Getting Started
Quick Start Overview
AcademyX is a full-featured school management ERP covering admissions, fees, exams, staff management, and accounts — all in one platform.
Student Management
Admissions, profiles, class assignment, promotions, TC issuance.
Fee Management
Fee structures, challan generation, receipts, due tracking, reports.
Exam & Results
Exam planning, mark entry, rank generation, AI answer evaluation.
Staff & HR
Staff profiles, subject handling, recruitment specs, class-in-charge.
Accounts & Ledger
Chart of accounts, ledgers, purchase records, financial reports.
Reports & Analytics
Fee analytics, class strength, exam results, export to Excel/PDF.
Login
Login & Access
Access AcademyX using your school credentials. The system supports multiple schools and academic years.
1
Open AcademyX URL
Navigate to your school's AcademyX URL in any modern browser (Chrome recommended). The login page will appear with your school logo.
2
Select Academic Year
Before entering credentials, choose the correct academic year from the year selector. This filters all data to that year.
Always verify the academic year before proceeding. Wrong year = wrong data.
3
Enter Username & Password
Type your username (usually staff code or email) and password. Click Login or press Enter.
4
Dashboard appears
You're in! The dashboard shows live stats for students, fees, and activities for the selected academic year.
Your role determines what modules you can access. Admins see all modules; teachers see only relevant sections.
Dashboard
Dashboard Overview
The dashboard gives a live snapshot of your school — students, fees, and recent activity — all auto-refreshing every 30 seconds.
1,248
Total Students
86
Total Staff
₹24.5L
Total Fees
₹3.2L
Purchase
Auto-Refresh
Dashboard stats refresh automatically every 30 seconds. You can also click the ↺ refresh button (top-right of quick actions bar) to force an immediate refresh.
| Dashboard Widget | What it Shows | Updates |
|---|---|---|
| Stat Cards (×4) | Students, Staff, Fees, Purchase totals with sub-breakdown | Every 30s |
| Fee Overview | Visual bar showing Total / Collected / Balance Due with % | Every 30s |
| Class Strength Chart | Bar chart of student count per class | Every 30s |
| Fee Collection Chart | Weekly / Monthly / Yearly collection trend | On tab switch |
| Recent Activity | Last 5 actions — fee collections, admissions, notices | On refresh |
| Quick Actions | One-click shortcuts: New Student, Collect Fee, Report, Notice | Static links |
Students
Student Management
Manage the complete student lifecycle — from new admission to TC issuance — with full history.
1
New Admission
Go to Students → New Application. Fill in student name, date of birth, parent details, class, section, and board type. Click Save. An Admission No. is auto-generated.
2
Student Details & Edit
Search any student from the student list. Click the Edit (✎) button or double-click the row. An edit panel slides in from the right — update fields and click Save.
3
Year Promotion
At the start of a new academic year, students must be promoted. When you generate a challan for a student from the previous year, AcademyX automatically prompts you to promote them — select the new class and click Promote Student.
If the student had transport, you'll get an option to continue the same transport in the new year.
4
TC (Transfer Certificate)
Go to Students → TC / Discontinue. Click New TC, fill in the form. To cancel an existing TC, click the button and enter a cancel reason.
Student Portal Access
Students and parents can log in via the Parent Portal using the student's admission number and DOB. They can view fees, results, and download receipts — but cannot edit any data.
Fee Management
Fee Collection & Receipts
Handle all fee transactions — generate challans, collect payments, print receipts, and track dues.
Generating a Challan
1
Open Challan List
Navigate to Fees → Challan Detail. Click + New Challan in the action bar.
2
Enter Admission No & Press Enter
Type the student's admission number in the modal and press Enter. The student's fee breakdown loads automatically — showing pending fees, concessions, and balance.
3
Enter Payable Amount
Type the amount the student is paying. AcademyX automatically adjusts fees from top to bottom — checking off fee items until the amount is fully allocated.
The Non Adjusted Amount field shows any excess amount that wasn't applied to a fee item.
4
Select Payment Type & Generate
Choose Cash, Cheque, DD, or Online. For cheque/DD, fill in the cheque number and bank details. Click Generate Challan — the receipt opens in a print window automatically.
Fee Receipt (Direct Payment)
Use Fees → Fee Receipt for direct fee collection without generating a challan first. Same flow as challan — admission no → amount → generate.
| Feature | Location | Notes |
|---|---|---|
| Challan Generation | Fees → Challan Detail → New | Auto-opens print preview |
| Fee Receipt | Fees → Fee Receipt → New | Includes Remarks field |
| Cancel Receipt | Fee Receipt list → 🚫 icon | Requires cancel reason |
| Fee Due Report | Fees → Student Fee Due | Filter by class/section |
| Export | Any list → Export dropdown | Excel, PDF, CSV, Print |
| Print Challan | Challan list → 🖨 icon | Opens in popup window |
Cancelling a Receipt
Once a receipt is cancelled, it cannot be un-cancelled. Always verify the amount and student before finalising. The cancel reason is stored permanently for audit purposes.
Staff
Staff & Subject Handling
Manage staff profiles, assign subjects to classes/sections, and configure class in-charges.
1
Assign a Subject to Staff
Go to Staff → Subject Handling. Click Assign Subject. In the slide-in panel: select the staff member → select class → section auto-loads → select subject → choose academic year → Save.
2
Filter by Class & Section
Use the Class dropdown to filter the list. Once a class is selected, the Section dropdown auto-populates — select a section to drill down further.
3
Set Class In-Charge
Go to Staff → Class In-Charge. Assign one staff member as the in-charge for each class-section combination per academic year.
4
Upload / Import Staff Handling
For bulk upload, go to Upload → Staff Handling Upload. Select a class from the dropdown — records load from the source database. Check desired rows (or select all) and click Import.
The import sends data to the remote analytics server. Wait for the "Import done" toast before navigating away.
Exams
Exam Planning & Results
Plan exams, upload marks, generate ranks, and use AI to evaluate descriptive answers.
1
Create Exam Plan
Go to Exams → Exam Planning (or click New Exam Plan on the upload list). Set class, exam name, assessment dates, mark-entry window.
2
Upload Exam Data (Skill)
From Exams → Upload List, click the 📰 (newspaper) icon next to an exam plan to push exam data to the analytics portal. The Skill column handles this.
3
Generate Rank
After marks are entered, the Rank column shows Yes once generated. Double-click any row to open the exam plan and trigger rank generation.
4
Upload Answer Sheets
Click the 📎 (paperclip) icon to upload answer sheets for an exam plan. The answer count badge shows how many are available. This requires rank to be generated first.
Large uploads may take 1–3 minutes. Do not close the browser tab during upload.
5
AI Answer Evaluation
For descriptive questions, AcademyX uses Claude AI to evaluate answers against model answers. MCQ is exact-match; descriptive uses semantic similarity scoring with detailed feedback per answer.
The AI considers partial credit, grammatical variations, and synonym usage when scoring descriptive answers.
Grade Scale Settings
Before generating ranks, ensure grade scales are configured in Settings → Grade Scale. You can filter by Pattern (CCE, etc.) and Scale type. Grades are applied automatically when ranks are generated.
Accounts
Accounts & Ledger
Maintain the school's chart of accounts, ledger entries, and purchase records.
1
Create a New Ledger
Go to Accounts → Account Ledger. Click + New Ledger. In the modal, fill the 3 tabs: Basic (name, group, type), Address, Tax / Registration. Save.
2
Filter by Group
Use the Group dropdown in the action bar to filter the ledger list. The table instantly filters using the group name.
3
Opening Balance
If a ledger has an opening balance, the For The Date field appears automatically when you enter a balance amount > 0. This mirrors the C# ERP behaviour.
| Account Type | Meaning | Examples |
|---|---|---|
| DR Debit | Amount owed to school | Student fees, receivables |
| CR Credit | Amount school owes | Suppliers, payables |
Reports
Reports & Export
Every list page supports export. The dashboard has live charts. Dedicated report pages give deeper analytics.
Export from Any Page
Look for the Export dropdown button (with ↓ icon) in the action bar. Options: Excel, PDF, CSV, Print. Exports include only the columns visible in the table (not the action column).
| Report | Location | Filters |
|---|---|---|
| Fee Collection (Weekly/Monthly/Yearly) | Dashboard → Fee Chart tabs | Academic Year |
| Student Fee Due | Fees → Student Fee Due | Class, Section, Term |
| Class Strength | Dashboard → Class Strength card | Current Year |
| Challan Report | Fees → Challan Detail → Export | Date range, Status |
| Fee Receipt Report | Fees → Fee Receipt → Export | Date range, Type, Status |
| Staff Handling | Staff → Subject Handling → Export | Class, Section |
| Exam Results | Exams → Upload List → Export | Academic Year |
Roles
Roles & Permissions
AcademyX uses role-based access control. Each user is assigned a role that determines what they can see and do.
Super Admin
Full access to all schools, years, modules, and system settings.
All ModulesSettingsUser Mgmt
Admin
Full access within their school. Can manage users, fees, students, staff.
School DataUser MgmtReports
Accountant
Fee collection, challan, receipts, accounts, and financial reports.
FeesAccountsReports
Teacher
Mark entry, student view (read-only), class-specific data.
MarksStudentsRead-Only
Staff
View own profile, assigned classes, and school notices.
Own DataNotices
Managing Users
Admins can create/edit users at Settings → User Management. Assign roles using the role dropdown. Permissions can be fine-tuned per user at Settings → User Access.
Data Upload
Data Import & Sync
AcademyX supports bulk data import to sync records with the analytics and portal servers.
| Upload Type | Route | What It Does |
|---|---|---|
| Staff Handling | Upload → Staff Handling Upload | Syncs staff-subject assignments to analytics server |
| Student Fee Details | Upload → Student Fee Upload | Pushes fee structure & balance to portal |
| Exam Results | Exams → Upload List → 📰 | Pushes marks & ranks to student portal |
| Answer Sheets | Exams → Upload List → 📎 | Uploads PDF answer sheets (takes 1-3 min) |
1
Select Class / Term
All upload pages require selecting a class or term first. Data loads from the local database — you can verify before importing.
2
Select Records (Optional)
Check specific rows using the row checkboxes, or click the header checkbox to select all visible records. If nothing is checked, clicking Import will send all loaded records.
3
Click Import & Wait
Click the orange Import button. A progress indicator appears. Do not close the tab or refresh. A success toast will show the count of successful and failed records.
Failed imports are logged. Contact support with the record details if failures exceed 5%.
FAQ
Frequently Asked Questions
Common questions and answers for AcademyX users.
Why is the dashboard spinner running forever?
The dashboard calls 5 separate API routes. If any route is unavailable (wrong URL, server issue, or not logged in), that spinner stays on. Try pressing the ↺ Refresh button. If it persists, check your internet connection or contact your system administrator to verify the server routes.
Why doesn't data load when I select a class in Staff Handling Upload?
The page fetches data from the
View_StaffUploadSubjectHandling view filtered by the current academic year. Make sure you are logged in with the correct academic year selected. If the view is empty for that year, no records will appear.
How do I change the academic year?
Log out and log back in — the academic year selector appears on the login page. Alternatively, your Admin can update the session year from the Settings panel if you have multi-year access.
A student shows "Promotion Required" when generating a challan. What do I do?
This means the student was enrolled in a previous year but hasn't been promoted to the current year. The promotion modal will appear automatically — select the student's new class, optionally continue their transport, and click Promote Student. You'll then be able to generate the challan.
The challan print popup is being blocked. What do I do?
Your browser is blocking the popup. A dialog will appear with an "Open Print Preview" button — click it. To permanently fix, allow popups for this site in your browser settings (Chrome: Settings → Privacy → Site Settings → Pop-ups and redirects → Add site).
How does AI exam evaluation work?
For MCQ questions, the system does exact match scoring. For descriptive/essay answers, the system sends the student's answer and the model answer to Claude AI (Anthropic). The AI evaluates semantic similarity, awards partial marks, and provides per-question feedback. Results are stored and can be reviewed by the teacher before finalising.
Can I export data to Excel?
Yes — every list page has an Export dropdown in the action bar. Click it and choose Excel, PDF, CSV, or Print. The export includes all filtered records (not just the current page). Make sure to apply your date/filter before exporting.
⌨️ Quick Reference
Admission No + Enter
Load student in fee modal
Double-click row
Open edit panel/form
Export dropdown
Excel / PDF / CSV / Print
Per-column search
Row 2 of every table header
↺ Refresh button
Force dashboard reload
🚫 Cancel icon
Cancel receipt / TC
Select All ☑
Check all visible rows
Section filter
Auto-fills after class selected
Support
Get Help
Reach the AcademyX support team through any of these channels.
Email Support
support@academyx.in
Response within 4 hours
Response within 4 hours
WhatsApp
+91 80988 66533
10 AM – 5 PM weekdays
10 AM – 5 PM weekdays
Phone Support
+91 80988 66533,
80981 28877
Mon–Sat, 10.30 AM – 3.30 PM
80981 28877
Mon–Sat, 10.30 AM – 3.30 PM
Report a Bug
Use the 👎 thumbs-down button below any response, or email with screenshot + steps to reproduce.
When Reporting an Issue
Please include: (1) The page/module, (2) What you were trying to do, (3) What happened instead, (4) A screenshot if possible. This helps us resolve your issue faster.