EduSync Staff Handbook

Welcome

EduSync is your school's management system: learners, staff, teaching, fees, payroll and communication with parents, all in one place. This handbook shows staff how to use the staff portal day to day.

• Who it's for: everyone who signs in to the staff portal. That means the Owner, Headmaster, School Admin, HR, Accountant and Teachers.
• What you'll see: depends on your role. Each section says who it applies to. The table under Who can do what sums it up.
• Parents use a separate parent portal on their phones. Where it matters, this handbook says what they see.
• Getting help: if something here doesn't match your screen, tell your school's EduSync administrator (usually the School Admin or Headmaster). The system is updated regularly.

Getting started

You sign in with the email or phone number the school registered for you, and a password only you know.

Your first sign-in

1. The school creates your account and gives you a link or a temporary password.
2. With a link, open it and choose your password on the Activate your account page.
3. With a temporary password, sign in with it. EduSync then asks you to Choose your own password before anything else.
4. A password needs at least 8 characters, with an upper-case letter, a lower-case letter and a number.

Signing in

• Enter your email or phone number and password, then Sign in.
• After 5 wrong passwords in a row, the account locks for 15 minutes. Wait, or ask the school to reset your password.
• Forgot your password? on the sign-in page emails you a reset link.

Staying signed in

• While you're working, EduSync keeps you signed in quietly.
• If you leave it alone, a countdown warns you before you're signed out. Choose Stay signed in to carry on.
• Always sign out (bottom of the sidebar) on a shared or school computer.

Your account and HR record

• Me › Account is where you change your password and contact details.
• Me › My HR shows your own staff record, leave and payslips.

Finding your way

Everything you can use is in the sidebar on the left. Anything you can't use simply isn't there.

• Sidebar sections: headings such as Students, Academics, Fees and Communications group the pages. Click a heading to fold or unfold it. Your name, role and Sign out are at the bottom. On a phone, open the sidebar with the menu button at the top.
• Dashboard: the first page after sign-in, showing what needs your attention for your role.
• Search (top bar): press Ctrl+K (Cmd+K on a Mac), or click Search or jump to…, then type a page name to jump straight there.
• Insights and alerts (top bar): the pulse and bell icons show the AI Insights summary and the most pressing alerts, such as falling attendance or fees owed. Click an alert to open AI Insights.
• Full screen (top bar): the expand icon gives the page the whole screen.
• Tables: most lists have a search box, filters and Sort. Many also have Export, which downloads the rows shown as a spreadsheet.
• Saving: forms with a Save button save when you press it. Letters, documents and forms you build save as you type, and Ctrl+S saves straight away.

Learners

Every learner has one record at your school, holding their details, guardians, class, results, attendance, fees and documents. Teachers see the learners in the classes they teach. The Owner, Headmaster and School Admin see everyone.

The learners list (Students)

• Search by name, admission number, EduSync ID or phone.
• Filter by class, girls or boys, and enrolment status (on the roll, suspended, withdrawn, transferred out, completed).
• Filters opens more choices: stage, age range, date admitted, how they joined, disability, refugee, parents, who they live with, home region, nationality, staff ward, photo, and allergies or medical notes. Filters in use show as chips under the toolbar; click the × on a chip to remove it.
• Sort by surname, first name, class, stage, admission number, date admitted or age. The arrow next to it flips the order.
• Columns (the column icon) adds or hides columns, such as hometown, disability or previous school.
• Export downloads the learners shown as a spreadsheet.
• Acting on several at once: tick learners, then use Change status, Put in a class, Link a guardian or ID cards.

Enrolling a learner

Use Enrol Student for a learner joining without an application. Applicants who applied go through Admissions instead (see the next section).

1. The learner: names, gender and date of birth as on the birth certificate or Ghana Card, and national ID numbers. If they were at another EduSync school, enter their EduSync ID to bring their record across.
2. Class and admission: the class for this term, the date admitted, and whether they're new, a transfer or re-admitted.
3. Parents and guardians: at least one. The first is the main contact.
4. Home and welfare (optional): hometown, home region, who they live with, whether a parent has died, and refugee or asylum seeker.
5. Health and disability (optional): blood group, allergies, medical conditions, whether they have a disability and its kind, and the support they need.
6. House and boarding, Fees, Documents and Consent, then save.

The admission number is given automatically and can't be changed later.

The learner's record

Open a learner from the list. Tabs: Overview, Guardians, Class and results, Attendance, Fees, Boarding, Discipline and Documents. You only see the tabs your role uses.

• Photo: click it to view it full screen. Zoom with the + and − buttons, the mouse wheel or a pinch, and drag to move around. The camera button changes it (JPEG or PNG, under 2 MB).
• Edit details (Owner, Headmaster, School Admin): correct anything except the class and the admission number. Names, date of birth and national IDs are on the learner's national record, so a correction shows wherever they are enrolled. Every change is kept in the audit log with who made it.
• Parents and guardians at the end of Edit details lists each guardian with an Edit button. The Guardians tab does the same, and also adds, unlinks and gives guardians a parent portal login.
• Move class / Put in a class changes the learner's class. It's the only way to change it.
• Change status records suspension, withdrawal, transfer, completion and similar, with the date and reason.

Guardians and the parent portal

• Guardians lists every parent and guardian at the school, with the learners they're linked to. One guardian can be linked to several siblings.
• Give portal login on a guardian creates their parent portal account. EduSync sends a temporary password by SMS or email, or shows it for you to pass on.
• Reset password gives a new temporary password if they forget theirs.
• In the parent portal, parents see their children's attendance, report cards (once published), fees and statements, the timetable, school notices, and forms the school sends them.

Admissions

Admissions takes a family from application to enrolled learner. It's for the Owner, Headmaster and School Admin. Enrolling from here also bills the admission fee.

1. New application: record the applicant, the stage they're applying for and a parent or guardian.
2. Start review, then Offer a place (with any conditions), or Close application if you won't offer one.
3. When the family accepts, choose Record acceptance. The application moves to Ready to enrol. If they change their mind, Record withdrawal.
4. Enrol places the learner in a class and creates their learner record and guardian.

The tabs, In progress, Ready to enrol, Enrolled and Closed, show where each application is. The Admission fee tab (for those who see fees) sets the one-off fee, by stage or as a default.

Staff and HR

HR, the Headmaster and the Owner keep every staff member's record, attendance, leave and cases. Every member of staff sees their own under Me › My HR.

Staff directory

• Search by name, staff number, phone or duty. Filter by category (teaching or non-teaching) and department. Tick Include staff who've left to see former staff.
• Filters adds gender, designation, duty, age, date joined, EduSync login, photo, nationality, and whether the GES staff ID, NTC licence, SSNIT number and bank details are recorded or missing. That's a quick way to find missing paperwork.
• Sort by surname, first name, staff number, date joined, age, designation, department or category.
• Export downloads the list as a spreadsheet.

Adding and updating staff

• Add Staff records a new member of staff. Their EduSync login is created separately, under Settings › Staff logins, where you choose their role.
• A staff record has tabs: Overview, Teaching, Attendance, Leave, Disciplinary, Duties and postings, and Qualifications and documents.
• Edit corrects details, including date joined, place of birth and nationality. Click the photo to view it full screen.
• Duties are roles such as Head of Science or Exams officer. Postings record when someone was posted to the school, in what role, and when they left.

Attendance, leave and cases

• Staff Attendance: mark the daily staff register and review each month's totals by department. Approved leave isn't counted as absence.
• Leave: approve or reject requests, arrange cover, and record leave on someone's behalf. The Leave Calendar shows approved and waiting leave for the month. Staff request leave from My HR.
• Disciplinary Cases: queries, warnings and their outcomes. Only managers and the staff member concerned can see a case.

Payroll

Payroll works out monthly salaries with SSNIT and PAYE. It's for HR, the Accountant, the Headmaster and the Owner.

1. Keep each person's pay profile up to date: basic salary, regular allowances and deductions.
2. Prepare a month and check the payslips.
3. The Owner or Headmaster approves it.
4. Staff see their payslips under My HR › Payslips.

Academics and teaching

The school's structure is set up once a year by leadership. Teachers then work inside it: registers, scores, lesson notes and report-card remarks for the classes assigned to them.

Setting up the year (Owner, Headmaster, School Admin)

Work through these in order at the start of each academic year.

1. Terms & Years: create the academic year and its terms, then open the current term.
2. Stages: the levels the school runs, from Creche to JHS 3, and the subjects each stage offers.
3. Subjects: what the school teaches.
4. Classes: each class and its divisions (for example Basic 5 Gold), with room and capacity.
5. Teaching Assignments: who teaches what in each division this term. Teachers can only enter scores and lesson notes for subjects assigned to them.
6. Timetables: bell schedules set the periods, and each class's timetable places subjects into them. Clashes are checked as you go.
7. Grading: Assessments sets the kinds of assessment (Class Work, Homework, Class Test…) and which count towards the assessment score. Grade Scales turns scores into grades and remarks.

For teachers

• My Classes and My Timetable: your classes and subjects this term, and your week.
• Attendance: class masters mark their class register each morning. Leadership can mark or correct any class.
• Enter Scores: record class assessments and end-of-term exam results for the subjects you teach.
• Assessment Sheet: assessment, exam and total for every subject, with positions across the class. You can export or print it.
• Lesson Notes: weekly notes for each subject and class, due by the school's deadline. Notes start from the week's entry in the scheme of work. Leadership opens submitted notes to approve them or send them back with comments.
• Online assessments: set a test with Forms (see Communications), and send the marks straight to the class's continuous assessment.

End of term and year (leadership)

• Term Results: check, correct and verify results for any class and subject.
• Report Cards: check each class's broadsheet, add class teacher and head's remarks, then publish to parents. Once published, remarks are locked; withdraw them to make changes.
• Promotions: at the end of the year, decide who moves up. In the new year's first term, place them into divisions.
• AI Insights: EduSync checks the school's data every night for patterns, such as a falling average, low attendance or long-overdue fees, and flags them as watch or concern.

Fees, finance and payroll

The Accountant runs fees and the books day to day; the Owner and Headmaster approve. Fees, payments, payroll and approved expenses post to the books automatically, so there's nothing to enter twice.

Setting up fees

• Fee Categories: what the school charges for, such as tuition, feeding or PTA. Each gets its own income line in the books.
• Discounts: rules applied automatically when a bill is issued, such as sibling discounts, staff children and scholarships.
• Payment Details: the school's bank and mobile money details, shown to parents in the parent portal.

Billing and collecting

1. Bills: a bill lists the fees for a term and who pays them. Use the preview to check each learner's charge after discounts.
2. Issue the bill. It creates one invoice per learner. You can widen a bill later and issue again; only new learners are billed.
3. Payments: record fees received. Each payment clears the learner's oldest invoices first, and anything extra is kept as credit.
4. Fees Owed: learners with unpaid invoices. Open one to see their statement or record a payment.
5. Waivers: to request one, open the learner's invoice and choose Request a waiver. Leadership approves it.

The books (Owner, Headmaster, Accountant)

• Finance Overview: money in the school's accounts, fees owed, and this month's income and spending.
• Expenses: the Accountant records spending; it goes into the books once the Owner or Headmaster approves it.
• Accounts and Journal: where money is kept, the headings it's recorded under, and every entry in the books.
• Reports: financial reports worked out from the books. The financial year is the academic year.
• Budget: the year's plan for income and spending, compared with the books. Approved budgets are never changed; a revision is a new version.
• Setup and Closing: bring past records in, enter opening balances, and close finished periods. Once a period is closed, nothing on or before that date can be changed.

Payroll

See Staff and HR › Payroll. SSNIT and PAYE deducted through payroll show under what's owed to GRA, SSNIT and others until they're paid over.

Boarding and discipline

Boarding

Boarding pages only appear for schools that take boarders (set under Settings).

• Houses and Dormitories: which house and dormitory each learner is in this year. Day learners can belong to a house too.
• Exeats: permission for boarders to leave campus. A request goes from Awaiting approval to Approved, then Out now when they leave and Back when they return. Late returns show under Overdue.
• Housemasters run exeats for their own house; other teachers see an empty list.

Learner discipline

• Report incident: any member of staff can record a conduct incident, with its severity.
• Teachers see incidents they reported and those for learners in their class. Leadership sees the whole school and decides the actions taken.
• The guardian can be told by SMS from the incident. The dashboard counts open incidents where the guardian hasn't been told yet.
• A learner's incidents also show on the Discipline tab of their record.

Communications

The Communications section holds everything for reaching parents and staff: announcements, texts, letters and documents, and forms.

Announcements

• The Owner, Headmaster, HR and School Admin publish notices for everyone, staff only, or parents only. Staff read theirs here; parents read theirs in the parent portal.
• You can schedule a notice (Publish on), set Show until, and Pin to the top.
• The SMS button texts a notice. EduSync shows how many texts it takes and what it costs before you send. Up to 300 characters are texted in full; longer notices point people to the portal.

SMS

The school's texts come from EduSync's sender and start with the school's SMS name, so families know who they're from.

• SMS Credit: prepaid credit for the school's texts. Each text is charged by the page: 160 characters of plain text, or 70 with emoji or special characters. To top up, pay EduSync quoting the school's reference; the credit shows once the payment is received. A batch the credit can't cover isn't sent at all.
• SMS Log: every text to parents and staff, whether it was delivered, and what it cost. Undelivered texts are refunded.
• SMS Settings (Owner, Headmaster): the SMS name, up to 11 characters, and the low-credit warning amount. Changing the SMS name sends a request to EduSync for approval.
• Sign-in codes and temporary passwords are sent free, on EduSync's account.

Letters & Documents

For letters and any other writing you want to keep or share. The Owner, Headmaster, School Admin, HR and Accountant write documents; every member of staff can open what's shared with them.

• New letter opens on the school letterhead with the usual layout ready to fill in. New document is for anything else; switch the letterhead on or off.
• Writing: headings, font size, bold, italic, underline, alignment, line spacing, indents, lists, tables, lines and page breaks (Ctrl+Enter). Pages show as A4 sheets, as they will print.
• Saving: it saves as you type. Ctrl+S saves straight away.
• My signature: upload your signature once (PNG, JPEG or WebP, up to 300 KB), then insert it into any document. Only you can insert yours.
• Issue letter gives the letter the next reference number (for example KUMACAD/2026/007) and locks it as the record of what was sent. To change it later, Make a copy.
• Print or PDF prints on A4, or saves a PDF from the print dialog.
• Folders: make folders and subfolders, rename, move (drag items onto a folder) and delete. Share a document or a whole folder with colleagues by name, as Can view or Can edit. Shared items appear under Shared with me.

Forms and online assessments

Any member of staff can make a form: a survey for staff or parents, or an assessment for a class. Forms stay within the school.

1. New form: choose Form or survey or Assessment, and start blank or from a starter (parent feedback, event reply, staff check-in, class test, true or false quiz).
2. Questions: short answer, paragraph, choose one, tick boxes, drop-down, linear scale, number, date, time, email and phone, plus section headings. Add a header image and a colour. It saves as you go.
3. Settings:
   • Who answers: staff (all or chosen roles, in the staff portal), parents (all or of chosen classes, in the parent portal), and learners (through the link, with their admission number and the access code).
   • Anonymous or not: the form tells people clearly whether their name goes with their answers. On an anonymous form no one, including you, can see who answered.
   • Opening and closing times, a response limit, changing answers after sending, and shuffled questions.
4. Open form, then Share to copy the link (and, for learners, the access code). Staff also find it under Forms › To answer, and parents in the parent portal.
5. Responses: a summary with charts for every question, each response on its own, and Export to a spreadsheet.

Forms from EduSync: now and then EduSync sends staff a questionnaire. It appears under Forms › To answer, marked From EduSync, and you answer it the same way. Some ask you to attach a PDF or Word document, up to 5 MB.

For assessments:

• Give each question marks and mark the right answer. Choices, numbers and short answers with accepted answers are marked automatically. You mark paragraph answers yourself, and can change any mark or add a comment.
• In Settings, choose the class and subject, a deadline and a time limit. Learners see a countdown; their answers save as they go, and whatever is saved is handed in when time runs out. New code replaces the access code.
• Release marks lets learners see their score, and the right answers if you allow it, through the same link.
• Send to continuous assessment puts the marks on the class's mark sheet as the assessment type you choose, out of the form's total. Sending again updates it. The usual rules apply: the subject teacher, Headmaster or Owner, while the term takes marks.

School settings

Settings (Owner and Headmaster) holds how the school is set up in EduSync. Change these with care: they affect everyone.

• School profile: name, contact details and registration, shown on report cards, receipts and the parent portal. Also whether the school takes boarders.
• Letterhead: printed at the top of report cards, receipts, payslips, reports and letters.
• Results: how results are worked out (assessment and exam weighting). These are the school's defaults; each class can differ for a term.
• Lesson notes: when notes are due each week. Notes sent after the deadline are marked late.
• AI Insights: the thresholds for nightly flags, such as attendance below a level or fees overdue by a number of days.
• Staff logins: each member of staff's sign-in account and role. Create a login, reset a password, change a role, or switch a login off when someone leaves.

Elsewhere:

• School Logo (School Admin) and the portal logo in Settings set the logo at the top of the staff and parent portals.
• EduSync Subscription (Owner, Accountant): the school's EduSync plan, bills and receipts.
• Audit Log (Owner): every change made in the system, with who made it and when.

Who can do what

Your role is set on your login under Settings › Staff logins. It decides what's in your sidebar. ✓ means full use; a note means part of it; – means not available.

If you need something your role doesn't give you, ask the Owner or Headmaster. Don't share a login: every change is recorded under the person signed in.

Looking after information

EduSync holds personal information about children, families and staff. Everyone who signs in is responsible for keeping it safe.

• Your login is yours. Never share your password or sign in for someone else. Every change is recorded under the person signed in.
• The audit trail: corrections to names, dates of birth, national IDs, guardians and other details are logged with the old value, the new value, who changed it and when.
• Sensitive details: health, disability, refugee status and family circumstances are recorded to support the learner. Use them only for that, and don't copy them into messages or exports you don't need.
• Exports: a downloaded spreadsheet leaves EduSync's protection. Keep it on school devices and delete it when you're done.
• Anonymous forms really are anonymous: no one, including the form's owner, can see who answered. Don't ask for names inside an anonymous form.
• Shared computers: sign out when you leave. EduSync signs you out after a period of no activity, but don't rely on it.
• Consent: tick the consent boxes at enrolment only after the parent or guardian has agreed.

Troubleshooting and common questions

Still stuck? Contact your school's EduSync administrator with the page you were on, what you clicked, and any message shown.