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Home › System Overview

System Overview

What is MS Hifz Academy ERP?

The MS Hifz Academy ERP (Enterprise Resource Planning) is a comprehensive management system designed to handle all administrative and academic operations across multiple branches of an educational institution.

Core Features

Multi-Branch Support

Manage multiple school locations independently with centralized control and reporting.

Student Management

Complete student information tracking, enrollment, and academic progress monitoring.

Academic Management

Subject assignment, test scheduling, grade configuration, and performance tracking.

Fee Management

Comprehensive billing, payment collection, concession management, and financial reporting.

Attendance Tracking

Daily attendance marking, absence reporting, and attendance analytics.

Reports & Analytics

Powerful reporting tools for academic, financial, and operational insights.

System Architecture

┌─────────────────────────────────────────────────────────┐ │ MS Hifz Academy ERP System │ ├─────────────────────────────────────────────────────────┤ │ Frontend (React/TypeScript) → Backend (Flask/Python) │ │ ├─ Authentication & Authorization │ │ ├─ Multi-Branch Management │ │ ├─ Academic Module (Subjects, Tests, Grades) │ │ ├─ Student Module (Enrollment, Records) │ │ ├─ Fee Module (Billing, Payments, Concessions) │ │ ├─ Attendance Module │ │ └─ Reporting & Analytics │ └─────────────────────────────────────────────────────────┘
Home › User Roles

User Types & Roles

1. Admin User

System-Wide Access

Responsibilities:

  • System-wide access to all features
  • User account management
  • Branch access configuration
  • Report generation and analysis
  • System maintenance and setup

Permissions:

Create/Edit/Delete Users Manage Branches Configure Academic Year Access All Modules View All Reports

2. Academic Coordinator

Academic Focus

Responsibilities:

  • Subject management
  • Test scheduling and configuration
  • Grade scale setup
  • Student test assignment
  • Academic record maintenance

Permissions:

Create/Manage Subjects Manage Test Types Assign Tests Configure Grades View Academic Reports

3. Finance Manager

Financial Management

Responsibilities:

  • Fee structure configuration
  • Student billing management
  • Payment collection and tracking
  • Fee reports and reconciliation

Permissions:

Manage Fee Types Collect Payments Create Concessions View Fee Reports Generate Statements

4. Class Teacher

Classroom Level

Responsibilities:

  • Student attendance marking
  • Test score entry
  • Class-level academic management
  • Student progress monitoring

5. Branch Administrator

Branch Operations

Responsibilities:

  • Day-to-day branch operations
  • User management at branch level
  • Student administration
  • Fee and attendance oversight

User Management Module

How to create system users, assign roles (Admin, Finance Manager, Class Teacher), manage branch access, and reset passwords. Includes the full role reference table.

Open Document
Home › Login Workflow

Login Workflow

1

Access the System

Open your web browser and navigate to the ERP system URL. The login page will display with MS Hifz Academy branding.

2

Enter Credentials

Enter your assigned username (e.g., admin01, teacher_john) and secure password.

3

Backend Validation

System validates username, verifies password, checks user status, and fetches authorized branches.

4

Token Generation

JWT security token created with 24-hour expiration and stored in browser.

5

Dashboard Access

User profile loaded, modules displayed based on role, and main dashboard presented.

Security Best Practices

  • Never share your password
  • Use strong passwords (8+ characters with mixed case and numbers)
  • Change your password periodically
  • Always logout when leaving the system

Login Response Example

{ "message": "login successful", "token": "eyJhbGciOiJIUzI1NiIs...", "user": { "user_id": 101, "username": "admin01", "role": "Admin", "branch": "AllBranches", "location": "Hyderabad", "allowed_branches": [ { "branch_id": 1, "branch_code": "HYD-MAIN", "branch_name": "Hyderabad Main Campus", "location_code": "HYD" } ] } }
Home › Branch Management

Branch & Location Management

Understanding Branch Structure

Location: Geographic region or city (e.g., "Hyderabad", "Bangalore")

Branch: Individual school/campus within a location

Academic Year: Academic session (e.g., "2024-2025", "2025-2026")

Data Isolation by Branch

Module Isolation Scope
Students Branch + Academic Year
Subjects Academic Year (shared across branches)
Classes Location-wide
Fee Types Branch + Location + Academic Year
Grade Scales Location + Academic Year
Tests Branch + Location + Academic Year
Attendance Branch + Location + Academic Year

✓ Critical Principle: Data Isolation

All data is isolated by branch and location. Admin in "Hyderabad Main" branch cannot see students from "Bangalore Main" branch.

Home › Academic Management

Academic Management

Subject Master

A subject is a course or topic taught at your institution. Can be categorized as "Hifz" or "Academic".

Subject Types:

  • Hifz Subjects: Quranic memorization and Islamic studies
  • Academic Subjects: Regular school curriculum (Math, Science, English, etc.)

Step-by-Step: Create a Subject

Class Management

A class is a grade level grouping (e.g., "Class 1", "Class 10", "Hifz-1") with multiple sections (A, B, C, etc.).

Class Master ├─ Class Name (e.g., "Class 10") ├─ Location (e.g., "Hyderabad") ├─ Branch (default: "All" = location-wide) └─ Multiple Sections (A, B, C) └─ Students in Section

Subject Assignment to Classes

Step-by-Step: Assign Subjects to Class

1

Select Academic Year

Choose: 2025-2026

2

Select Location & Branch

Location: Hyderabad | Branch: Hyderabad Main Campus

3

Select Class

Choose: Class 10

4

Select Subjects

✓ English Literature
✓ Mathematics
✓ Science
✓ Quran (Hifz)

5

Save Assignment

Click "Assign Subjects" → Confirmation displayed

Academic Module

Refer to the official PDF provided separately — covers subject creation, class-subject assignment, student subject assignment, test types, class tests, marks entry, grading scale, and report card generation.

Open Document
Home › Grade Scale Configuration

Grade Scale Configuration

What is a Grade Scale?

A grade scale defines how numerical marks are converted into letter grades.

Example Grade Scales

Traditional A-F Scale

  • A: 90-100 marks
  • B: 80-89 marks
  • C: 70-79 marks
  • D: 60-69 marks
  • E: 50-59 marks
  • F: 0-49 marks

Hifz Standard Scale

  • Excellent: 90-100 marks
  • Very Good: 80-89 marks
  • Good: 70-79 marks
  • Satisfactory: 60-69 marks
  • Needs Improvement: 50-59 marks
  • Below Expected: 0-49 marks

Grade Scale Scope

Location-Wide: Grade scales are created at Location level and automatically apply to all branches in that location.

Step-by-Step: Create a Grade Scale

Master Information

Grade Details

Grade Min Marks Max Marks Description
A 90 100 Excellent Performance
B 80 89 Good Performance
C 70 79 Average Performance
D 60 69 Below Average
E 50 59 Needs Improvement
F 0 49 Fail - Re-evaluation Required

Validation Rules

  • ✓ Ranges must be continuous (no gaps)
  • ✓ No overlapping mark ranges
  • ✓ Unique scale names per location/year
  • ✓ Minimum 2 grades required
  • ✓ Max marks must be > min marks
Home › Test Management

Test Type & Class Test Management

Test Type Management

A test type defines a type of assessment with name, max marks, and academic year.

Common Test Types:

  • Monthly Tests (12 per year)
  • Quarterly Exams (4 per year)
  • Half-Yearly Exams (2 per year)
  • Final Exams (1 per year)
  • Unit Tests (varies)

Step-by-Step: Create Test Type

Class Test Management

A class test is an assignment of a test type to a specific class with subjects.

Step-by-Step: Create Class Test

1

Select Context

Academic Year: 2025-2026
Location: Hyderabad
Branch: Hyderabad Main Campus
Class: Class 10

2

Create Class Test

Select Test Type: Monthly Test - January
Set Test Order: 1

3

Assign Subjects

✓ English (100 marks) - Order 1
✓ Mathematics (100 marks) - Order 2
✓ Science (100 marks) - Order 3
✓ Quran (50 marks) - Order 4

4

Save

Click "Save Subject Assignment"
Confirmation: "Subjects assigned successfully"

Test Structure Visualization

Class 10 Testing Schedule (2025-2026) ├─ Monthly Test - January (Test Order: 1) │ ├─ English (100 marks) - Subject Order 1 │ ├─ Mathematics (100 marks) - Subject Order 2 │ └─ Science (100 marks) - Subject Order 3 │ ├─ Monthly Test - February (Test Order: 2) │ ├─ English (100 marks) │ ├─ Mathematics (100 marks) │ ├─ Science (100 marks) │ └─ Quran (50 marks) │ └─ Final Exam (Test Order: 12) ├─ English (150 marks) ├─ Mathematics (150 marks) ├─ Science (150 marks) └─ Quran (100 marks)
Home › Academic Grading Workflow

Academic Grading Workflow

┌─────────────────────────────────────────────────────────┐ │ Academic Grading Workflow (Step-by-Step) │ ├─────────────────────────────────────────────────────────┤ │ │ │ 1. SETUP PHASE │ │ ├─ Create Subjects │ │ ├─ Assign Subjects to Classes │ │ ├─ Create Grade Scale │ │ ├─ Create Test Types │ │ └─ Create & Configure Class Tests │ │ │ │ 2. ASSIGNMENT PHASE │ │ ├─ Assign Tests to Students │ │ └─ Verify Student-Test Mapping │ │ │ │ 3. GRADING PHASE │ │ ├─ Enter Student Marks │ │ ├─ System Auto-calculates Grades │ │ └─ Generate Grade Reports │ │ │ │ 4. FINALIZATION PHASE │ │ ├─ Review & Verify Grades │ │ ├─ Approve Final Grades │ │ └─ Publish Results │ │ │ └─────────────────────────────────────────────────────────┘

Phase 1: Setup (Pre-Grading Requirements)

▼

Checklist:

  • Subjects created (Academic & Hifz)
  • Subjects assigned to class
  • Grade scale created
  • Test types created
  • Class tests created with subjects
  • Student enrollment completed

Phase 2: Student Test Assignment

▼

Assign specific class tests to individual students.

Why Required?

  • Not all students take the same tests
  • Different sections may have different schedules
  • Absent students might be excluded from a test
  • Special arrangements for specific students
Student Name Monthly Test-Jan Monthly Test-Feb Final Exam
Arjun (Roll 1) ✓ Assigned ✓ Assigned ✓ Assigned
Priya (Roll 2) ✗ Not Assigned ✓ Assigned ✓ Assigned
Rahul (Roll 3) ✓ Assigned ✓ Assigned ✓ Assigned

Phase 3: Grading (Enter Student Marks)

▼

Record numerical marks obtained by students in each test subject.

Grading Grid Example:

Student Name Admission # English Math Science Quran
Arjun Sharma ADM001 85 90 88 45
Priya Patel ADM002 78 82 80 38
Kavya Singh ADM004 92 88 90 48

Auto-Grade Calculation

System automatically calculates letter grades based on marks and grade scale.

Example: 85 marks + Grade Scale (80-89 = B) → Student gets Grade B

Phase 4: Finalization & Reporting

▼

Report Generation Steps:

  1. Navigate to: Academic → Reports → Academic Performance Report
  2. Select parameters (year, location, branch, class, test)
  3. Choose report type (class-wise, individual, subject-wise)
  4. Click "Generate Report"
  5. View, print, or export (PDF/Excel)
Home › Student Management

Student Management

Step-by-Step: Create Student

Academic Context

Basic Information

Contact Information

Parent Information

Bulk Import Students

Supported Format: CSV (Comma-Separated Values)

Use the template format to import multiple students at once.

CSV Template Columns:

First Name,Middle Name,Last Name,Gender,DOB,Admission Number, Email,Phone,Father Name,Father Phone,Mother Name,Mother Phone, Address,City,Class,Section,Roll Number,Status

Example CSV Data:

First Name,Middle Name,Last Name,Gender,DOB,Admission Number,Email,Phone,Class,Section,Roll Number Arjun,Kumar,Sharma,Male,15-06-2010,ADM001,arjun@example.com,9876543210,Class 10,A,1 Priya,,Patel,Female,20-07-2010,ADM002,priya@example.com,9876543211,Class 10,A,2 Rahul,Singh,Kumar,Male,10-08-2010,ADM003,rahul@example.com,9876543212,Class 10,B,1

Validation Warnings:

  • Missing required fields
  • Invalid date formats
  • Duplicate admission numbers

Student Administration Module

Complete workflow for enrolling new students, searching and editing student records, managing documents, promoting/demoting students, making students inactive, bulk import, and class/section management.

Open Document
Home › Fee Management

Fee Management

Fee Type Categories

Tuition Fee

Core academic instruction fee

Transport Fee

School bus/transportation

Activity Fee

Extracurricular activities

Library Fee

Library usage charges

Exam Fee

Test and exam charges

Miscellaneous

Other charges

Create Fee Type

Class Fee Structure

Define fee amounts and installments for each class.

Fee Type Total Amount Monthly Amount Installments
Tuition Fee ₹36,000 ₹3,000 12
Transport Fee ₹12,000 ₹1,000 12
Activity Fee ₹2,400 ₹200 12
Admission Fee (New) ₹5,000 - 1 (One-time)

Total Annual Fee Summary

Continuing Students: ₹50,400/year

New Students: ₹55,400/year (including ₹5,000 admission fee)

Step-by-Step: Collect Student Fee

1

Search & Select Student

Search by name, admission number, or roll number

2

View Fee Summary

Check total, paid, and pending amounts for each fee type

3

Select Fee Items

Choose which fees to collect this time

4

Apply Concession (if applicable)

Percentage or flat amount discounts

5

Receive Payment

Select payment mode and enter amount

6

Generate Receipt

Print or email receipt to student/parent

Payment Modes

Cash Check Online Transfer Demand Draft Card

Receipt Example

╔════════════════════════════════════════╗ ║ MS HIFZ ACADEMY FEE RECEIPT ║ ║ Hyderabad Main Campus ║ ║───────────────────────────────────────│ │ Receipt Number: RCP/2025/001/12700 │ │ Date: 15-01-2026 │ │ Student: Arjun Sharma (ADM001) │ │ Class: 10-A │ │───────────────────────────────────────│ │ Items: │ │ 1. Tuition Fee (Jan-Apr) ₹12000 │ │ 2. Transport Fee ₹1000 │ │ Less: Concession 50% -₹500 │ │ 3. Activity Fee ₹200 │ │───────────────────────────────────────│ │ Total Amount: ₹12700 │ │ Payment Mode: Cash │ │ Collected By: Finance Manager │ ╚════════════════════════════════════════╝

Fee Module

Full fee management workflow — fee types, class fee structures, installment configuration, concessions, special fees, payment collection, receipts, payment cancellation, fee structure updates, and fee reports including late fee setup.

Open Document
Home › Attendance Management

Attendance Management

Attendance Status Options

Present Absent Leave Holiday

Step-by-Step: Mark Student Attendance

1

Select Context

Academic Year, Location, Branch, Class, Section, Date

2

View Attendance Grid

All students in selected class/section displayed

3

Mark Attendance

Select status for each student, add remarks if needed

4

Save Attendance

System confirms and calculates attendance percentage

Attendance Grid Example

Roll # Student Name Status Remarks
1 Arjun Sharma Present -
2 Priya Patel Absent Fever
3 Rahul Kumar Leave Medical
4 Kavya Singh Present -

Attendance Summary

Total Students: 35

Present: 32

Absent: 2

Leave: 1

Attendance %: 91.4%

Attendance Report Example

Student Attendance Report - January 2026 Class 10-A | Location: Hyderabad | Branch: Main Campus Working Days: 22 (excluding Sundays & Holidays) Student | Admission # | Present | Absent | Leave | Attendance % ─────────────────┼─────────────┼─────────┼────────┼───────┼────────────── Arjun Sharma | ADM001 | 20 | 2 | 0 | 90.9% Priya Patel | ADM002 | 19 | 2 | 1 | 86.4% Rahul Kumar | ADM003 | 21 | 1 | 0 | 95.5% Kavya Singh | ADM004 | 22 | 0 | 0 | 100% ⚠ Warning: Students with <75% attendance: None

Attendance Module

Step-by-step guide to configuring weekly offs, setting holidays, marking daily attendance, correcting records, bulk uploading via Excel, generating monthly summaries and reports, and linking attendance months to exams for report cards.

Open Document
Home › Reports & Analytics

Reports & Analytics

Available Reports

Academic Reports

▼
  • Grade Report - Student grades by class/test
  • Academic Performance - Subject-wise analysis
  • Class Rank Report - Student ranking by scores
  • Grade Distribution - A's, B's, C's statistics

Attendance Reports

▼
  • Student Absent Report - Absentee details
  • Class Attendance Summary - Class-wise statistics
  • Date-wise Attendance - Daily rollcalls
  • Low Attendance Alert - Students below 75%

Fee Reports

▼
  • Fee Collection Report - Payment status tracking
  • Outstanding Fee Report - Pending fees overview
  • Monthly Collection Report - Month-wise revenue
  • Concession Report - Applied discounts summary

Student Reports

▼
  • Student Master Report - All student details
  • Promotion Report - Students promoted to next class
  • Fee Status Report - Student-wise fee status
  • Enrollment Report - New admissions tracking

General Report Generation Process

1

Navigate to Reports

Menu → Reports → [Select Report Type]

2

Select Filters

Academic Year, Location, Branch, Class/Student, Date Range

3

Choose Format

View on Screen | Export to PDF | Export to Excel

4

Generate Report

Click "Generate" and download or view results