Garud Smart School: Revision History

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GARUD SMART SCHOOL www.garudsms.com
GARUD SMART SCHOOL

www.garudsms.com
User Manual
Version 1.0
Date: 18th Nov 2015
Revision History
Author
Version
RFIC Technologies
1.0
RFIC Technologies | Bangalore
Date
18th May 2014
Remark
First version
Table of Contents
Introduction ...................................................................................................................................... 3
Steps to use the application............................................................................................................... 3
Admin Screen ................................................................................................................................ 4
Student Registration Screen .......................................................................................................... 5
Employee Registration Screen ....................................................................................................... 7
Messaging Screen .......................................................................................................................... 9
Main Screen ................................................................................................................................ 11
Attendance Reports Screen ......................................................................................................... 13
Fees Payment Screen................................................................................................................... 15
Manage Examination Screen........................................................................................................ 18
Transport Screen ......................................................................................................................... 21
Library Management ................................................................................................................... 23
Asset management...................................................................................................................... 24
Support Ticket ................................................................................................................................. 25
Contact Information ........................................................................................................................ 26
Introduction
School Management System is a fully automated embedded system designed and developed in
India. It includes school management software, RFID reader, and RFID card operated in 13.56MHz
frequency. It makes the school management work simpler and easier. The school management can
record the attendance of students and employees in computer, so lots of savings in paper work and
maintaining large number of attendance registers. The management can print report card, identity
card. The account section will record and track the complete payment of students. On the security
side the parents will get SMS dad/mom I am at school dad/mom I am leaving the school during
student entry and exit to the school. The system provides automation of school attendance, Fees
management and Examination management using RFID readers. The application is helpful to
generate reports for daily / monthly attendance of students and teachers. It manages all kind of
messaging needed by schools with its integrated SMS solution. It is also helpful to generate fees
payment report, payment receipt and messaging payment defaulters. The system manages the
curriculum, examination, and generates the report cards.
Best wishes from RFIC technologies Team.
Steps to use the application

1. Connect the Rfid readers.
2. Start the application with the shortcut in the desktop or from directly from the folder.
Smartschool.exe
Admin Screen
This screen is useful for all general setting needed to run the application. The reader settings are
described as follows.
1. Tick the Multi reader and click New.
2. Enter Name of the reader.
3. Select the COM Port from the dropdown.
4. Click on Add. Then the newly added reader will be displayed in the table.
5. If you want to delete any reader, then select it from the table and click on Delete button.
6. Nonce all the readers are added the Connected information in the table should show true.
7. The General Settings section is used to save the School Name and address/ contact
information which is used in the application main screen, payment receipt, ID card printing
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and exam report cards.

8. The Backup / Restore section is used to back up the Student data into excel sheet. In case
of any problem the data can be restored back to the system.

9. The User Management section is used to add users and change password of existing users.
Student Registration Screen

This screen is useful to enter / edit / delete the student data. The steps to use this screen are
1. Click on the New button to add a new student data.
2. Swipe the card on the reader and click on Get Id button.
3. Fill the other information like name, age etc.
4. If student is interested in subscribing to SMS / email notification to parents on entry / exit,
select the Subscribe to SMS / Subscribe to Email
5. If any discount needs to be given to the student during payment, please add the amount in
the Payment Remark box or use the Discount % box.
6. Click on Browse Photo button to select a photo for the student.
7. Click on Save button to save the data.
8. To edit any student information, click on Refresh button and select the student to be
edited from the table.
9. Change the required information and click on Save.
10. To delete a student, select the student from the table and click on the Delete button.
11. The system provides option to print the ID cards for student. Click on the Print Card
buttons to print the ID card with photo.
12. To find a particular student, use the search box.
Employee Registration Screen

This screen is useful to enter / edit / delete the employee data. The steps to use this screen are
1. Click on the New button to add a new employee data.
2. Swipe the card on the reader and click on Get Id button.
3. Fill the other information like name, department etc.
4. Click on Browse Photo button to select a photo for the student.
5. Click on Save button to save the data.
6. To edit any employee information, click on Refresh button and select the employee to be
edited from the table.
7. Change the required information and click on Save.
8. To delete a employee, select the student from the table and click on the Delete button.
9. The system provides option to print the ID cards for employee. Click on the Print Card
buttons to print the ID card with photo.
10. To find a particular employee, use the search box.
Messaging Screen
This screen is useful to send general messages to all students/ employees or students of only a
particular class or employees of a particular department. As part of the initial settings, the
Attendance Message section should be filled t start using SMS through the system. The steps to
use this screen are described as follows.
1. Fill the Sender Id in attendance message section with the code provided by RFIC
Technologies and click Save. You are ready to use the SMS service.
2. In order to customise the entry and exit message, that parents will receive when student
swipes the card in school, fill message data in the Entry Message & Exit Message and
click Save.
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3. To send generic messages, select ether student/employee and select Standard/ Section or
department and click on Get Contacts. The numbers will be displayed in the table. Now
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type the message you want to send and click on Send SMS to send SMS and click on Send
Email to send email.
4. To send messages to other numbers or emails fill details in the Send to others and type
the message. Then click Send SMS to send SMS and click on Send Email to send email.
5. If the notification to parents when student swipes the card fails for some reason, this screen
gives the option to view the failed SMS by clicking on Get failed sms information button.
You can resend the information by clicking on Inform Parents button.
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Main Screen
After completing all the setup described above, the system is now ready to use. Below is the main
screen of the application. When students/ teachers swipe the card in the configured reader, the
screen immediately captures and displays the Name, Entry Time, Exit Time.
If the student has subscribed t SMS / Email, the message will be sent immediately to parents via
Email / SMS service. In case of any kind of problem while sending SMS / email the problem will be
displayed in the Message (for admins). The messages can be triggered manually from the
Message Screen by clicking on Get failed sms information button and resend the information by
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clicking on Inform Parents button.
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In case the student did not swipe the card or reader has a problem, the attendance can be entered
manually by using the Timesheet Editor in the above screen. Just enter the card id in the
Identification No. And edit the date if not current date, and then save.
If you want to stop the automatic attendance recording, and do other work like entering
student/employee registration, payment, click on the Stop Attendance Recording button. To start
attendance recording again click on the Start Attendance Recording button.
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Attendance Reports Screen

This screen is useful for manual / automatic creation of attendance reports.
1. To use the reporting feature first set the Report Settings.

2. To create reports for students manually, tick the Student box then select daily / monthly
report. For Monthly report you can select the month as well. Then click on Export.
3. As part of daily report for students, the daily attendance report is created in excel file per
section and standard. A combined absent report is also created.
4. Monthly report contains attendance data for the complete month. One excel file is created
per standard & section.
5. For employees the also the daily and monthly reports are created.
6. The SMS To box needs a mobile number. This is used to notify the absent employees for
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the day.
7. Google mail can be used to receive the reports by mail, receive attendance notifications etc.
8. For sending reports the To Mails box need to be filled.
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9. Reports can be scheduled to be created automatically. Just select the Time (Hr) and click
Save. At the selected time all the reports will be created in the report path.
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Fees Payment Screen

This screen is used to manage the student payments.
1. Go to payment Schedule and change the Instalment and Date if needed. Then Save.
2. The options available here full, monthly, half yearly, quarter.
3.
Go to Academic year payment structure and fill the details like academic year, standard,
and other details.
4. Click Save Main Payment.

5. Select main payment row. Now fill information for different types of payment needed.
6. Then click Save Payment detail.
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7. Now swipe the students ID card or type in the Student Id No. Box in the Search section.
8. Select the year and click on Payment Details.
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9. The Payment section should display all the related information. Use the approved by field if
student is given any discount.
10. Now enter the details like Valid-till, Amount paid etc. And click n Make payment. The
following screen shows the receipt that will get generated. T is possible to print the same.
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11. This will make an entry in the left side table and show the payment receipt for printing.
12. On click of Daily Report, an excel file will be generated that contains the payment details
for that day. Select the month from dropdown and click on Monthly report. An excel file
containing all the payment data for the month will get generated.
13. On click of the Payment Report button, all the payments done for a particular student will
be displayed in the following screen.
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14. Click on the Payment Defaulter button to get a list of students who did not pay for the
selected instalment.
15. You can click on the Send Reminder button to inform the parents to pay the fees as soon
as possible.
Manage Examination Screen

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This screen is used to manage the examination and course structure.
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1. Select the Standard and click on Get Subjects.

2. Fill the details like Subject, minimum marks and maximum marks. And click Save Curriculum.
3. Select Standard and click on Get Examinations.
4. Fill the examination names and click on Save Examinations.
5. Now a search a student, enter Student ID r admission number.
6. Select Year and click on Search.
7. Enter Class Teacher data and select the Exam.
8. The table displays Subject details. Now fill the Mark Obtained & Remark.
9. Click on Save Result.
10. To send this result by SMS to parents, click on Send Result by SMS.
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11. To print report card / progress report click on Generate Report Card.
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Transport Screen
1. Define the route details in the above screen. E.g. Route number, route name, driver
details, vehicle details etc. Then click save.
2. Then enter the transport fees structure by entering the stop, zone, payment details for
annual, half yearly etc. And click on Save transport payment details button.
3. Define the schedule for transport payment and click n save.
4. To generate a transport card for a student, enter the Rfid or the admission number of
the student and click search. Then enter the route, stop for the student and click save.
5. Now click on search again. Select the instalment and click on Generate Transport card.
The following screen shows a transport card. It is possible to print it.
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6. Use the transport reports section to generate daily and monthly transport reports in
excel format.
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7. Use the Route Details button to get details f stops and students for a particular route in
excel format.
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Library Management
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Asset management
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Support Ticket
Dedicated support team will help you for installation,
Use the software to raise a ticket or use web version
Please use support ticket for any problems

http://www.garudsms.com/smart-school-support
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Contact Information
RFIC Technologies
401, green castle,
ASM Road, Ulsoor, Bangalore
India-560042
Email : admin@rficdesign.com
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GARUD SMART SCHOOL www.garudsms.com