Super Admin & system setup guide · SchoolPilot Help Center

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1. Settings tour: school profile & branding

Open Settings — Open Settings (menu: System → Settings, or your avatar → Settings). The left column lists every section: General, Academic, Region & Language, Branding, Modules, Email/SMS/WhatsApp, Notification Rules, Online Classes, Payments, Security and System.
Institution profile — General holds the school name, short name, tagline, registration number, contact details, principal's name, logo and social links — used on challans, receipts, report cards and the public website.
Academic terminology — Academic adapts SchoolPilot to any institution: choose School, College, University, Academy, Madrasa or Montessori, and rename Class, Section, Subject, Session, Student, Teacher and Parent (e.g. Grade/Semester, Pupil, Guardian). Working days, school hours and the admission-number prefix live here too.
Region, language & currency — Region & Language sets the default language and which languages users can pick (English, اردو Urdu, العربية Arabic — with right-to-left layout), the currency and symbol, phone country code, time zone and date/time formats.
Branding colours — Branding changes the app name, default theme (light, dark or follow the device), brand and accent colours and the logo. Colours apply instantly to the portal, the mobile app and printouts.

Open Modules — Go to Settings → Modules. Switching a module off hides it from menus, dashboards, the mobile app and the API; the data is kept and comes back when you switch it on again.
One switch per module — Admissions, Attendance, Timetable, Exams, Homework, Online Classes, Events, Fees, Accounts, HR & Payroll, Communication, Billboard, Front Desk, Library, Transport, Hostel, Inventory, Fixed Assets, Website and Reports each have an on/off switch.
Module options — Open Module options under a module for its settings — e.g. Attendance: the low-attendance threshold and whether parents are also alerted when a child is late.
Save — Click Save modules to apply. Menus update for every user straight away.

Email — Open Settings → Email, SMS & WhatsApp. Turn Email on or off and choose the delivery method: your SMTP server (e.g. Gmail/Office 365), PHP mail, or Log only for demos.
SMS — SMS works with Twilio or any HTTP SMS gateway used in Pakistan (Jazz, Zong, Telenor, Eocean…) — map the URL and parameter names once and the school sender ID is used for every alert.
WhatsApp — WhatsApp supports the WhatsApp Cloud API (Meta), Twilio WhatsApp or any HTTP provider. It is off until you add credentials.
Push notifications & messaging — Turn push notifications on the mobile app and parent ↔ teacher messaging on or off. Save with Save communication settings.
Send a test — Check everything works: enter an email address (or phone number for SMS/WhatsApp) under Send a test and press send.
Test result — A confirmation tells you whether the message was accepted. Every outgoing message is listed under Settings → System → Recent outgoing messages.

Open Notification Rules — Go to Settings → Notification Rules. Every event in the system — absences, fee reminders, results, homework, leave, visitors, bus delays… — is a row; every channel is a column.
Tick the channels per event — In-app notifications always go out. Tick Email, SMS, WhatsApp or Push for each event, e.g. send SMS when a student is absent but only email for newsletters. Channels switched off are marked off in the header.
Save the rules — Click Save rules. Messages are queued and sent in the background by the scheduler.

Online classes switch — Settings → Online Classes: the Enabled switch shows or hides online classes for everyone. Choose the platform — Jitsi (free, no account), BigBlueButton, Zoom or Google Meet — and whether joining marks attendance and recordings are allowed.
Online fee payments — Settings → Payments & Challans: switch online payments on/off and enable JazzCash, Easypaisa, Stripe (cards) or PayPal. Sandbox switches let you test without real money.
Bank challan & late fee — Bank details printed on challans, number of copies (2–4), the default due day, the late-fee rule (fixed or per day) and notes printed on challans and receipts.
Security & demo mode — Settings → Security: failed-login lockout, minimum password length, parent and student portal switches, and Demo mode (shows one-click demo logins on the sign-in page — turn it off before going live!).

All user accounts — Users & Roles → Users lists every login — staff, parents and students — with filters by role and status. Use Add User for a new login (staff logins are also created from HR, parent/student logins from admissions).
Roles — Roles & Permissions shows the 13 built-in roles (Principal, School Admin, Teacher, Accountant, HR Manager, Librarian, Front Desk, Transport, Hostel, Store, Student, Parent). New role creates your own, e.g. Exam coordinator.
The permission matrix — Open a role to tick exactly what it can do, module by module — view, manage, collect fees, publish results… Select all / Clear all speed it up; Save permissions applies it to every user with that role.
Audit log — Audit Log records who did what and when — sign-ins, approvals, payments, exports, deletions and more — with the IP address. Search and filter by action.
See what a user sees — On any user's page, Sign in as this user (super admin only) lets you reproduce a problem exactly as they see it. It is recorded in the audit log.

Academic sessions — Academic Setup → Sessions: create the year (e.g. 2026-27) and mark it current — attendance, fees and exams follow the current session.
Classes — Classes lists every class with its level (used for promotion order), capacity and number of students.
Sections & class teachers — Sections splits classes into A, B… with a class teacher and room — class teachers mark attendance and write the diary.
Subjects — Subjects with code, type (theory/practical) and colour — the colour is used on timetables and homework cards. Class Subjects decides which subjects each class studies.
Subject teachers — Subject Teachers allocates a teacher to each subject in each section. This drives marks entry, homework, the timetable and who parents can message.

Download a backup — Go to Settings → System and click Download backup for a complete database backup (SQL). Keep a copy off the server.
Environment — The tiles at the top show the database size, number of users, messages sent and when the scheduler (cron) last ran. Environment lists the PHP, database and SchoolPilot versions.
Outgoing messages — Recent outgoing messages lists emails, SMS and WhatsApp messages with their status. Process message queue now sends anything waiting without waiting for the scheduler.