School Management Software

Ans: School magica software helps manage Student, Teacher, Classes, Sections, Fees, Attendance, Test, Library, Hostel, Transportation, Event and Clubs. Software provides easy reports like CBSE-R-Card, Outstanding fees, Marks, Attendance, Test etc.

Ans: Login to software using username and password provided then go “Configure” tab set your school information in school info.

Ans: Go to configure menu select settings tab here you can set all the basic details you require for school like pop up reminders, terms setting, tax rate academic session etc.
Options type: Here you have various options like you can set document type in that you can add the documents you are collecting from students and staff, can add different house for students and can add details of expense type, Curriculum, branch and etc.
SMS: Here you can set SMS settings by putting string, then you will be able to send messages to students and staff.
E-Mails: Here you can define e mail settings for sending e mails to the student and staff.
Other Fees: Here you can configure any additional fees (other than course fees) that students need to pay. This may include admission fees, parking fees, examination fees, lab fees, etc.
Items to issue: Add the details of items that you want to issue to students or staff and the click on save. You will be able to issue items to students from utilities tab.
Finger print: If you wants to take attendance in biometric form then you need to configure your device with software from here enter all the details and save, then you will be able to take attendance of student and staff from attendance tab.
Payroll setup: If you are having professional tax deduction against staff payment then you can set it from here also you can set pf, when you pay staff salary it will automatically get that amount deducted from staff salary.
Icard Settings: To print the icard of student with different options like you need background image for icard, backside of icard, and principle image then you upload those image from here and while you print the icard it will be shown on selection.

Ans: Here you can perform the User Management for your School magica software. You can add new users, and configure them so that they may or may not have administrator privileges. Here you can assign different permissions to the users according to their role. If the password of an existing user has to be changed, select the user from the grid and tick on the check box of Change password. Enter the new password and click on update button. You can also change the username if you want.

Ans: First select the classes tab, click on New/Modify and select class add the names of the class and no of subjects that are offered at your school then click on Save. You can also create multiple classes and section at one go for that select Easy class/ Section creation tab, select the classes you want to create and set the maximum no of subjects you have for classes and save details. Select the subject tab to add the subjects belonging to the class. Select the class name added earlier and add the names of the subjects and no of periods for that periods for the subject that are offered under the selected class at your institute. You can also create multiple subject for various classes at a time select Multi Class Subject type the subject name and no of periods for subject then select the classes for which that subject belongs and then save the details. Select the class fees tab select the class name and fee category added earlier set the duration for class and set fees either as monthly fees or total fees and hit save button to save fees details.

Ans: Utilities> Import >Import Class details from excel. Import is used to import class from an excel spreadsheet into the School magica. This is useful for the first time users of the software – the class data available in excel can be directly imported into School magica, thus saving the effort and time required for data entry. The class data should be available in the specified format in excel. Before importing the data, user needs to set the system date to either dd/mm/yyyy or mm/dd/yyyy format.

Ans: When a student walks into the school for the first time to enquire about the school, fees, duration, etc. the student details can be saved using the student enquiry form. Here, you can add all the relevant information like student name, address, contact numbers, date of birth, educational qualification, etc. You can also attach a digital photograph of the student along with his / her contact information. In this form, you can mark the class in which the student is interested.

Ans: Utilities>Import>Import pre admission details from excel. Import is used to import student preadmission data from an excel spreadsheet into the School magica. This is useful for the first time users of the software – the student data available in excel can be directly imported into School magica, thus saving the effort and time required for data entry. The student data should be available in the specified format in excel. Before importing the data, user needs to set the system date to either dd/mm/yyyy or mm/dd/yyyy format.

Ans: The follow-up sub menu is provided under preadmission menu. It is to use to save the details of the follow-up calls which have been made to the students. Here you can search for particular student lists for which the follow-ups are to be done. You can search for students using First name, Last name or search for all students who have either enquired about or registered in a particular Class. You can also specify a range of dates within which the enquiry has been done in order to do the follow-ups. After specifying the search criteria, click on “Show” button. This will list all the students who match the search criteria. Then select the students from the list one by one to do the follow-ups.
In the follow-up details, you can select a status of the call made. Some of the pre-defined call status are “Busy”, “Switched off”, “No response”, etc. You can define your own call status depending upon your need. There is a checkbox provided to indicate whether the student is interested in joining the courses or not. Also, there is a remarks field where any comments from the follow-up calls can be added. The information saved in this form during follow-up calls can be seen in the reports to track the progress of the follow-ups.

Ans: Click on Admission tab this form is used to enroll a student for a particular class. You can either enter all the required details or choose a student from the pre-admission by clicking on select from pre-admission. Registration Number is auto-generated by default. Select the class in which the student wants to register & then select the fee category from drop down (by default Regular is selected) and click on “Save" to save the student information.

Ans: Utilities>Import>Import admission details from excel. Import is used to import student admission data from an excel spreadsheet into the School magica. This is useful for the first time users of the software – the student data available in excel can be directly imported into School magica, thus saving the effort and time required for data entry. The student data should be available in the specified format in excel. Before importing the data, user needs to set the system date to either dd/mm/yyyy or mm/dd/yyyy format.

Ans: Class fees can be taken in a lump-sum amount from the student. Click on Monthly Payment tab select student and months for which payment is being made, select other fees (optional) if student is paying other fees, Enter Discount (optional) either in amount or in percentage, Enter “Tax” (optional) percentage, choose the “Pay Date”, Enter “Provisional Receipt” Number if required & select pay mode then click on Save monthly payment details get saved successfully.

Ans: Installment payments we can take from here. Go to Schedule installment select the name of the student using the drop down menu, add the number of installments in which the payment will be done. Also you can define the interval period and can set no carry forward of installment if you do not want to carry forward the amount to next installment by checking the checkbox for NFC. Then hit Save to schedule installment.
To pay installment payment of student go to Pay installment then select the student from drop down list then, enter total paid amount, tax on the amount paid is calculated according to the tax rate set you can also set discount in amount or percent, Enter “Provisional Receipt” Number if required & select pay mode then select pay date and other fees if want to pay along with installment amount then to save the details click on “Save” installment payment details get saved successfully.

Ans: Other fees can be taken separately from the student. Click on other fees Payment tab select student, other fees type and months for which payment is being made, Enter Discount (optional) either in amount or in percentage, Enter “Tax” (optional) percentage, choose the “Pay Date”, Enter “Provisional Receipt” Number if required & select pay mode then click on Save other fees payment details get saved successfully.

Ans: Refund: The payment module also allows refunds to be made to the students. Select refund from payment menu, select the student name, enter the amount to be refunded, Enter “Provisional Receipt” Number if required add remarks and click “Save”.

Ans: Printing a receipt: To print a receipt for the payment, select student and click on the “Receipt” button at the bottom of the form. You can choose to print a single receipt or a double receipt. If you choose double receipt, it will create 2 copies of the same receipt which can be printed on a single page. This is useful for you to keep a record (copy) of the receipts that have been issued.

Ans: Click on section menu select new/modify, select class for which section needs to be created then select section, assign class teacher to section (optional), specify student capacity in section (optional), set room no (optional) then move the suggested students to list of student in section using forward menu and save the section details.

Ans: Select section for which you want to assign roll no then select gender order and select Atuo set roll no by option then click on set it will set roll no and click save to assign roll no to the student in section.

Ans: To promote student to new session 1st set fees and section for new session from bottom of the form. Now select section from the current session then select those student who is promoted to next session and select new section for next year, select allotment date and save the details. Student will get promoted to new session.

Ans: Go to section tab in that go to set section, select new session then check the check box for fees if fees are same as last session also select the sections from current session which needs to be moved to new session then click on save button to save the details.

Ans: I - Cards are prepared for registered students. Go to admission tab in that select icard as sub menu then select type, color, layout for icard and select either single student or you can select student class wise and section wise also then click on Go button and check the checkbox for student whom you want to print icard and click on print button to generate icard for students.

Ans: Student can submit the scanned copies of different documents. Go to Admission->document, select student name of whom documents to be saved, Select the document type, date of submission & then browse the image & then click on add & then click on save.

Ans: Go to Admission->scholarship details, select student name of whom scholarship to be paid, to be saved, Select the date and months for which scholarship is being paid, enter the amount & then click on save to save scholarship details.

Ans: This is used to send messages to make an announcement to a selected group of students. You can choose to send Schoolmagica or an E-Mail. In the “Send To” box you can choose the group of students to which the message has to be sent. You can also choose to send messages to the students alone and/or to the mother/father of the students. Messages can be sent to:
A single student: Use “Search by name” to find the particular student.
Section: Select the Section name and send messages to all or selected students of the section.
Class: Select a particular Class, and click on “Go” button. This will give the list of students who have enquired for the selected class within the selected time frame, but not registered yet. You can then send announcements about the beginning of the class or discount offers, etc. to all or selected students from the list.
All registered: Select a “From date” and a “To date”. This option gives you a list of all the students who have registered in your institute in the selected time frame. This can be used to make announcements like institute holidays, or change in working hours, etc. to all or selected students from the list.
All enquiries: This option gives a list of all the students who have enquired at your institute/school within a selected time frame but not registered yet. This option can be used to make discount offer announcements, etc.
All sections: This option gives a list of all the students who are currently registered at your institute/School and are a part of one or multiple sections.
Birthday wish: This option is used to list the students whose birthday is the current system date. It can be used to send birthday greetings to the students who are enrolled in the institute. Once you have selected the list of students to whom you want to send the message, select the option Schoolmagica or E-Mail, type in the message and click on “Send” to send the message.

Ans: This module helps to Keep track of student attendance for a particular section. Select the section and the date for which the attendance has to be taken. It comes up with the list of students in the selected section. By default, all the students are placed in the “present” category. Select the students who are absent and click the forward arrow (>>) button to move the selected students into the “absent” category. Finally, click the “Save” button to save the attendance for that date.
You can also take attendance by using biometric machine select date, section and check the checkbox for machine name then click on “from device” button it will fetch attendance from machine it will automatically move the absent student in absent box then click on save to save attendance.
To filter the Sections for which attendance has not been taken for the selected date, choose the checkbox “Show Sections for which attendance is not taken”.
You can also send SMS or eMail to the students and/or parents informing them about their absenteeism from this form itself. Just select SMS or eMail option, and type in the message to be sent. By default, a message has been provided which is just an informative message about student not present in school. You can choose to send the message to the student, the mother and/or the father of the student.

Ans: Test module is used to enter the marks obtained by the students of a particular class in a test. To add test result select section, exam, subject, test type from drop down, it comes up with the list of students in the class. Set maximum and minimum marks for subject answer set date then enter the marks obtained by each student in that particular test using this form. If a student was absent on the day of the test, then tick the “Absent” checkbox next to the marks column for that student. This data is used for analyzing the progress of the students and the class.

Ans: To send message for test result select exam, section and subject student list will appear then select the student for which you want to inform result. You can also send SMS or eMail to the students and/or parents informing them about their result from this form itself. Just select SMS or eMail option, and type in the message to be sent. By default, a message has been provided which is just an informative message about student result. You can choose to send the message to the student, the mother and/or the father of the student.

Ans: Go to test> Hall ticket, now select section and exam for which hall ticket needs to generate student list will appear then click on assign hall ticket no and set hall ticket no then click on save to save hall ticket no and click on print button to print the hall tickets.

Ans: Go to test> Exam time table, then select the exam for which you want to generate the timetable now select exam date, shift, medium, test type and subject for different classes and click on save to save the details. You can also print the exam timetable.

Ans: Go to CBSE-CCE tab select attendance in that select section student list will appear from that list select student for whom you want to generate report enter the details of attendance and save. Now select health status tab in that select section student list will appear from that list select student for whom you want to generate report enter the details of health status and save. Select academic performance tab in that select section and student name and click on show button you can verify test marks from here before generating report. Now enter all the details of Co-Scholastic by selecting section student list will appear then select student and enter co-scholastic details and save. Select self-awareness tab select section student list will appear select student and enter details of self-awareness and save. Now to generate report go to print CCE report option select section student list will appear from that list select student for whom you want to print report card select appropriate session and click on print CBSE-CCE report card will get printed.

Ans: Go to CBSE-R-Card in that select Co-Scholastic now select section student list will appear select student name enter co-scholastic details and save it now go to print report card select section student list will appear select student name select type of report and click on print to print CBSE-R-Card.

Ans: To add parents details go to parents details tab enter all the details like parent no, email, name etc. and click on save parent details will get saved. Now go to student admission or pre-admission tab and click on search button for father select parent’s details for student and save it.

Ans: You can find the details of siblings, got to parent details tab> sibling details and select the appropriate name of parent it will show all the children’s name which belongs to that parent.

Ans: Staff module is for keeping Staff details like name, photograph, address, contact numbers, email, educational qualification, experience and the subject(s) which the Staff is going to teach. It also allows you to add/modify Staff information. Double-click on a Staff name in the list of the Staff at the bottom of the form to see the staff details. Then make the required changes and click “Update” to save the changes.

Ans: Utilities>Import>Import staff details from excel. Import is used to import staff data from an excel spreadsheet into the School magica. This is useful for the first time users of the software – the staff data available in excel can be directly imported into School magica, thus saving the effort and time required for data entry. The staff data should be available in the specified format in excel. Before importing the data, user needs to set the system date to either dd/mm/yyyy or mm/dd/yyyy format.

Ans: Staff can submit the scanned copies of different documents. Go to Staff>document, select staff name of whom documents to be saved, Select the document type, date of submission & then browse the image & then click on add & then click on save.

Ans: School magica allows you to Set & pay salary for a Staff, select staff name and set the salary structure for staff. To pay a Staff’s salary, choose a Staff name from regular payment tab and select payment date and for month a pop will appear which show all the details of salary, here you can add bonus or deduct salary for being absent then click on calculate and save total net salary will appear now click on calculate button it will calculate payable amount and select pay mode then click on Save button to save the payment for the selected staff.

Ans: To take attendance of Staff manually, click on attendance, it will open a window where it will show you the list of staff select date, here tick present & if staff is absent then do not tick present check box and save the attendance details. You can also take attendance by using biometric machine select date and check the checkbox for machine name then click on “from device” button it will fetch attendance from machine it will automatically check the staff who is present then save the attendance.

Ans: Utilities > Expenses: The Expenses Submenu is under Utilities menu is used to keep track of the expenses which are being incurred in the institute on a day to day basis. This can be used to keep a record of all the bills (like electricity, telephone, etc.) and also other recurring expenses (like stationary, equipment, refreshments, etc.)The expense type is defined in the Setting section. While making an entry for an expense, click on expense type, enter the amount, enter the date of expense, and select pay mode and Click on “Save” button to save the expense entry.

Ans: To issue items to student or staff go to Utilities> Items to issue in that select student name, section or staff name to whom item needs to issues then select item name and issue date and type issue quantity and click on issue button item will get issued to student.

Ans: You can generate various certificates for students, go to utilities certificate>general certificate, here you can generate certificate like transfer certificate, bonafide certificate etc. for student. Select certificate type, class and student name and then click on Go button to generate certificate as well you can print that certificate. Also you can generate promotional certificate for students for this go to utilities> certificate> promotional certificate, select layout and theme of certificate then search for student like you can generate section wise, class wise or student wise certificate add the proper Parameters and then click on go student list will appear then select those student whom you wants to issue certificate and click on print button.

Ans: To manage library go to Utilities> library, You can add the details of book you have in library go to book submenu fill in all the details click on save book details will get added. You can also create category and sub category for the book also. If you have book details in excel file then you can also import the book details using import from excel file. The book data should be available in the specified format in excel. Before importing the data, user needs to set the system date to either dd/mm/yyyy or mm/dd/yyyy format.
You can issue book to student or staff, for this go to issue book sub menu select either student or staff then issue date and set no of days for which book is to issue then select book and click on add button and save the details of book issued.
You can take book return from student go to return book submenu under library then search student or staff using different criteria select the student or staff who is returning book and double click on that student it will take you to new window then select the return date and select books to return and then save the details.

Ans: Go to Utilities > Transportation > bus details, add the bus details like bus number, driver, vendor etc. and save the details using save button.
Go to Utilities > Transportation > bus stops, add the bus stops details you have for school and save these details. Go to Utilities > Transportation > bus route, to add bus route select the bus number it will show you all the available bus stops then select the stops and move it to selected stops using forward arrow button. You can also organize stops i.e. 1st stop to last stop use up and down arrow button to organize the stops and click on save to save details.
Go to Utilities > Transportation > assign student bus, to assign student in bus select bus number and bus stop and select the student you are picking from that stop using checkbox and save the details using save button.

Ans: Go to Utilities >Event -club >Event management, now click on events sub menu and add the details of event you are conducting and click on save button to save details.
To assign students for particular event go to assign student submenu there select event name and search student by name or class etc. and click on Go button student list will appear now move the available student using forward arrow button to selected student list and save the details using Save button.

Ans: Go to Utilities >Event-club >Club management, under clubs sub menu and add the details of club you have in your school and click on save button to save details.
To assign students under club go to assign student submenu there select club name and search student by name or class etc. and click on Go button student list will appear now move the available student using forward arrow button to selected student list and save the details using Save button.

Ans: Go to Utilities >Event -club >Activity management, add the details of activity you are conducting like club which is hosting the activity, activity name, date and click on Save button to save details.

Ans: Go to Time table > settings> to generate timetable do the basic setting like set number of periods per week, recess and staff availability and click on Save button.
Go to Time table > generate timetable> you can create empty structure for timetable for that empty structure you can select empty structure(Manual) checkbox give the name to timetable check checkbox if you want to set it as default and click on create then save the structure and add the details manually for periods. You can also auto generate timetable click on auto generate radio box give version name and click create and save details using Save button. Go To Manual/modify timetable details tab then click on Add/remove periods select day and period, subjects and staff then click on add tab it will show you details added and save the details of timetable. You can also exchange periods added already.
Click Find free staff tab select day, period and class/section and click on show button it will show the list of free staff you can also send SMS to free staff to engage any period etc. using send SMS button.
You can also view reports related to timetable using reports submenu

Ans: Go to Utilities> Hostel> Hostel management, now add the hostel details like hostel no, hostel name, address, rooms available etc. and click on save to Save the details.
Go to Utilities> Hostel> Room management, add the details of rooms you have in hostel like room no, capacity of room facilities and click Save to save room details.
Go to Utilities> Hostel> Hostel Register/Room allocation, select hostel name, room no, student or staff who is staying in hostel add start date and end date and click on Save to save allocation details. The list of student and staff who are allocated to hostel is shown in right panel. If student is discontinuing from hostel then check the checkbox for discontinue button specify date and reason for discontinue and click on update to Update student details.

Ans: You can keep track of visitors using this module, go to utilities> Visitor> Visitor management enter the details of visitor like name, address contact no, visiting to, visiting purpose in and out time and save the details using Save button. Visitor list will appear on right panel.

Ans: Got to Utilities >Incomes, you can add the details of income you are receiving from sources, select income type, date, amount and pay mode then click on Save to add the incomes.

Ans: You can print payment receipts later on also, go to reports >Payment Reports> select backdate payment reports> select student name & enter the date range then click on view , select receipt to be printed & click on Print Receipt button.

Ans: From Reports tab you will get all the details of payment made by student and payment given to staff. To track all details regarding payment we have nearly 30 reports.

Ans: Go to payments> Fee Deposits> select the date range from which you want to deposit fee and check the checkbox before fee name it will calculate total amount now select deposit date and bank name where you have deposited fees also you can upload deposit slip image for reference and save details.
Now go to payment processing tab select deposit date range payments which are deposited in bank will appear, double click the payment and you can define the status of payment like if cheque is clear then change status to clear etc.
Also you can keep track of bounced cheque using select date range and click go it will show you details of bounced cheque and you can add action taken against bounced cheque and save details.

Ans: To track school progress in School magica you will get various reports like student attendance, staff attendance, student payment, staff payment, student enquiry follow up, student tests, expense occurring in school and other reports like library, hostel, visitor, transportation, enquiry source, etc. you can check all reports from Reports tab.

Ans: In School magica you can take specific fees from students you can define those specific fees from other fees tab in configure settings menu then to define that fee to student go admission tab select Specific fees submenu, select the student name and select the specific fees you want to take from student then save the details using Save button while taking payment from student you will see specific fees as well as all general fees.

Ans: You can add the TC details of student in School magica, go to Admission > TC details then add all the details of student and click on Save button to save details. Now when you will be generating TC certificate for student from certificates tab select student name then all these details added for student will pre populate in certificate and you can print that certificate also.