Documentation

Comprehensive guide for Clasyo School Management System - Built for Kenyan Educational Institutions

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Getting Started

System Requirements

Modern web browser (Chrome, Firefox, Safari, Edge)
Stable internet connection
Minimum screen resolution: 1024x768
JavaScript enabled
Cookies enabled for session management

Account Setup

Register Your School

Visit the registration page and provide your school details including name, contact information, and administrator credentials.

Configure School Profile

Complete your school profile with address, academic calendar, and grading system preferences.

Set Up Academic Structure

Create academic years, terms, classes, and subjects according to your school's curriculum.

Add Users

Create accounts for teachers, students, and parents with appropriate roles and permissions.

Note: Your school gets a 7-day free trial with full access to all features. No credit card required.

System Modules

Multi-tenant Architecture

Each school gets its own isolated environment with separate database schema, ensuring complete data isolation and security while optimizing resource utilization.

Key Features:

Comprehensive management tools
Real-time data synchronization
Advanced reporting capabilities
Mobile-responsive interface
Secure data storage

Role-based Access Control

Comprehensive permission system with granular access control for different user roles including administrators, teachers, students, and parents.

Key Features:

Comprehensive management tools
Real-time data synchronization
Advanced reporting capabilities
Mobile-responsive interface
Secure data storage

Academic Management

Complete academic structure management with Classes, Sections, Subjects, and Timetables

Key Features:

Academic year and term management
Class and section creation
Subject allocation
Timetable generation
CBC competency tracking

Student Information System

Comprehensive student profiles with admission, attendance, and performance tracking

Key Features:

Student registration and enrollment
Attendance tracking
Academic performance records
Disciplinary records
Medical information

Examination System

Comprehensive exam management with online exams, grading, and report cards

Key Features:

Exam creation and scheduling
Grade entry and calculation
Report card generation
Transcript management
Performance analytics

Fee Management

Complete fee structure management with payment tracking and multiple payment methods

Key Features:

Fee structure setup
Invoice generation
Payment tracking
M-Pesa integration
Financial reporting

Library Management

Complete library system with book catalog, issue tracking, and fine management

Key Features:

Book catalog management
Issue and return tracking
Fine calculation
Inventory management
Digital library support

Communication Tools

Messaging system, notices, announcements, and real-time chat

Key Features:

Messaging system
Notice board
Parent-teacher communication
SMS notifications
Email integration

Human Resource & Payroll

Staff management, attendance, and payroll processing

Key Features:

Comprehensive management tools
Real-time data synchronization
Advanced reporting capabilities
Mobile-responsive interface
Secure data storage

Reports & Analytics

Comprehensive reporting system with PDF generation and data analytics

Key Features:

Comprehensive management tools
Real-time data synchronization
Advanced reporting capabilities
Mobile-responsive interface
Secure data storage

Finance & Accounting

Full double-entry accounting: Chart of Accounts, Journal Entries, General Ledger, Trial Balance and financial summaries with real-time postings.

Key Features:

Comprehensive management tools
Real-time data synchronization
Advanced reporting capabilities
Mobile-responsive interface
Secure data storage

Inventory Management

Items, suppliers, purchases/receipts, issues and stock reports to manage school inventory.

Key Features:

Comprehensive management tools
Real-time data synchronization
Advanced reporting capabilities
Mobile-responsive interface
Secure data storage

AI Assistant

Context-aware assistant to answer questions and generate insights across modules.

Key Features:

Comprehensive management tools
Real-time data synchronization
Advanced reporting capabilities
Mobile-responsive interface
Secure data storage

User Guides

Super Administrator

Complete system administration guide for managing multiple schools and platform configuration

Platform Overview

Access the super admin dashboard at admin.clasyo.com
Monitor all school tenants from central dashboard
View system performance metrics and analytics
Manage platform-wide settings and configurations

School Management

Create new school tenants with custom domains
Configure school-specific settings and branding
Manage subscription plans and billing
Monitor school usage and performance
Handle school support requests

System Configuration

Configure global system settings
Manage payment gateways and integrations
Set up email and SMS gateways
Configure backup and disaster recovery
Monitor system health and performance

User Management

Create and manage super admin accounts
Configure role-based permissions
Monitor user activity across schools
Handle security incidents and breaches
Manage API access and integrations

Billing Management

Configure subscription plans and pricing
Manage invoicing and payments
Monitor revenue and financial metrics
Handle billing disputes and refunds
Generate financial reports

Common Tasks

Adding a new school to the platform
Configuring payment gateways
Managing system backups
Monitoring platform performance
Handling security incidents

Troubleshooting

School login issues
Payment gateway problems
System performance optimization
Database maintenance
Security breach response

School Administrator

Complete school management guide for administrators to configure and manage their institution

School Profile Setup

Navigate to Settings → School Profile
Enter basic school information (name, address, contact)
Upload school logo and branding materials
Configure academic calendar and terms
Set up grading system and assessment criteria
Configure fee structures and payment methods

Academic Configuration

Create academic years and terms
Set up classes, sections, and divisions
Configure subjects and curriculum
Assign teachers to classes and subjects
Generate timetables automatically
Configure examination schedules

User Management

Create user accounts for staff and students
Assign appropriate roles and permissions
Configure parent accounts and access
Manage user permissions and access control
Monitor user activity and login logs
Handle password resets and account issues

Student Management

Register new students and assign admission numbers
Manage student records and personal information
Assign students to classes and sections
Track student attendance and performance
Manage student promotions and transfers
Generate student reports and certificates

Financial Management

Configure fee structures and payment plans
Generate invoices and fee statements
Monitor fee payments and outstanding balances
Manage scholarships and discounts
Generate financial reports
Reconcile bank transactions

Common Tasks

Adding new students
Creating user accounts
Generating reports
Managing fee payments
Configuring academic settings

Best Practices

Regular data backup
User training and support
Performance monitoring
Security compliance
Parent communication

Teacher

Comprehensive guide for teachers to manage classes, track student progress, and communicate with parents

Class Management

Access assigned classes from dashboard
View class timetables and schedules
Manage student attendance daily
Record student behavior and conduct
Update class information and announcements
Monitor class performance metrics

Gradebook Management

Access gradebook for assigned subjects
Create assignments and assessments
Enter student grades and scores
Calculate final grades and GPAs
Generate progress reports
Export grade data for analysis

Lesson Planning

Create lesson plans and schedules
Upload teaching materials and resources
Share lesson plans with students
Track lesson completion and coverage
Collaborate with other teachers
Access curriculum guidelines and standards

Assessment Management

Create tests and examinations
Configure grading rubrics and criteria
Schedule assessment periods
Monitor student submissions
Provide feedback and comments
Analyze assessment results

Communication Tools

Send messages to students and parents
Post class announcements and notices
Schedule parent-teacher meetings
Share student progress updates
Respond to parent inquiries
Maintain communication logs

Common Tasks

Taking daily attendance
Entering grades
Communicating with parents
Creating lesson plans
Managing assignments

Tips & Best Practices

Use mobile app for quick attendance
Set up automated grade notifications
Create reusable lesson templates
Schedule regular parent updates
Use data to identify struggling students

Student

Student guide for accessing academic information, submitting assignments, and staying connected with school activities

Dashboard Navigation

Login to student portal using credentials
View personalized dashboard with upcoming events
Check announcements and notices
Access quick links to common tasks
View unread messages and notifications
Monitor academic progress at a glance

Academic Information

View class timetable and schedule
Check current grades and GPA
Access assignment deadlines and submissions
Download study materials and resources
View attendance records
Check exam schedules and results

Assignment Management

View assigned tasks and deadlines
Download assignment requirements
Submit completed assignments online
Track submission status and feedback
View graded assignments and comments
Manage assignment drafts and files

Communication

Send messages to teachers and administrators
Participate in class discussions
Join study groups and forums
Respond to teacher inquiries
Access school announcements
Manage notification preferences

Personal Information

Update personal profile information
Manage account security settings
View fee statements and payment history
Download academic transcripts
Access library resources
Manage extracurricular activities

Common Tasks

Checking grades
Submitting assignments
Viewing timetable
Communicating with teachers
Managing profile

Mobile App Features

Push notifications for assignments
Quick attendance check-in
Mobile assignment submission
Instant messaging
Offline access to materials

Parent

Parent guide for monitoring child's academic progress, managing fees, and staying connected with school

Child Progress Monitoring

Login to parent portal using credentials
View children's academic performance
Check grades and subject-wise progress
Monitor attendance patterns
View teacher comments and feedback
Access progress reports and transcripts

Fee Management

View fee statements and breakdowns
Check payment history and receipts
Pay fees online using various methods
Set up automatic payment reminders
Apply for scholarships or discounts
Download fee receipts for tax purposes

Communication with Teachers

Send messages to teachers and staff
Request parent-teacher meetings
Respond to teacher communications
View school announcements and notices
Participate in parent forums
Provide feedback and suggestions

School Activities

View school calendar and events
Check exam schedules and results
Monitor homework and assignments
Access school policies and guidelines
Participate in school committees
Volunteer for school activities

Account Management

Manage multiple child accounts
Update contact information
Configure notification preferences
Set up payment methods
Access mobile app features
Manage security settings

Common Tasks

Paying school fees
Checking child's grades
Communicating with teachers
Viewing attendance
Accessing reports

Benefits

Real-time progress updates
Convenient fee payments
Direct teacher communication
Comprehensive reporting
Mobile access

API Documentation

Authentication

All API endpoints require authentication using JWT tokens. Include the token in the Authorization header:

Authorization: Bearer <your_jwt_token>

Base URL

https://api.clasyo.com/v1

Available Endpoints

GET

/api/v1/students/

List all students with pagination and filtering (requires authentication)

Parameters (GET):

Parameter	Type	Description
page	integer	Page number (default: 1)
limit	integer	Results per page (default: 20)
class_id	integer	Filter by class ID
search	string	Search by name or admission number

Response Example:

{
  "count": 150,
  "next": "https://api.clasyo.com/v1/students/?page=2",
  "previous": null,
  "results": [
    {
      "id": 1,
      "admission_number": "2024-001",
      "first_name": "John",
      "last_name": "Doe",
      "email": "john.doe@school.com",
      "class": {
        "id": 1,
        "name": "Grade 7A",
        "stream": "A"
      },
      "date_of_birth": "2012-05-15",
      "gender": "Male",
      "is_active": true
    }
  ]
}
                                

POST

/api/v1/students/

Create a new student record

Parameters (GET):

Parameter	Type	Description
page	integer	Page number (default: 1)
limit	integer	Results per page (default: 20)
class_id	integer	Filter by class ID
search	string	Search by name or admission number

Response Example:

{
  "count": 150,
  "next": "https://api.clasyo.com/v1/students/?page=2",
  "previous": null,
  "results": [
    {
      "id": 1,
      "admission_number": "2024-001",
      "first_name": "John",
      "last_name": "Doe",
      "email": "john.doe@school.com",
      "class": {
        "id": 1,
        "name": "Grade 7A",
        "stream": "A"
      },
      "date_of_birth": "2012-05-15",
      "gender": "Male",
      "is_active": true
    }
  ]
}
                                

GET

/api/v1/students/{id}/

Retrieve specific student details

PUT

/api/v1/students/{id}/

Update student information

POST

/api/v1/attendance/

Submit attendance data for students

Request Body (POST):

{
  "student_id": 123,
  "date": "2024-01-15",
  "status": "present",
  "remarks": "On time",
  "marked_by": 456
}
                                

Field	Type	Required	Description
student_id	integer	Yes	Student ID
date	date	Yes	Attendance date (YYYY-MM-DD)
status	string	Yes	present/absent/late
remarks	string	No	Additional notes
marked_by	integer	Yes	Teacher ID marking attendance

Response Example:

{
  "success": true,
  "message": "Attendance recorded successfully",
  "data": {
    "id": 789,
    "student": {
      "id": 123,
      "name": "John Doe",
      "admission_number": "2024-001"
    },
    "date": "2024-01-15",
    "status": "present",
    "marked_at": "2024-01-15T08:30:00Z",
    "marked_by": {
      "id": 456,
      "name": "Ms. Smith"
    }
  }
}
                                

GET

/api/v1/attendance/

Retrieve attendance records

Request Body (POST):

{
  "student_id": 123,
  "date": "2024-01-15",
  "status": "present",
  "remarks": "On time",
  "marked_by": 456
}
                                

Field	Type	Required	Description
student_id	integer	Yes	Student ID
date	date	Yes	Attendance date (YYYY-MM-DD)
status	string	Yes	present/absent/late
remarks	string	No	Additional notes
marked_by	integer	Yes	Teacher ID marking attendance

Response Example:

{
  "success": true,
  "message": "Attendance recorded successfully",
  "data": {
    "id": 789,
    "student": {
      "id": 123,
      "name": "John Doe",
      "admission_number": "2024-001"
    },
    "date": "2024-01-15",
    "status": "present",
    "marked_at": "2024-01-15T08:30:00Z",
    "marked_by": {
      "id": 456,
      "name": "Ms. Smith"
    }
  }
}
                                

GET

/api/v1/examinations/

Retrieve examination information and schedules

POST

/api/v1/examinations/

Create new examination

POST

/api/v1/grades/

Submit student grades and scores

Request Body (POST):

{
  "student_id": 123,
  "exam_id": 45,
  "subject_id": 78,
  "marks": 85,
  "grade": "A",
  "remarks": "Excellent performance",
  "graded_by": 456
}
                                

Field	Type	Required	Description
student_id	integer	Yes	Student ID
exam_id	integer	Yes	Examination ID
subject_id	integer	Yes	Subject ID
marks	float	Yes	Obtained marks
grade	string	No	Grade letter (auto-calculated if not provided)
remarks	string	No	Teacher's remarks
graded_by	integer	Yes	Teacher ID

Response Example:

{
  "success": true,
  "message": "Grade posted successfully",
  "data": {
    "id": 567,
    "student": {
      "id": 123,
      "name": "John Doe"
    },
    "exam": {
      "id": 45,
      "name": "Mid-Term Exams",
      "term": "Term 1"
    },
    "subject": {
      "id": 78,
      "name": "Mathematics",
      "code": "MATH001"
    },
    "marks": 85,
    "grade": "A",
    "remarks": "Excellent performance",
    "graded_at": "2024-01-15T14:30:00Z",
    "graded_by": {
      "id": 456,
      "name": "Ms. Smith"
    }
  }
}
                                

GET

/api/v1/grades/

Retrieve grade information

Request Body (POST):

{
  "student_id": 123,
  "exam_id": 45,
  "subject_id": 78,
  "marks": 85,
  "grade": "A",
  "remarks": "Excellent performance",
  "graded_by": 456
}
                                

Field	Type	Required	Description
student_id	integer	Yes	Student ID
exam_id	integer	Yes	Examination ID
subject_id	integer	Yes	Subject ID
marks	float	Yes	Obtained marks
grade	string	No	Grade letter (auto-calculated if not provided)
remarks	string	No	Teacher's remarks
graded_by	integer	Yes	Teacher ID

Response Example:

{
  "success": true,
  "message": "Grade posted successfully",
  "data": {
    "id": 567,
    "student": {
      "id": 123,
      "name": "John Doe"
    },
    "exam": {
      "id": 45,
      "name": "Mid-Term Exams",
      "term": "Term 1"
    },
    "subject": {
      "id": 78,
      "name": "Mathematics",
      "code": "MATH001"
    },
    "marks": 85,
    "grade": "A",
    "remarks": "Excellent performance",
    "graded_at": "2024-01-15T14:30:00Z",
    "graded_by": {
      "id": 456,
      "name": "Ms. Smith"
    }
  }
}
                                

GET

/api/v1/fees/

Retrieve fee information and payment status

Parameters (GET):

Parameter	Type	Description
student_id	integer	Filter by student ID
status	string	Filter by payment status (paid/unpaid/partial)
term	string	Filter by academic term
year	integer	Filter by academic year

Response Example:

{
  "count": 45,
  "results": [
    {
      "id": 101,
      "student": {
        "id": 123,
        "name": "John Doe",
        "admission_number": "2024-001"
      },
      "fee_type": "Tuition Fee",
      "amount": 45000,
      "paid_amount": 45000,
      "balance": 0,
      "status": "paid",
      "due_date": "2024-01-31",
      "term": "Term 1",
      "academic_year": "2024"
    }
  ]
}
                                

POST

/api/v1/fees/payments/

Process fee payments

GET

/api/v1/academics/classes/

Retrieve class and section information

GET

/api/v1/academics/subjects/

Retrieve subject information and teacher assignments

GET

/api/v1/timetable/

Retrieve class timetables

POST

/api/v1/notifications/

Send notifications to users

GET

/api/v1/reports/performance/

Generate performance reports

POST

/api/v1/auth/login/

User authentication and token generation

Request Body (POST):

{
  "email": "admin@school.com",
  "password": "userpassword",
  "school_slug": "demo-school"
}
                                

Field	Type	Required	Description
email	string	Yes	User email address
password	string	Yes	User password
school_slug	string	Yes	School subdomain/identifier

Response Example:

{
  "success": true,
  "message": "Login successful",
  "data": {
    "access_token": "eyJ0eXAiOiJKV1QiLCJhbGciOiJIUzI1NiJ9...",
    "refresh_token": "eyJ0eXAiOiJKV1QiLCJhbGciOiJIUzI1NiJ9...",
    "token_type": "Bearer",
    "expires_in": 3600,
    "user": {
      "id": 456,
      "email": "admin@school.com",
      "first_name": "John",
      "last_name": "Doe",
      "role": "admin",
      "school": {
        "id": 1,
        "name": "Demo School",
        "slug": "demo-school"
      }
    }
  }
}
                                

POST

/api/v1/auth/refresh/

Refresh JWT token

GET

/api/v1/schools/profile/

Retrieve school profile information

GET

/api/v1/library/books/

Retrieve library book catalog and availability

GET

/api/v1/transport/routes/

Retrieve transport routes and vehicle assignments

Error Handling

API returns appropriate HTTP status codes and error messages:

Status Code	Meaning
200	Success
201	Created
400	Bad Request
401	Unauthorized
403	Forbidden
404	Not Found
500	Internal Server Error

Rate Limiting: API requests are limited to 1000 requests per hour per school.

Payment Gateway Configuration

Supported Payment Methods

M-Pesa STK Push

Automatic payment prompts sent to parent phones

Required Fields:

Consumer Key
Consumer Secret
Passkey
Business Shortcode

M-Pesa Manual Paybill

Parents manually pay using paybill details

Required Fields:

Paybill Number
Account Number
Bank Name

PayPal

International payment processing

Required Fields:

PayPal Business Email

Bank Transfer

Direct bank deposits

Required Fields:

Bank Name
Account Name
Account Number
Branch

Configuration Steps

Navigate to Payment Settings

Go to Settings → Payment Configurations in your school admin dashboard.

Add Payment Gateway

Click "Add Payment Configuration" and select your preferred payment method.

Configure Gateway Details

Enter the required credentials and test the connection in sandbox mode first.

Activate Gateway

Switch to live environment once testing is complete and activate the gateway.

Security Note: Always test payment gateways in sandbox mode before going live. Never share your API credentials publicly.

Integration Guide

Webhook Integration

Configure webhooks to receive real-time notifications about events in your school:

Available Webhook Events:

student.enrolled - New student registration
fee.paid - Fee payment received
attendance.marked - Attendance recorded
grade.posted - Grades posted
user.created - New user account created

Third-Party Integrations

SMS Gateway

Integrate with SMS providers for parent notifications

# Example SMS Integration
POST /api/v1/sms/send
{
  "phone_number": "+254712345678",
  "message": "Fee payment reminder",
  "template": "fee_reminder"
}
                                

Email Service

Configure custom email settings

# Email Configuration
SMTP_HOST = "smtp.yourprovider.com"
SMTP_PORT = 587
SMTP_USER = "your-email@domain.com"
SMTP_PASSWORD = "your-password"
                                

Technical Documentation

System Architecture

Clasyo is built on Django framework with a multi-tenant architecture designed specifically for Kenyan educational institutions

Backend Framework

Technology: Django 4.2.7 with Django REST Framework

Robust Python-based web framework with comprehensive security features and REST API capabilities

Frontend

Technology: Bootstrap 5 + Django Templates

Responsive web interface with server-side rendering using Django templates and Bootstrap CSS framework

Database

Technology: MySQL (Production) / SQLite (Development)

MySQL for production environments with SQLite for development and testing

Authentication

Technology: Django Allauth + Custom Impersonation

Secure authentication system with social login support and admin impersonation capabilities

Background Tasks

Technology: Celery + Redis

Asynchronous task processing for background operations like email sending and report generation

Real-time Communication

Technology: Django Channels + WebSocket

Real-time chat and notifications using WebSocket connections

File Storage

Technology: Django File System + Pillow

Local file storage with image processing capabilities using Pillow library

Security & Compliance

Security Features

Django built-in CSRF protection
Role-based access control (RBAC)
SQL injection prevention
XSS protection
Secure password hashing
Session security
File upload validation
API rate limiting
Multi-tenant data isolation

Compliance Standards

Kenyan Data Protection Act compliance
GDPR-ready architecture
Secure data encryption
Audit logging and monitoring

Deployment Options

Shared Hosting

Affordable shared hosting for small schools

Benefits:

Low cost
Easy setup
Basic support

VPS/Dedicated Server

Virtual Private Server or dedicated hosting

Benefits:

Better performance
Full control
Custom configuration

Cloud Deployment

Deploy on AWS, Azure, or similar cloud platforms

Benefits:

Scalable infrastructure
High availability
Global reach

Implementation Guide

Implementation Phases

Phase 1: Discovery & Planning - 1-2 weeks

Requirements gathering
System configuration planning
Data migration strategy
User training planning
Go-live date setting

Phase 2: Setup & Configuration - 2-3 weeks

System setup and configuration
User account creation
Academic structure setup
Fee structure configuration
Integration setup

Phase 3: Data Migration - 1-2 weeks

Student data import
Staff data import
Academic data migration
Financial data migration
Data validation and cleanup

Phase 4: Training & Testing - 1-2 weeks

Administrator training
Teacher training
Parent and student orientation
System testing
User acceptance testing

Phase 5: Go-Live & Support - Ongoing

System go-live
Hypercare support
User support
System optimization
Continuous improvement

Implementation Checklist

Pre-Implementation

Define implementation team
Set clear objectives and KPIs
Prepare data for migration
Establish communication plan
Schedule training sessions

During Implementation

Regular progress meetings
Data validation checks
User feedback collection
Issue tracking and resolution
Documentation updates

Post-Implementation

Performance monitoring
User satisfaction surveys
System optimization
Additional training if needed
Continuous improvement planning

Pricing & Plans

Basic

Small schools (up to 100 students)

Starting from KES 10,000/month

Core school management
Student information system
Basic reporting
Parent portal
Email support

Professional

Medium schools (100-500 students)

Starting from KES 25,000/month

All Basic features
Advanced reporting
Fee management
Library management
Mobile app
Priority support

Enterprise

Large schools (500+ students)

Custom pricing

All Professional features
Transport management
Hostel management
HR & payroll
Custom integrations
Dedicated support
Custom training

Additional Services

Data Migration

Professional data migration from existing systems

Pricing: One-time fee based on complexity

Custom Training

On-site training for staff and administrators

Pricing: Based on training scope and duration

Custom Development

Custom features and integrations

Pricing: Based on requirements

API Access

Full API access for third-party integrations

Pricing: Available with Enterprise plan

Contact Us

Timesten Technologies

Leading provider of innovative educational technology solutions in Kenya

To transform education through technology, making quality education accessible and manageable for all institutions.

General

clasyo@timestentechnologies.co.ke

Kenya

+254 (718)883 983

Support

support@timestentechnologies.co.ke

International

+1 (458) 320-3224

Business Hours

Monday - Friday: 8:00 AM - 6:00 PM EAT

24/7 Emergency Support Available

Sales

sales@timestentechnologies.co.ke

Info

info@timestentechnologies.co.ke

Customer

customer@timestentechnologies.co.ke

Support

support@timestentechnologies.co.ke

Troubleshooting

Common Issues

Unable to Login

Solution: Check your email and password. Use the "Forgot Password" link to reset if needed.

Payment Not Reflecting

Solution: Wait 5-10 minutes for M-Pesa processing. Check payment confirmation SMS. Contact support if issue persists.

Reports Not Generating

Solution: Ensure you have the required permissions. Check that data exists for the selected period.

Slow Performance

Solution: Clear browser cache, check internet connection, try a different browser.

Support

Email: support@timestentechnologies.co.ke

Phone (Kenya): +254 (718)883 983

Phone (International): +1 (458) 320-3224

Hours: Monday - Friday, 8:00 AM - 6:00 PM EAT

Emergency: 24/7 Emergency Support Available