How to Use Zorentia Schools

1. Create Your Admin Account

To begin, create an admin account with just a few details:

• Provide the admin’s first and last name
• Enter a valid email address and phone number
• Create a secure password

Once the account is created, you can log in anytime using your email address and password to access the Zorentia Schools platform.

2. Set Up Your School

After your admin account is set up, enter your school details to complete the setup:

• Enter your school name and type (Primary, Secondary, or both)
• Provide the location details (district, parish)
• Add your registration number (optional)
• Specify the total number of students

Once this is done, you’ll be ready to manage your school’s operations directly from your account dashboard.

3. Logging In

After completing the setup, logging into the Zorentia Schools system is simple:

• Go to the Zorentia Schools login page
• Enter your registered email address and password
• Click “Log In” to access your school’s admin panel

Once logged in, you can manage student records, teacher assignments, fee collection, and more with ease.

Viewing Fee Records

The student payments dashboard shows:

• Each student's payment status:
  • Total amount paid
  • Remaining balance
  • Payment progress bar
• Search and filter options:
  • Search by student name
  • Filter by class
• Detailed payment history for each student:
  • Payment dates
  • Payment types
  • Amount paid
  • Receipt numbers

Recording Fee Payments

To record a new payment:

1. Click the "Update Payment" button for the desired student
2. Enter the payment details:
   • Payment amount
   • Receipt number
   • Payment date
   • Payment method (Cash, Bank Transfer, Mobile Money, or Cheque)
3. Click "Save Payment" to record the transaction

Viewing Payment History

To view a student's payment history:

1. Locate the student in the payments table
2. Click the arrow (→) next to their name
3. View detailed payment history including:
   • All previous payments
   • Transaction dates
   • Payment amounts
   • Receipt numbers

Best Practices

• Always provide receipt numbers for payment tracking
• Record payments on the actual date they were received
• Regularly review payment histories for accuracy
• Monitor payment progress using the visual indicators
• Use the search function to quickly locate student records
• Keep detailed notes for partial payments

Important Notes

• Only active students appear in the payment records
• Payment dates cannot be set in the future
• All payments require a valid receipt number
• The progress bar shows the percentage of total fees paid
• Payment records are permanent and should be entered carefully

Expense Dashboard Overview

The expense dashboard provides key information:

• Summary statistics:
  • Total expenses across all categories
  • Highest expense category and amount
  • Lowest expense category and amount
  • Percentage breakdowns of expenses
• Detailed expense records showing:
  • Transaction dates
  • Expense categories
  • Descriptions
  • Payment methods
  • Payment status

Recording Expenses

To add a new expense:

1. Click the "Add Expense" button
2. Select the expense category:
   • Facilities
   • Staff Salaries
   • Academic Materials
   • Transport
   • Cafeteria
3. Enter expense details:
   • Description of the expense
   • Amount spent
   • Payment method used
   • Payment status (Paid/Pending)
4. Click "Save Expense" to record the transaction

Payment Methods

The system supports multiple payment methods:

• Cash payments
• Bank transfers
• Check payments
• Each payment method is clearly indicated in the expense record
• Payment methods can be selected when adding new expenses

Expense Categories

Expenses are organized into categories:

• Facilities - Building maintenance and infrastructure
• Staff Salaries - Teacher and staff payments
• Academic Materials - Books, supplies, and learning resources
• Transport - Vehicle maintenance and fuel costs
• Cafeteria - Food and kitchen-related expenses

Best Practices

• Categorize expenses correctly for accurate reporting
• Provide detailed descriptions for each expense
• Update payment status promptly when payments are completed
• Review expense summaries regularly
• Monitor category-wise spending patterns
• Keep all payment receipts and documentation

Important Notes

• All amounts should be entered in UGX (Ugandan Shillings)
• Each expense must be assigned to a specific category
• Payment status can be updated as needed
• Summary statistics update automatically when new expenses are added

Understanding Fee Structure

The fee structure is organized by:

• Academic Year
  • Set fees for current and upcoming years
  • View historical fee structures
  • Compare fees across different years
• Terms
  • Term 1
  • Term 2
  • Term 3
• School Sections
  • Different fee amounts for each section
  • Section-specific pricing
  • Organized by section codes

Setting Up Fee Structure

To update the fee structure:

1. Click the "Update Fees Structure" button
2. Select the academic year
3. Choose the term
4. Enter fees for each section:
   • Input amount in UGX (Ugandan Shillings)
   • Ensure all sections have valid amounts
   • Verify entries before saving
5. Click "Save Changes" to update the structure

Viewing Fee Structure

The fee structure display shows:

• Comprehensive fee table showing:
  • All terms in rows
  • All sections in columns
  • Fee amounts for each combination
• Academic year selector for viewing different years
• Section codes and names for clear identification
• Quick edit options for each term

Managing Academic Years

You can:

• View fee structures for different years
• Switch between academic years using the selector
• Set up fees for upcoming academic years
• Review historical fee data
• Compare fees across different years

Best Practices

• Set up fee structures before the academic year begins
• Review all amounts carefully before saving
• Keep section fees consistent within terms
• Update fees for all sections at once
• Maintain clear records of fee changes

Important Notes

• All amounts must be entered in UGX (Ugandan Shillings)
• Fee updates affect all students in the selected section
• Historical fee data is preserved when updating
• Class sections must be created before setting fees
• Changes take effect immediately upon saving
• Previous fee records remain accessible for reference

Sending SMS Messages

To send a new message:

1. Select the target class:
   • Choose from available classes (Primary: P.1-P.7 or Secondary: S.1-S.6)
   • System automatically loads parents for selected class
2. Choose recipient type:
   • Both Parents - Message goes to both contacts
   • Mothers Only - Message sent to mothers
   • Fathers Only - Message sent to fathers
3. Compose your message in the text area
4. Review recipients list before sending
5. Click "Send Message" to dispatch

Managing Recipients

The recipients table shows:

• Student information:
  • Student name
  • Current class
• Mother's details:
  • Mother's name
  • Contact number
• Father's details:
  • Father's name
  • Contact number

Message History

Track sent messages in the history table:

• View message details:
  • Sending date and time
  • Message content
  • Number of recipients
  • Credits used
• Filter messages by:
  • Search text content
  • Select specific classes

SMS Credits

Monitor and manage your SMS credits:

• View available credits balance
• Credits are deducted per message sent
• System prevents sending when credits are insufficient
• Track credit usage in message history

Best Practices

• Keep messages clear and concise
• Verify recipient list before sending
• Use appropriate parent targeting
• Monitor credit balance regularly
• Review message history for successful delivery
• Maintain updated parent contact information

Important Notes

• Messages can only be sent to stored parent contacts
• System requires sufficient credits for sending
• Messages cannot be recalled once sent
• Parent contacts must be valid phone numbers
• Message history is permanently stored