate for student.
- Certificate Designer
- Customize certificate layout with school logo and fields.
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1
Student strength reports
Most common admission reports.
Do this:
- Admission → Report → Total Student — class-wise count
- Category Wise, Route Wise, Religion Wise — filter as needed
- Print for government or management returns
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2
Fee collection reports
Financial summaries.
Do this:
- Fees Receipt Register — daily collections
- Fees Head Summary — head-wise totals
- Fees Monthly Summary — month-wise collection
- Fees Dues — who has not paid
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3
Generate Transfer Certificate
When student leaves school.
Do this:
- Open Certificate module → Generate Certificate
- Select TC template and student
- Fill leaving date and reason
- Print TC for parent
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4
Character / Experience certificates
Other official letters.
Do this:
- Certificate → Generate Certificate
- Choose Character or Experience template
- Select student or staff
- Print signed copy
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5
Customize certificate template
Match school letterhead.
Do this:
- Certificate → Certificate Designer
- Edit layout, logo, signature blocks
- Save template for future use
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