Running the school office well — a weekly checklist

Institutions that get the most out of Pathshala keep a short routine. Use this checklist as a starting point and adjust it to your own day.

#Before the session starts

The new academic year exists and is the current one (Sidebar › Settings › Organisation › Organisation details › Academic year).
Classes and sections are on Apps › School & Academics › School settings › Classes, in the right order.
Subjects are on Apps › School & Academics › School settings › Subjects, with activities marked as activities.
Every teacher has a login, and is set as class teacher or subject teacher of their classes on the Staff screen.
Holidays, PTMs and exam weeks are on the Calendar and published.
Bus routes have stops and times; every bus's papers have expiry dates.
The signature and seal are uploaded on Certificates.
Your WhatsApp templates for notices, alerts and certificates are approved.

#Every day

Every class register is saved before the end of the first period.
The office checks Daily alerts and sends absent messages to families who should know.
New enquiries are answered, and paid admissions are admitted the same day.

#Every week

Monday: look at Attendance › Patterns and call the families at the top.
Publish the week's notices for each section, and check Who has seen it the next morning.
Check Deletion requests for anything waiting on you.
Look at Transport › Papers due at the start of each month.

#At mid-term and before exams

Open Attendance › Shortage and speak to families while it can still change something.
Make sure every student has a section and a roll number.

#At the end of the year

Issue TCs to students who are leaving (tick "Also mark this student as left").
Collect or note the year's dues.
Run Promote / new session, hold back students who repeat, and copy the fee structure.
Give fresh roll numbers with Auto-assign Roll Numbers.

#Questions people ask

What should be set up before the first day of term?

Classes, subjects, sections, teacher logins with their classes, the holiday calendar and bus routes. Then the register opens on each teacher's own class on day one.

How often should I look at attendance reports?

Patterns every Monday, the shortage list at mid-term and before exams, and the daily absent list every morning.

What do I do at the end of the year?

Clear or carry forward dues, issue TCs to leavers, then use Promote / new session to move every class up.