First-Time Setup Wizard

First-Time Setup Wizard

Complete this setup wizard to configure OpenEduCat for your institution. This guide walks you through each step with detailed field explanations.

Time Required: 30-45 minutes Who Should Do This: System Administrator Prerequisites: Admin login credentials

---

Table of Contents

1. Access the Setup Wizard
2. Configure Institution Details
3. Set Up Academic Structure
4. Enable Feature Modules
5. Configure User Roles
6. Complete Setup

---

Step 1: Access the Setup Wizard

1. Log in to OpenEduCat with your administrator account
2. Navigate to Settings in the main menu
3. Click OpenEduCat Configuration
4. The setup wizard opens automatically on first login

💡 Tip: If the wizard doesn’t open automatically, click Run Setup Wizard in the Settings page.

---

Step 2: Configure Institution Details

2.1 Open Company Settings

1. Click Settings > General Settings
2. In the Companies section, click your company name
3. Click Edit to modify details

2.2 Fill Institution Information

Field	Description	Example	Required
Company Name	Official name of your institution	”Springfield International School”	✅ Yes
Address	Street address	”123 Education Lane”	✅ Yes
City	City name	”Springfield”	✅ Yes
State	State/Province	”Illinois”	✅ Yes
Country	Select from dropdown	”United States”	✅ Yes
ZIP	Postal code	”62701”	✅ Yes
Phone	Main contact number	”+1 (555) 123-4567”	✅ Yes
Email	Official email address	”info@springfield.edu”	✅ Yes
Website	Institution website URL	”https://www.springfield.edu”	No
Company Logo	Upload institution logo (PNG/JPG, max 5MB)	-	No
Tax ID	Tax identification number	”12-3456789”	No

2.3 Save Company Details

1. Review all entered information
2. Click Save button at the top-left

⚠️ Warning: The company name appears on all official documents (invoices, certificates, reports). Ensure it matches your legal institution name.

---

Step 3: Set Up Academic Structure

3.1 Create Academic Year

Navigation: OpenEduCat > Configuration > Academic Year

1. Click Create button
2. Fill in the following fields:

Field	Description	Example	Required
Name	Academic year display name	”2025-2026”	✅ Yes
Code	Short code for the year	”AY2526”	✅ Yes
Start Date	First day of academic year	”2025-08-01”	✅ Yes
End Date	Last day of academic year	”2026-05-31”	✅ Yes

3. Click Save

3.2 Create Academic Terms

Navigation: OpenEduCat > Configuration > Academic Term

For each term (semester/quarter):

1. Click Create button
2. Fill in:

Field	Description	Example	Required
Name	Term display name	”Fall Semester 2025”	✅ Yes
Code	Short code	”FALL25”	✅ Yes
Academic Year	Select parent year	”2025-2026”	✅ Yes
Start Date	Term start date	”2025-08-01”	✅ Yes
End Date	Term end date	”2025-12-15”	✅ Yes

3. Click Save

💡 Tip: Create all terms for the year at once:

• Fall Semester: Aug 1 - Dec 15
• Spring Semester: Jan 15 - May 31
• Summer Term: Jun 1 - Jul 31 (if applicable)

3.3 Create Departments

Navigation: OpenEduCat > Configuration > Department

1. Click Create
2. Fill in:

Field	Description	Example	Required
Name	Department name	”Computer Science”	✅ Yes
Code	Short code	”CS”	✅ Yes
Parent Department	Higher-level department (if any)	“School of Engineering”	No

3. Click Save
4. Repeat for all departments

3.4 Create Courses

Navigation: OpenEduCat > Course > Courses

1. Click Create
2. Fill in the General Information tab:

Field	Description	Example	Required
Name	Full course name	”Bachelor of Computer Science”	✅ Yes
Code	Course code	”BCS”	✅ Yes
Department	Select department	”Computer Science”	✅ Yes
Program	Degree program	”Undergraduate”	No
Evaluation Type	How students are evaluated	”Grade” or “Percentage”	✅ Yes
Min Class Size	Minimum students to run course	”10”	No
Max Class Size	Maximum students allowed	”60”	No

3. In the Subjects tab, add subjects (can be done later)
4. Click Save

3.5 Create Batches (Class Sections)

Navigation: OpenEduCat > Course > Batches

1. Click Create
2. Fill in:

Field	Description	Example	Required
Name	Batch identifier	”BCS-2025-A”	✅ Yes
Code	Short code	”BCS25A”	✅ Yes
Course	Parent course	”Bachelor of Computer Science”	✅ Yes
Start Date	Batch start date	”2025-08-01”	✅ Yes
End Date	Expected completion	”2029-05-31”	✅ Yes
Strength	Maximum students	”30”	No

3. Click Save

---

Step 4: Enable Feature Modules

Navigation: Settings > OpenEduCat Configuration

Enable the modules your institution needs:

Student Information System (Core)

Module	Toggle	Description
Admission	☑️ Enable	Student application and enrollment
Attendance	☑️ Enable	Track student presence
Assignment	☑️ Enable	Create and grade assignments
Exam	☑️ Enable	Examination management
Fees	☑️ Enable	Fee collection and invoicing
Timetable	☑️ Enable	Class scheduling

Academic Modules

Module	Toggle	Description
Library	☐ Optional	Book lending system
Grading ⚙️	☐ Optional	Advanced gradebook
LMS ⚙️	☐ Optional	Online learning platform
Quiz ⚙️	☐ Optional	Online assessments

Administrative Modules

Module	Toggle	Description
Parent Portal	☑️ Enable	Parent access to student info
Transportation ⚙️	☐ Optional	Bus routes and tracking
Discipline ⚙️	☐ Optional	Behavior management
Health ⚙️	☐ Optional	Student health records

After Enabling Modules

1. Click Save at the bottom of the page
2. Wait for modules to install (progress bar appears)
3. Refresh the browser when prompted

⚠️ Warning: Some modules require additional configuration after enabling. Check each module’s settings page.

---

Step 5: Configure User Roles

5.1 Understand Default Roles

OpenEduCat includes these default user groups:

Role	Access Level	Typical Users
Back Office User	View student records, basic operations	Office staff
Back Office Admin	Full access to all SIS features	Registrar, Admin
Admission User	Process admissions	Admission officer
Admission Admin	Manage admission settings	Admission head
Faculty	Mark attendance, grade assignments	Teachers
Student	View own records, submit assignments	Students
Parent	View child’s records	Parents/Guardians

5.2 Create Admin User

Navigation: Settings > Users & Companies > Users

1. Click Create
2. Fill in:

Field	Description	Example	Required
Name	Full name	”John Smith”	✅ Yes
Email	Login email	”john.smith@school.edu”	✅ Yes
Password	Temporary password	”ChangeMe123!”	✅ Yes

3. In Access Rights tab, check:

   • ☑️ OpenEduCat / Back Office / Administrator
   • ☑️ Administration / Settings

4. Click Save

5.3 Create Faculty Users

1. Create user with email

2. In Access Rights, check:

   • ☑️ OpenEduCat / Back Office / User
   • ☑️ OpenEduCat / Timetable / User
   • ☑️ OpenEduCat / Attendance / User
   • ☑️ OpenEduCat / Assignment / User

3. Link to Faculty record:

   • Go to OpenEduCat > Faculty
   • Edit faculty record
   • Set User field to the created user

---

Step 6: Complete Setup

6.1 Verify Configuration

Use this checklist to verify your setup:

• Institution details are complete and accurate
• At least one Academic Year exists
• At least one Academic Term exists
• Departments are created
• At least one Course exists
• At least one Batch exists
• Required modules are enabled
• Admin users have correct permissions
• Test login works for admin account

6.2 Run Test Scenarios

Test these basic workflows:

1. Create a test student:

   • OpenEduCat > Students > Create
   • Fill basic info and save

2. Create attendance sheet:

   • OpenEduCat > Attendance > Attendance Sheets > Create
   • Verify students appear in the sheet

3. Check reports:

   • OpenEduCat > Reports
   • Run a sample report

6.3 What’s Next?

After completing setup:

1. Create Admission Register - Start accepting applications
2. Add Faculty Members - Register your teachers
3. Configure Fee Structure - Set up billing
4. Create Timetable - Schedule classes

---

Troubleshooting

Module won’t enable

Problem: Clicking the module toggle doesn’t enable it.

Solution:

1. Check if the module is installed: Apps > Search for module name
2. If not found, you may need to update the apps list: Apps > Update Apps List
3. Enterprise modules require a valid license

Settings not saving

Problem: Changes revert after clicking Save.

Solution:

1. Check for validation errors (red highlighted fields)
2. Ensure all required fields are filled
3. Try refreshing the page and re-entering

User can’t access module

Problem: User doesn’t see a menu after module is enabled.

Solution:

1. Verify user has correct access groups
2. Log out and log back in to refresh permissions
3. Clear browser cache

---

Related Topics

• System Requirements
• Understanding the Interface
• User Roles & Permissions
• Backup & Recovery

---

Last updated: January 2026