ShuleMatrix help centre

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Search the operating guides below or browse by workflow.

GETTING STARTED

Getting started

School onboardingSet up school profile, academic structure, users and initial operating configuration.+
  1. Complete the school profile and academic session.
  2. Create education levels, classes and streams.
  3. Import or create learner and staff records.
  4. Assign teachers, subjects and role access.
  5. Configure the modules the school will actually use before go-live.
Roles and permissionsGive each person only the access required for their job.+
  1. Use role-based access for administrators, teachers and other school users.
  2. Treat menu visibility as convenience, not security; server-side authorization remains authoritative.
  3. Suspend access promptly when a user no longer requires the account.
Preparing data for migrationClean identifiers and required fields before bulk import.+
  1. Use stable identifiers such as admission numbers for learner mapping where possible.
  2. Normalize Kenyan phone numbers to a consistent format.
  3. Resolve duplicates before import instead of silently overwriting records.
  4. Use preview/error output to correct rejected rows.
ACADEMICS & REPORTS

Academics & reports

Set up an examinationCreate the exam, assign subjects and control marks entry.+
  1. Create the examination in the correct academic session and term.
  2. Attach the relevant classes and subjects.
  3. Assign marks-entry access to the appropriate teachers.
  4. Review completeness before moving to approval/publication.
Published results and official reportsKeep draft marks separate from the official reporting source.+
  1. Complete marks entry and required review steps first.
  2. Publish only when the school considers the result official.
  3. Generate official analytics/reports from the published source.
  4. If corrections are required, follow the controlled reopen/republish process used by the school.
CBC/CBE and pathway contextConnect competency, curriculum and pathway information to learner progression.+
  1. Configure curriculum subjects and education levels.
  2. Use pathway/track structures for senior-school context where enabled.
  3. Keep pathway decisions explainable and supported by school guidance rather than opaque automation.
ATTENDANCE & BIOMETRICS

Attendance & biometrics

Attendance registersCapture, review and finalize attendance with clear exceptions.+
  1. Use the appropriate teacher/school attendance surface.
  2. Review missing or exceptional records before finalizing.
  3. Record excuses and follow-up actions rather than only changing status values.
  4. Reopen finalized registers only through authorized workflows when correction is necessary.
Biometric agent and devicesUnderstand the local-agent model used to synchronize supported attendance devices.+
  1. The school-side agent authenticates to ShuleMatrix and receives its device configuration.
  2. Supported devices are discovered/adopted and associated with the correct school/agent.
  3. Punch events synchronize in batches and are processed asynchronously.
  4. Device health and catch-up behavior help identify connectivity problems.
FINANCE, PAYMENTS & SMS

Finance, payments & SMS

Fee structures and student accountsConfigure structured charges instead of editing balances directly.+
  1. Create the correct financial period.
  2. Create fee categories/items and fee structures.
  3. Apply student charges through the configured billing workflow.
  4. Record payments with the correct method/reference and issue receipts as required.
M-Pesa commerce configurationConfigure credentials outside the codebase and verify callback behavior before production.+
  1. Keep provider credentials in environment/secret configuration, never in Blade templates.
  2. Use the correct callback URL for the enabled commerce workflow.
  3. Test successful, failed, delayed and duplicate callbacks before launch.
  4. Reconcile provider records against ShuleMatrix payment events.
SMS wallet and bulk sendingUnderstand prepaid credits, reservations, batches and background dispatch.+
  1. Confirm the school wallet has enough available credits.
  2. Prepare recipients using normalized phone numbers.
  3. Bulk sends are queued/batched instead of holding a browser request open.
  4. Review delivery logs and reconciliation output for failed or uncertain submissions.
MARKETPLACE

Marketplace

Publish learning resourcesUpload, preview, publish and protect source files.+
  1. Upload through the authorized publisher workflow.
  2. Use previews that do not expose the private source file.
  3. Publish only approved resources and verify the listing before promotion.
  4. Use bulk/folder workflows for larger resource sets where enabled.
Guest purchases and recoveryBuy resources using the guest checkout and recover paid access safely.+
  1. Select the resource and begin checkout with the payer phone number.
  2. Complete the M-Pesa prompt where configured.
  3. After payment confirmation, the purchase gains authorized access.
  4. Use purchase recovery rather than requesting the protected source URL directly.
SECURITY & OPERATIONS

Security & operations

Tenant isolation and access controlKeep school data boundaries enforced on the server.+
  1. Authenticated school routes establish school context before module access.
  2. Tenant-owned records should be queried/scoped using the school identifier.
  3. Policies/middleware protect privileged actions independently of the user interface.
  4. Regression tests should cover cross-school access for high-risk modules.
Getting supportShare enough diagnostic context without sending secrets.+
  1. Describe the page/workflow and the action that failed.
  2. Include the visible error message and approximate time.
  3. Do not send passwords, API secrets, M-Pesa credentials or biometric tokens.
  4. For data issues, provide non-sensitive identifiers that support staff can use to locate the record securely.
STILL STUCK?

Share the workflow and error—not passwords or secrets.

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