How to use SchoolPilot, screen by screen.

1. About this guide

For everyone who uses SchoolPilot.

SchoolPilot is a school management platform for private Nigerian schools with crèche, nursery, primary, junior secondary (JSS) and senior secondary (SS) sections. Each school has its own address (for example yourschool.schoolpilot.org.ng), its own accounts and its own records. The same records are reached from three places:

How to use this guide

• Find your role. The parent, student and staff guides in part ten list what each person does and link to the detailed sections.
• Bold names are what you see on screen: a menu item in the web sidebar, a tab, a field or a button. An arrow (Timetable → Set up the week) means open the first, then the second.
• Each section starts with who it is for. If your account cannot see a screen, either your role does not include it or the school has not switched that module on.
• Use the filter box above the contents to jump to a topic, or press Ctrl+F to search this page.

Things SchoolPilot never needs

No fingerprint readers, card scanners, trackers or other special hardware. Attendance uses a roll call or a phone-camera QR code, staff clock in with their phone's location, the library scans barcodes with a phone camera, and buses report their position from a phone.

2. Signing in and finding your way

For everyone.

Your school's page

Your school's address opens its own page: the crest, name, motto and photo beside a sign-in form, and — once the school publishes it — an about section, contact details and how to apply for admission. If you do not know the address, use Find Your School.

Sign in on the web

1. Open your school's address.
2. Enter the email address the school registered for you and your password, then select Sign in.
3. Administrators with two-step sign-in enter the 6-digit code from their authenticator app.
4. You arrive on the home screen for your role: Dashboard for administrators, My dashboard for teachers, My children for parents, My school day for students.

First sign-in and forgotten passwords

Nobody is ever given a password by another person. When the school adds you, you receive an email with a link to set your own. If you forget it:

1. Select Forgot password on the sign-in page.
2. Enter the School code (the first part of the school's address, such as greenfield) and your email.
3. Open the link in the email and choose a new password of at least 8 characters with letters and numbers.

The page always says “Check your email”, whether or not the address has an account, so nobody can use it to find out who is registered. If no email arrives, ask the school office to check your address or to send a reset link from Users & accounts. After too many wrong passwords the account locks; an administrator can unlock it.

Sign in on the phone app

1. Install SchoolPilot from your app store and open it.
2. On Find your school, enter the school code from your invitation SMS or email (for example graceland) and select Continue.
3. Enter your email and password. Administrators also enter their 6-digit code.
4. To use a different school later, select Change school? on the sign-in screen.

Getting around the web portal

• The sidebar lists every screen your role can open, grouped into sections. It remembers its scroll position between pages.
• Search: press Ctrl+K (Cmd+K on a Mac) or select Search at the top of the menu. Type a screen name or an everyday word — “marks” finds Score entry, “fees” finds Fees & finance. Staff can also find a student by name or admission number. With nothing typed, it shows the screens you opened recently. Use the arrow keys, Enter to open and Esc to close.
• The unsent-work banner: if a save could not reach the server (for example on the score sheet during a network cut), a banner on every page shows what is waiting, with Send now. Refused saves stay listed with the reason until someone reads them and selects Discard.
• Printing: class lists, registers, timetables, report cards, receipts and papers print from their own buttons with the menus hidden.

My account

Staff open My account to update the phone number the school reaches them on, see their digital staff ID card and library books, and clock in at school with their phone (see section 14). Parents add how the school reaches them: occupation, workplace, relationship to the child, a second phone or email and the best way to contact them. Name, role and sign-in email are kept by the school office.

3. Roles and what each can do

For administrators deciding who gets which account, and anyone wondering why they cannot see a screen.

Every account has one main role, and the role decides what the person can open. Someone who is both a teacher and a parent at the school has two accounts.

Fine-tuning access

• Teachers see the students they teach — classes they are form teacher of or teach a subject in. A teacher with no assignments sees an empty list until Who teaches what is set.
• Library desk helpers: a teacher or other staff member can be allowed to lend and take back books without full librarian rights (see section 29).
• Hostel roles (manager, warden, house parent) are given per hostel.
• Heads of section approve results for their level (see section 8).
• Custom roles such as Exams officer or House master are labels for the school's records; they do not change what someone can open.

4. Going live: the Getting started path

For the school administrator setting up a new school.

Open Getting started. SchoolPilot checks eleven steps against what is actually set up and marks each one done, not done or couldn't check. The first step not done is shown on top as the Next step, with a button that opens the right screen. Do the work there, come back and select Check again. When every step is done, the page says the school is ready for a full term.

1. Session and terms — the current session (for example 2026/2027) and its three terms, so results, fees and attendance have a term to attach to. SchoolPilot support sets these up with you during onboarding; ask SchoolPilot if the current term is missing.
2. Classes and arms — every class the school runs, from crèche to SS 3, with arms where it streams them. Section 7.
3. Subjects for each class — so score sheets and report cards know what to show. Section 7.
4. Staff accounts — a sign-in for every teacher, the bursar and other staff, one at a time or from a spreadsheet. Section 6.
5. Who teaches what — each subject in each class given to its teacher. Section 7.
6. Students enrolled — imported from a spreadsheet or added one at a time, each in their class. Section 10.
7. Marking scheme and report cards — how marks are split, the grading, what is rated and which comments print. Section 8.
8. Fee structure — what each class is billed this term. Section 25.
9. Timetable published — generate a draft, fix clashes, publish. Section 9.
10. School page published — crest, photo, about and contact details. Section 5.
11. Administrators use two-step sign-in — every administrator enrols. Section 6.

Also before the first term

• Choose how parents pay (Payment options) and test it.
• Check the SMS, email and push channels on Notifications.
• Decide which AI tools to use (AI features) and collect parents' consent choices.
• Switch on the optional modules you will use (Module settings and, for modules on your plan, ask SchoolPilot).
• Test the main journeys with real accounts: a teacher takes a register and enters scores, the bursar records a payment, a parent signs in and sees their child, a student opens homework and a test.

5. School profile, admissions and module settings

For the school administrator.

School profile

School profile controls what your school's address shows to visitors who are not signed in. Everything here is public and can be found by search engines once published, so use the school office's details, never a staff member's own number or email. Student, parent, staff, result and notice information never appears on this page.

1. Identity (shown on the sign-in page even before publishing): school name, short name, motto, brand colour, crest or logo (PNG, JPG or WebP, square, at least 128 px, up to 1 MB) and a hero photo of the building, gate or grounds (at least 1200 px wide, up to 5 MB). The page warns if the brand colour is too light for white text. Some identity details also print on report cards; ask SchoolPilot to change those.
2. About: who you are, what you offer, day or boarding, and the sections (taken from the classes you set up).
3. Contact: address, state, school office phone, school email, website and social media.
4. Use Preview to see the page as a visitor would, then Save & publish. Publishing needs the about text, address, state and a phone or email. Unpublish hides it again; View page opens it.

Admissions settings

Admissions settings decides how families reach the school about admission. Your public page shows a button only for the ways you turn on.

1. Set Admissions status to open or closed and choose the Academic session you are admitting into.
2. Turn on one or more of: Online application form (applications land in Admissions), WhatsApp (number and an optional pre-filled message), email (address and subject) and phone.
3. Choose the Sections taking applications.
4. Optionally add a Message while closed (for example “Admissions for 2027/2028 open in May”) and Application instructions (for example the entrance assessment date and what to bring).
5. Check What parents will see, then save. Changes show on your page immediately once the profile is published.

Module settings

Module settings sets how each part of SchoolPilot behaves at your school. Each section saves only what you changed, and Undo changes puts back what was there.

Modules that are part of your plan (CBT, hostel, library, transport, clinic, store, result PINs, AI and others) are switched on by SchoolPilot. The school then has its own on/off for some of them, such as the school store.

Payment options

See section 25 for setting up bank transfer and online payment.

6. Users, staff and security

For the school administrator.

Add staff (Staff & leave)

Adding someone on Staff & leave creates their sign-in, role and staff record together, and emails them a link to set their own password.

1. Select + Add staff.
2. Enter the name, sign-in email and role: Teacher, Nurse (clinic log only), Bursar (fees and accounts only), Librarian (the library only) or Administrator (full access, including fees and results).
3. Optionally add phone, staff ID, designation, qualification (for example B.Sc. Ed, NCE, RN) and employment date, then save.

For many staff, choose Import CSV. The file is checked first; nothing is created until every row is ready, and then all rows are created together. Fix rows with problems in your sheet and choose the file again.

The Directory shows current staff and Left members; select Re-engage to bring someone back.

Staff leave

1. Staff request leave from My leave & record (web) or More → My leave (app), choosing the type, dates and an optional reason. They can withdraw a request that has not been decided.
2. Administrators open Staff & leave → Leave. Requests wait under Awaiting your decision until approved or declined; decided ones move to Already decided.
3. Off today lists who is away — check it before assigning cover. Approved leave also appears automatically on the timetable's cover list.

Allowances per leave type are set in Module settings → Staff leave; a different allowance for one person is set in Admin tools → Staff records.

Users & accounts

Users & accounts lists everyone who can sign in — staff, students and parents — and what they can do. Nobody is ever shown or given a password here.

• Invite one person: name, email, role and optional phone. They get an email link to set their password. Students are better added through Students, with their class.
• Add many from a spreadsheet: a CSV with columns name, email, role, phone. Roles: school_admin, teacher, bursar, nurse, librarian, student, parent. Everyone then uses Forgot password to set theirs.
• Manage an account: select it to see two-step sign-in status, where it is signed in, last sign-in, failed attempts and whether a password is set. Actions: Send reset link, Sign out everywhere, Unlock and reactivate, edit contact details, add custom roles, and read the Sign-in history and Account activity.
• Status: tick accounts and choose Activate, Suspend or Archive. Export CSV downloads the list.
• Custom roles (Exams officer, Head of science, House master) are labels for your records only.

Two-step sign-in for administrators (Security)

1. Install an authenticator app (Google Authenticator, Microsoft Authenticator or similar) on your phone.
2. Open Security and select Turn on two-factor authentication. Confirm your password.
3. Scan the QR code with the authenticator app and enter the 6-digit code it shows.
4. Save your recovery codes somewhere safe away from the phone, then select I have saved them. A recovery code signs you in if the phone is lost.

7. Classes, subjects and who teaches what

For the school administrator.

Classes & arms

1. Open Classes & arms and select Add a class. Enter the name (for example JSS 1), the level — Crèche / Daycare, Nursery, Primary, Junior Secondary (JSS) or Senior Secondary (SS) — and its order (1 = first), then Add class.
2. Under the class, add arms (A, B, Gold…) with Add arm. A class with no arms is taught as one group.
3. Give each arm a stream where it matters (SS 2A science, SS 2B arts): the stream decides which of the class's subjects the arm takes. Which subjects each stream takes is set on Subjects → Subjects per class.
4. Mark a Merit arm if the school keeps its strongest students together. This is shown to staff only; parents and students see only the arm's name.

For many classes at once, use Import many classes and arms: paste lines such as JSS 1, junior_secondary, 1, A;B;C (class, level, order, arms separated by semicolons) or choose a CSV. Level and order may be left out — JSS 1, SS 2, Primary 3 and Nursery 1 are recognised. You see a preview first, and running it twice never duplicates anything.

Subjects

1. On Subjects, select Add a subject: name, optional code, type (Core or Elective), department, and the levels it is taught at (leave all unticked for every level).
2. Open Subjects per class, choose a class and use Add subjects to this class — As compulsory or As electives, for all arms or Only for chosen arms. Show subjects from other levels widens the list.
3. A subject that is no longer offered is switched off, not deleted, so past results keep it.

Electives are chosen per student. Compulsory subjects are enrolled for a whole class at once from Rollover & leavers → Subject enrolment (see section 12).

Who teaches what

Who teaches what works one section at a time and shows every class, arm and subject with its teacher. A subject nobody teaches is flagged Not taken.

• Nursery and primary: choose each arm's Class teacher, who then teaches all of its subjects. To hand one subject to a specialist (French, Computer, PHE), pick them in that subject's row; the class teacher keeps the rest.
• Secondary: pick a subject teacher per subject per arm.
• Teaching load shows what each teacher carries in the section.

You can also assign teachers from Subjects → Assign a teacher and review everything on the Assignment list. A teacher sees attendance, score sheets and homework for a class only once they are assigned to it.

8. Sections, marking schemes, grading and report-card design

For the school administrator and heads of section.

How marks are split, ratings and comments

Open Report cards & grading → Marks, ratings & comments.

1. How marks are split: name the scheme and add parts — any number of CAs and at least one exam — with the marks each is worth. The total must be 100. Start from offers common splits, and Earlier marking schemes lets you switch back to one used before; scores already entered keep the scheme they were entered under.
2. Ratings: list the affective traits (punctuality, neatness…) and psychomotor skills (handwriting, sports…) the card rates, and the rating scale, best first — Use 5 to 1 or Use A to E, with a meaning for each (Excellent, Very good, Good, Fair, Poor).
3. Comments on the card: choose which comments print (form teacher, head of school) and the head's title as printed (Principal, Head Teacher…).

Grading scales

On Report cards & grading → Grading scales, each row is a lowest mark, highest mark, grade and remark. Start from WAEC (A1–F9) or A–E and edit. The rows must cover 0–100 with no gap or overlap; problems show as you type. Add a separate scale for any section that grades differently. Changing a scale affects the current term; earlier terms keep the grades already printed, unless you tick Re-grade this term's scores.

Sections & schemes: heads and approval chains

Sections & schemes holds the decisions about who approves results. The school administrator edits it; heads see it read-only.

• Secondary heads: Option A, one principal over JSS and SS; Option B, separate JSS and SS heads. Switching changes who approves and moves no data.
• Heads: assign a staff member to each position (head of primary, head of sciences…). Ended assignments are kept, so who approved what stays on record. Until heads are assigned, the school administrator acts for every head role.
• Approval chains: the steps a class's results pass through before release, each a role resolved per class (subject teacher, form teacher, head of section…). Required steps cannot be switched off. Tick Results must clear the approval chain before they can be released to parents to enforce it.
• Assessment schemes: a head proposes a new split (for example 10/10/10/70) for their level with the term it applies from; the school administrator approves or rejects it. A scheme never reaches a term that already has marks. Until one is approved the school marks on the standard 20/20/60.

Report-card design

SchoolPilot designs your report card from what you send. On Report cards & grading → Design request:

1. Your files: photograph or scan your current report card and add your crest or logo.
2. What the card shows: traits and skills to rate and how they are rated.
3. How marks are split and Grading, as printed on your card.
4. Anything else: portrait or landscape paper, school colours, motto and notes for the designer (a cumulative column for third term, a section for clubs, where signatures go).
5. Who should we contact? A name and phone number, then send.

The request moves through Sent to SchoolPilot → SchoolPilot is designing it → Ready for you to check. Check the preview, which uses made-up sample data, part by part. Then choose Approve and use this design, or Send back with exactly what to change. An approved design is used for every card generated from then on.

9. Timetables, venues, cover and exam timetables

For the school administrator, who builds and publishes the timetable; teachers set their lesson venues and see cover.

Timetable opens the Timetable builder, laid out like a page builder:

The top bar shows which version is open, Class or Teacher view, Undo and Redo, the live clash count (or No clashes), Print, Questions, Generate draft and Publish.

1. Set up the school's week (Structure)

Open the Structure tab once; every later generation uses it. A school that never saves a setup keeps the standard day.

• Days & bells: a day shape for each level — crèche care routine, nursery, primary and secondary (JSS and SS share one) — with school days, times and the break. The default secondary day is 45-minute periods from 8:30 to 4:00 with a break. Also set the most lessons a teacher takes in a day.
• Fixed slots: periods every class at a level has together, such as Thursday period 1 Moral Instruction or Friday's last period Social Games / Drama. “Last” means the last lesson of the day.
• Periods per week: how many periods each subject gets at each level. Subjects not listed share the rest.
• Elective blocks: two or more subjects taught in the same period to different groups of one class, each by its own teacher (for example SS 2 CHEM/LIT). Students see only their own option.

2. Answer the generator's questions

The first time you select Generate draft, SchoolPilot asks Before generating: a few questions, so the timetable fits how your school actually runs. Answer with Next and Back; Not now skips them. Your answers are kept for every later generation, and you can change them any time with Questions in the top bar.

1. Morning first: should some subjects be taught in the morning, while students are freshest? Tick the subjects (English and Mathematics are ticked for you) and set when the morning ends — or choose No, anywhere is fine. If a teacher's mornings are full, a few lessons may still land later, and the generator tells you which.
2. Part-time teachers: tick each part-time teacher (listed with what they teach) and choose their days. They are never timetabled on any other day, and a load their days cannot hold is named.
3. Standard period: how many minutes a standard period lasts. You can also reset the bell times to match.
4. Double periods: Add a double period for subjects that need two periods back to back (practicals, essays, long tasks) and how many doubles a week. A double never runs across a break, and there is at most one a day.

3. Generate a draft

Select Generate draft. SchoolPilot builds the week from your classes, subject teachers, setup and answers, checks clashes in clock time across different bells, and then tells you what to look at:

• classes left out because no subject teachers are assigned (fix them in Who teaches what and generate again);
• notes about morning subjects that could not fit, part-time loads that do not fit their days, over-full weeks or over-committed teachers.

Every generation is a new draft under Versions; the live timetable is not touched until you publish.

4. Shape the draft on the canvas

Choose the class in the top bar. In Elements, each subject the class takes appears as a chip with its teacher and how many periods it has this week against its periods-per-week, so you can see what is still missing. Search for a subject or teacher at the top of the panel.

• Add a lesson: drag a chip onto a period (or tap the chip, then tap the period). An empty period shows Drop a subject.
• Swap two lessons: drag one card onto another. On a touch screen, select a lesson, choose Move / swap in the inspector, then tap where it goes. Elective blocks move together and breaks stay put.
• Take a lesson out: drag it back onto Elements, choose Take out in the inspector, or press Delete.
• Undo and redo: Ctrl+Z and Ctrl+Shift+Z (or the toolbar buttons) put one class's week back as it was. Esc cancels a move.

Change one period (inspector)

Select a period to open it in the inspector. It shows the subject, the teacher and a bar of that teacher's lessons that day against their daily maximum.

• Make double: extend the lesson into the next period; whatever was there moves to a free period. Single again shortens it back.
• Change teacher: pick a new teacher for this period, or tick Every … period of this class to change the teacher for all of that subject's periods.
• Change times: set new start and end times for the lesson.
• Place: on an empty period, choose a subject from the list.

Every change is checked straight away. One that would put a teacher in two rooms at the same time is refused, with the teacher named. The clash count in the top bar shows anything publishing would refuse, and clashing lessons are marked Clash on the canvas.

Switch the top bar to Teacher to check one teacher's week. It is for reading only; switch back to Class to make changes.

5. Publish and print

1. When the clash count shows No clashes, select Publish (or publish from Versions). Only one version is live at a time; publishing replaces the current one, and teachers, students and parents see it straight away.
2. A live version opens as a read-only preview. To change it, generate a new draft, shape it and publish it.
3. Print gives the Whole-school sheet (the staffroom sheet: days down, classes under each day, periods across), Each class or Each teacher. Short subject names keeps the sheet compact.

Venues

Below the builder, administrators keep the list of classrooms, labs, halls and fields under Venues, with capacity, a home room and whether it can be shared. A teacher sets where each of their lessons is held in Where my lessons are — every week or for one day — choosing from venues free at that time. A lesson with no venue is in the class's own room. In the app, teachers use More → My lessons and rooms.

Cover for absent teachers

Teachers on approved leave appear automatically under Cover for absent teachers. To add someone who is away today, choose the date and Mark a teacher absent. Each of their lessons lists teachers free at that time, subject teachers first; select Choose cover teacher. The cover teacher sees it under My cover lessons and on their dashboard.

Exam timetable

1. On Exam timetable, select New timetable, name it (for example First Term Examination), choose the term and Create.
2. Add each paper: subject, class, optional paper name (Paper 1 Objective), date and time, and where candidates write — In a hall (name the hall) or Each arm in its own classroom — and an optional invigilator.
3. As you add papers, a class sitting two papers at once or a teacher invigilating two rooms at once is refused.
4. Select Publish to show it to staff, students and parents; Unpublish to withdraw it. A draft can be deleted with all its papers.

The SchoolPilot Exam app shows each hall's papers for the day from published exam timetables (see section 23).

10. Student directory, enrolment and imports

For administrators; teachers see the students they teach and bursars use a finance view of the list.

Find a student

Students lists the roll. Search by name or admission number and filter by class, enrolment status (Active, Pending, Transferred, Suspended), gender, admission type (New admission, Returning, Transfer-in), admission dates, fee status (Paid, Partly paid, Outstanding) and record status (Complete, Incomplete, Requires review). Needs attention picks out incomplete records. Filters stay in the address, so going back from a profile returns you to the same list.

Select a name for a Quick view: attendance this session, the latest term average (provisional until released), guardians with Call guardian, and links to the full profile, academic history and progress.

Enrol one student

1. Select Enrol a student.
2. Enter the name (surname, first name, middle name), date of birth, gender and class (a class is required, so the child is on the register, broadsheet and fee list straight away). Leave the admission number blank to use the next number.
3. Add any optional details the school records: state of origin, religion, previous school, and the student's own email or phone only if they have one.
4. Add at least one parent or guardian with a name and phone number, plus relationship and optional email and occupation. A parent already on the school's books — an older sibling's mother, say — is recognised by phone number however it is written, and the child is added to her existing account instead of creating a second one.
5. Save, then check that the student appears on the right class list.

Import a class or the whole school

1. Choose Bulk Student CSV Import. The columns are Surname, First name, Admission No, Class, Arm, Sex, DOB, Guardian name, Guardian phone.
2. Optionally choose a class (and arm) for the whole file, or leave it to use the Class column.
3. Upload. Nothing is created yet: you see each row as Ready or with its problem.
4. Rows with problems are skipped. Fix them in the sheet and upload again; rows already imported are not duplicated.
5. Open a few imported students to check class and guardian links.

Correct a record and add a photo

In the quick view, administrators select Edit details, correct the field and give the reason when asked; every change is kept in the record's history. Administrators and the class's form teacher can add a passport photo (head and shoulders, plain light background). Photos are never public, and location data is removed from them. Class changes go through Move class or arm, not by editing. Health details are a separate, audited record.

Bulk actions

Tick students (or Select all) and choose Move class or arm or Change status, with a reason that is recorded. Export CSV, Print class list and Print register work on the filtered list.

Assisted migration

Under Migrate from a previous portal, spreadsheet or paper, tell SchoolPilot your previous system (SAFSMS, Edves, a legacy Excel sheet…), the format (Excel/CSV, a database dump, an export from another portal, paper records or something else), roughly how many students and which years, and anything unusual. The request shows its status, target completion and updates from SchoolPilot. Keep your old data until you have checked the migrated students, guardians, classes, fees and results.

11. Admissions and entrance exams

For administrators and admissions staff.

An applicant becomes a student only at enrolment. Applications that are never accepted are cleared after the school's retention period.

How applications arrive

• Online: when the online form is on and admissions are open, families apply at yourschool.schoolpilot.org.ng/apply. They give the section and class applied for, the child's name, date of birth, gender and current school, and their own name, phone and relationship. They receive a reference, and can later choose Already applied? Check your application with that reference and their phone number.
• By staff: select New application for a family that applied in person, by WhatsApp, email or phone. Enter only what a decision needs; health details are collected at enrolment.

From application to enrolment

1. Open the application and select Start review. Check the documents and details.
2. Add an Entrance test and interview: Add entrance test or Add interview, with an optional date and place.
3. Decide: Offer a place (choose the class to offer), Waitlist or Do not admit. Print the Offer letter if you send one.
4. Record the family's answer: Parent accepted or Parent declined.
5. Select Enrol. If existing students may be the same child, they are listed; enrolment stops until you confirm It is a different child — enrol. Then check the new record's class and guardians before giving out portal accounts.

CBT entrance exams

1. Write the entrance paper as a CBT exam and publish it (see section 22).
2. On the application's entrance test, choose the CBT paper.
3. Select Send exam link. The guardians receive a private link by email, and the link is shown so you can Copy link into an SMS or WhatsApp message. Anyone with the link can sit the exam as that applicant, so send it only to the family.
4. The applicant opens the link on a computer or phone — no account needed — and sees the time allowed, the calculator if allowed, and the questions. Answers save as they go, and the paper submits itself when time runs out.
5. Objective answers are marked automatically and the score appears on the entrance test. Written answers show under Written answers to mark for a teacher.

Each link is for one applicant and one paper, and expires. Entrance sittings never appear in students' results or analytics. Applicants can sit in the school's lab on the SchoolPilot Exam app, which keeps their answers through an internet cut.

12. Rollover, leavers and form teachers

For the school administrator.

Rollover & leavers covers a student's life at the school after enrolment. Every change needs a reason and is kept in the record's history.

Session rollover (end of the school year)

1. Open Session rollover. Choose From session, Into session (it must already exist), the class and the pass mark (or use the school's), then Prepare.
2. Each student is proposed as promoted, repeating, graduating or leaving, from their session average against the pass mark. Change any decision you disagree with, and set where leavers are going.
3. Select Apply rollover. It is all or nothing: every decision applies, or none does.

Use Session results & promotion first to see averages and recommendations (see section 20).

One student: move, suspend or record a leaver

1. Open One student and find the student.
2. To change class, choose Move to class and give the reason.
3. To record a leaver, choose the reason (Transferring to another school, Withdrawn, Graduated), the date and any remarks, then Record as leaving. A leaver's record becomes a read-only archive.
4. Record history shows every change to class, status, name or date of birth, with who made it and why.

Is this child already on the roll? checks name, date of birth and parent's phone before you enrol someone new. Nothing is merged automatically.

Form teachers

Under Form teachers, give each class (or arm) its form teacher for the session. The form teacher takes the register, writes the termly remark and is the class's first contact for parents.

Subject enrolment

Under Subject enrolment, choose the term and a class (or all classes) and Enrol class to enrol every student in the class's compulsory subjects. Existing enrolments are kept. Electives are chosen per student on the Subjects page.

13. Academic history, transfers and record requests

For administrators and the school's registrar.

The permanent record

Academic history holds each student's permanent record: the enrolment timeline, locked term results, session averages, previous schools, transfers and official documents. Past terms come from locked snapshots, so later changes to grading or schemes never rewrite them.

Close a term

After a class's broadsheet is approved, select Close a term and Close and lock term. Each student's results are locked as issued. After this, results change only through a versioned correction. Lock unapproved figures… exists for exceptional cases; the record then says the figures were never approved.

Import older records

1. Select Import older records and Download template.
2. Fill it in (Excel or CSV) and choose Check file. Every invalid row is listed, and Download error report gives you the list to fix; nothing is dropped silently.
3. Imported terms are marked unverified. After checking them against the source, select Mark verified.

Transcripts and documents

Under Official documents, Issue a transcript or other document. It is built only from locked records and carries a reference and a QR code that confirms it is genuine and unaltered. Withdraw a document if it was issued in error; issuing a corrected one replaces it.

Checking a QR code

Report cards, ID cards, transcripts and certificates carry a QR code. Scanning it with a phone camera opens a SchoolPilot page showing the school and a clear result — genuine, warning or not recognised — with the details and what the check does and does not prove. It confirms the document the school issued; where identity matters, still check the person.

Transfers out

1. From the student's history select Start transfer out, or take up a request a parent made from their portal (Take up this request).
2. Consent: a guardian responds in their SchoolPilot account. They choose separately whether to share health, special-needs and discipline notes; nothing sensitive goes unless ticked. Refusing stops the transfer.
3. Clearance: work through the school's checklist (library books returned, fees cleared…). An authorised person can Override… with a reason.
4. Approval: each person in the school's transfer approval chain approves in turn (Module settings → Transfers).
5. Deliver the records: Issue transfer code (the receiving SchoolPilot school redeems it; copy it when shown, as it is not shown again), Send directly to a SchoolPilot school, create a Secure link, or Download package for a school not on SchoolPilot.
6. Select Complete transfer. The student leaves and their record becomes a read-only archive. Cancel transfer stops it at any point before.

Transfers in

• Redeem a transfer code a parent brings from another SchoolPilot school, with the child's surname.
• Ask a SchoolPilot school for records with its address and the child's previous admission number. The reply never says whether the child was found.
• From a school not on SchoolPilot: enter the records or upload the package file they sent. A signed SchoolPilot package is verified automatically; anything else stays unverified until checked.

Received records arrive read-only. Review them, select Accept records and mark each Verified or Needs information. Then Admit student: a new admission number and enrolment are created beside the received history, which stays read-only. Check for duplicates first in case the child is already on your roll.

Record requests

Record requests has three tabs:

• Correction requests from parents or students (“the date of birth is wrong”). Make the correction on the student's record or in Academic history, then mark the request resolved — or decline it with a reason.
• Term closures: which classes have been closed into the permanent record for a term.
• Name mappings: when a transferred student's records say “Basic Science” or “Primary 6”, what that is called here. The original names and scores are kept beside the mapping.

14. Attendance and staff clock-in

For teachers taking registers and administrators.

Take the register on the web

1. Open Attendance. Under Which register, choose the class, arm, date and term.
2. In Roll call, tap a student's status to cycle it: present → absent → late → excused. Mark all present or Mark all absent saves time.
3. Save. Saving twice is safe — the same register is never recorded twice.

Take the register on the phone

Teachers open the Register tab, choose the class and mark each student, then submit. The register works with no signal at all: it saves on the phone and sends itself when the connection returns (see section 38). If a register only reaches the server the next day, it becomes a past-day correction, which an administrator must make.

QR marking

1. On Attendance, choose the register and open QR marking.
2. Select Issue a scanning token when the class is ready. The token is short-lived.
3. Scan students' ID badges with the phone camera from the app. No scanner hardware is used.
4. Check the register afterwards; do not reuse an expired token.

Correcting a mark

Change the mark on the register itself and give the reason. Attendance changes is a read-only log of every change made after a register was first taken: who changed which child's mark, from what, to what, and why. Filter it by class.

Absence alerts to parents

The Absence alerts to parents card on Attendance (administrators only) tells parents when their child is marked absent today.

• It is off until you switch it on, and then goes only to parents who opt in for that child — on My children in the parent portal, or with Tell me if my child is absent in the app.
• For a parent who cannot use the app, use Sign up a parent who asked: find the child and switch it on for that guardian. A guardian with no phone number on file is flagged.
• Alerts go by push, which is free. Tick Also send by SMS to send an SMS too; the school pays for each one, and SMS only works once the school's SMS account is set up.
• A parent gets at most one alert per child per day, even if the register is resubmitted or a mark is corrected. Only today's register sends alerts; entering an earlier day's attendance never does.

Staff clock-in with phone location

Set the school's location (administrator, once)

1. Open Clock-in location, ideally on a phone standing at the school gate, and select Use my current location. On a computer, open Google Maps, right-click the school, copy the numbers and paste the latitude and longitude — a computer's own location can be kilometres out.
2. Set the Radius to cover the whole compound and allow for GPS drift indoors; 150–300 metres suits most schools.
3. Set Staff resume by: a clock-in after this time is marked late.
4. Save, use Check this point on Google Maps, and Test from here on a staff phone on the premises. Until a location is saved, every clock-in is refused.

Clock in (staff)

On the premises, open My account → Clock in at school (web) or Staff clock-in in the app and allow location access. Your position is checked once, not tracked. If it fails indoors, step outside or follow the school's manual procedure.

Review staff attendance

Staff attendance shows each day's status — On time, Late, On leave, Did not clock in, Not in yet — for a date range, with Export CSV. Select a name for their day-by-day record. On the phone, administrators open More → Today for registers taken, staff clocked in and who is absent.

15. Learning materials, lesson plans and audio lessons

For teachers and administrators; students and parents see what is shared with them.

Share a material

1. Open Learning → Materials and choose Share a material.
2. Enter the title, subject and topic, and choose Share with: A class, One arm of a class or A whole section (section heads). Teachers can share only with classes they teach; there is no “everyone”.
3. Attach a file (PDF, Word, PowerPoint, images, video or audio), or paste a link, or write the lesson out so students' phones can read it aloud.
4. Add a description, then Publish, or Save as draft. Where the school requires review, a reviewer selects Approve or Return.

Students download through SchoolPilot; there is no public link to a file, and downloads resume if the connection drops. Each material shows its Reach and how many have Listened (for audio). Archive hides it from students.

Audio lessons

An audio lesson lets students listen with the screen off and write in their exercise books — less screen time, more writing.

1. Record in the browser, record in the app with More → Record an audio lesson, or upload a recording. Keep it to 5–15 minutes and tell students when to pause and write.
2. Tick Audio lesson and add the series and lesson number, After listening tasks (one per line) and an optional transcript, which helps students with hearing difficulties.
3. Pause points: at each time you set, the student's player stops and reads out what to write.
4. Recall questions: answered from memory in the exercise book, then checked. AI can draft some from the lesson text; nothing reaches students until you save.
5. Other languages: an Igbo or French version that the phone reads aloud. An AI draft waits until you read, correct and select Approve for students.

Students can save a lesson to listen without data, change speed, skip 15 seconds and use Read it to me. Parents see, under More → Audio lessons, how far their child got and what to check in the exercise book.

Lesson plans

1. Open Learning → Lesson plans and choose New lesson plan.
2. Enter class, subject, week, duration, topic and subtopic, learning objectives, activities, assessment and materials. One plan serves a classroom lesson or a virtual class.
3. Save draft while working, then Submit. A reviewer approves it or returns it with feedback. Copy reuses a plan.

Overview and settings

Overview shows virtual lessons held, virtual attendance, homework submission rate, average score and Students who may need support (two or more missed assignments or virtual classes). Administrators set under Settings: whether materials need a reviewer's approval, whether parents see their child's materials, the sections where a parent may hand in work for their child, whether teachers may record lessons (recording stays off until a policy and a notice for families are written), the virtual attendance rules (present if in the lesson at least a set percentage, late after a set number of minutes) and the largest upload size.

16. Homework

For teachers; students and parents see their side in section 36 and section 35.

Set homework

1. Open Homework and choose New homework.
2. Choose the class, optional arm, subject, title, due date and marks. Write the instructions; use ∑ Maths for formulas.
3. Choose how students hand in: Typed answer, On paper: students photograph each page in the app, or Either.
4. Tick Accept late work if you will, and A parent may hand in for a young child where the school allows it for that section.
5. Add attachments or links (for example a video), then Set and tell students, or save it as a draft and Publish to students later.

Mark it

1. Choose the assignment. The list shows every child it was set for — handed in, late or outstanding — so you can see who owes work.
2. Open a submission with Read. Photographed pages appear as pages in order, each opening full size to read the handwriting.
3. Enter a mark and feedback for each, or use the Marking sheet to type marks for the whole class and save them all at once.
4. Return work for correction where needed; the student can resubmit until it is marked.

To count homework towards a CA, use Score entry → CA from coursework (see section 19). The AI Studio's Homework ideas can suggest tasks (see section 24).

17. Virtual classes

For teachers and administrators.

SchoolPilot does not host video. Create the meeting in Zoom or Google Meet, then store the link against a class and subject so the right students — and nobody else — see it.

1. Open Virtual classes and Schedule a virtual class: lesson title, platform (Zoom, Google Meet or Other), class, optional subject, joining link, optional meeting ID and passcode, start time and length.
2. Optionally set Repeat weekly until and learning objectives, then save.
3. Students and parents see the class in their schedule. The joining link appears only shortly before the lesson starts.
4. At the start, select Mark live; afterwards End session.
5. Open Attendance to see who joined and for how long, and correct any student's record with a reason.

Automatic attendance from Zoom or Google Meet

An administrator can connect the school's own account so SchoolPilot reads who was in each class after it ends: Read attendance from Zoom or Google Meet. Zoom needs a Server-to-Server OAuth app with the report:read:admin scope (Account ID, Client ID, Client secret). Google Meet needs a service account key from your Google Workspace administrator, and is connected from the web. Credentials are checked, stored encrypted and never shown again. Participants whose screen name does not match a student appear under Who is this?; select Match and the match is remembered for that class.

18. Student file, progress and support plans

For teachers and administrators.

Student file (teachers)

Student file covers the students you teach: attendance this session, latest average, parents, class history and enrolment, topic strengths from marked work and tests, and your notes.

• Conduct: record a Commendation, Warning or Incident with the date and what happened. Tick Tell the parent a note was recorded to let the parents know a note exists; they read it in the app.
• Students from classes you do not teach return “not permitted”.

Progress & analysis

Progress & analysis shows how a student is doing and what to do next. Every figure comes from locked term records and the central calculator, and each chart has a table beside it.

• Overview: overall average, previous term and change in points, subjects passed against the pass mark, attendance and assessments done. Terms not yet approved are marked provisional.
• What the records show: automated strengths, areas for improvement, trends and topics from CBT questions, kept apart from teachers' remarks.
• Assessment history: each mark with the original score beside the percentage.
• Teacher remarks: your observations, either Staff only or Student can see.
• Support plans: an issue (for example low performance in algebra), baseline, target (65% next test), action and review date. Select Record review until the outcome, then Complete.
• Flagged for review and Students by subject list students the school's rules flag. A large CA-over-exam gap can point to generous CA marks.
• Download report prints the analysis.

What counts as a flag is set in Module settings → Progress & analysis. School-wide figures are under Admin tools → School progress.

19. Score entry, ratings and comments

For subject teachers, form teachers and administrators.

A term's results follow one path: enter scores → ratings and comments → broadsheet approval → generate report cards → release. Agree at the start of term who does each step and the deadlines.

Enter scores (whole-class sheet)

1. Open Score entry, choose the Class and term, then the Enter scores tab and a subject.
2. Every student is a row and the school's CA and exam parts are columns, each showing what it is worth. Type down a column; Enter or ↓ moves to the next student. A blank keeps any mark already saved.
3. A mark above what that part is worth is caught before sending. Select Save to send every changed row at once.
4. If the connection drops, the scores wait in this browser and send themselves when it returns (a banner shows them, with Send now). A row the server refuses keeps its marks on screen with the reason beside it.

On the phone, teachers use Gradebook → Enter scores, which works offline the same way. Only teachers assigned to a class and subject can enter its scores.

Other ways to fill a column

• Import scores: upload the CSV exported from the school's own score sheet.
• CA from coursework: choose the homework and CBT quizzes that count and which CA they fill, decide whether work not handed in counts as 0 or is left out of the average, then Work out marks. Each student's suggested mark is shown; change any (changes are highlighted), then Enter marks. Exams are never filled this way.
• Send to CA from a CBT exam's results (see section 22).

AI remarks

1. With scores saved, select Draft AI remarks on the score sheet (in the app, AI remarks on the subject's score screen).
2. A remark is drafted for every student with a score and no remark: two warm, constructive sentences specific to the subject, acknowledging the student's effort or performance and giving one practical tip to improve. Tick Redo existing remarks to redraft them all. Only the subject and score are sent to the AI, never the name.
3. Pupils whose parents refused AI are skipped; write theirs yourself.
4. Every draft waits in Comments awaiting review (also on your dashboard and in Gradebook → AI comment review in the app). Approve, Edit then Save & approve, or Reject. Nothing reaches a report card until a teacher approves it.

Ratings & comments

1. Form teachers open Ratings & comments (app: More → Ratings and comments) and choose their class, arm and term.
2. For each pupil, choose a rating for every trait and skill the school set, and write the form teacher's comment.
3. Administrators also write the head of school's comment. AI Studio can draft heads' comments from each pupil's marks; the drafts fill only empty boxes and are saved only when you save.

Early-years ratings

Crèche and nursery classes are rated against the school's own indicators (social skills, fine motor, listening…) instead of marks. On Early-years ratings, choose the class and term, rate each child on each indicator with an optional observation, and Save ratings. Administrators maintain the Indicators list; turning one off keeps past ratings.

20. Broadsheets, approval and promotion

For subject teachers, form teachers, heads and administrators.

Broadsheet & approval shows a class's consolidated results for a term, its review and the approved record. Every figure comes from SchoolPilot's central calculator. Buttons appear only for the person whose step it is.

1. Hand in each subject. On the Subject sheet tab, each subject teacher selects Hand in this subject when their marks are complete. The marks then lock for review.
2. Check Validation. Errors block approval and cannot be overridden. Warnings (for example students who joined or left during the term) need Accept with reason before final approval.
3. Review the class. Students, results complete or pending, class average, highest and lowest average, passes against the pass mark, subjects, grade distribution and comparison with last term.
4. Approve through the chain. Each step in Approval steps approves in turn, or returns with a note (required to return or reject). Return all subjects sends every sheet back to teachers.
5. Publish to parents once approved, if your school releases from here; otherwise generate and release report cards (section 21).

Exports

Only an approved version can be exported: PDF (landscape), PDF on A3 or Excel (CSV). Every download is recorded.

Correcting an approved broadsheet

Open Corrections and create a correction with the exact change and reason. It changes nothing until approved; approval creates a new version and keeps the old one under Versions. If report cards were already generated, the page reminds you they need regenerating. Tell families if a corrected report changes what they already saw.

Session results & promotion

At the end of third term, Session results & promotion shows each student's average across the year's terms and recommends who moves up. Recommendations follow the school's rules — a Minimum average and the most Core subjects failed allowed — and every promotion is confirmed by staff at rollover. Administrators also set Broadsheet settings here (how positions and missing scores are handled, a confidentiality footer), for the whole school or one level; they apply to the next calculation, never to approved versions.

21. Report cards, release and result PINs

For administrators and bursars; parents' side in section 35.

Generate, check and release

On Score entry → Report cards & release, choose the class and term.

1. Generate report cards. Builds a PDF for every active student using your approved design. You can leave the page; the run carries on. Run it again after correcting a score — it replaces the old cards.
2. Check the cards. See how many are ready and Open PDF to check names, marks, comments, ratings and signatures.
3. Release to parents. Parents and students can only see results once released. If a mistake turns up, select Withdraw results (or withdraw for the whole school), correct it, regenerate and release again.

On the phone, administrators use Academics → Generate report cards and Release results.

Results fee (schools without result PINs)

A school on a SchoolPilot plan that does not use result-checker PINs can publish a term's results only after that term's bill is paid or waived, including during a free trial. The release screen shows Results fee for this term: the fee per active student (everyone enrolled in a class at any time this term) and two ways to pay — online with Paystack or Flutterwave, which unlocks publishing once confirmed, or Pay by bank transfer, entering the transfer reference and date with I have paid, which SchoolPilot confirms. Withdrawing results is never blocked.

Result PINs

Schools that use scratch-card PINs manage them on Result PINs.

• Stock & pricing: PINs in stock, sold, used and bound to a child and term. Turn on Parents need a PIN to view results (off means released results are open to linked parents free) and set Your price to parents.
• Buy PINs from SchoolPilot: choose how many and pay with Paystack or Flutterwave at your agreed rate. Each purchase appears under Batches bought. On the phone: Academics → Order PINs.
• Sell one PIN at the bursary: take payment, enter the amount and who bought it, and give the parent the code shown.
• Print scratch cards: show every unsold PIN in a batch to print and sell as cards. Each viewing is logged.
• Who bought what: search by serial, buyer, student or admission number to see who bought each PIN and whose result it opened.
• Waive the PIN for a student: open one student's result for one term free (for example a full scholarship), with a reason kept in the audit log.
• Sales report: PINs sold and revenue.

A PIN works for one child and one term only and allows a few openings. Parents can also buy one online from the Results screen. Staff never need a PIN.

22. CBT: question bank, exams and marking

For teachers and exam officers; students' side in section 36.

The question bank

Question bank holds every question the school writes, filed by class, subject and topic and reused on any paper, year after year. Browse with the panel on the side and filter by level, status (Ready, Draft, Retired), topic, type and difficulty.

Write a question

1. Select New question and choose class, subject, topic, difficulty and marks. Optionally set Minus if wrong for negative marking (a blank answer never loses marks).
2. Choose the type and write the question. Questions use a rich editor with tables, formatting and maths ($x^2 + 1$ or the ∑ Maths button).
3. Add the answer and marking (see the table), an optional picture, and an Explanation shown to students after results are released.
4. Tick Ready to use once checked. Only ready questions can go on a paper.

Passages, images and imports

• Passages: a comprehension text, case study or data table shared by several questions. Students see it above each of its questions. Link questions to it from the question's Passage / group field.
• Images: upload a diagram once and use it on any question. JPEG, PNG, WebP or GIF up to 5 MB; a description for a student using a screen reader is required. Location data in phone photos is removed.
• Import: paste from Excel or a CSV with question, A, B, C, D, E, answer, topic, difficulty, marks — up to 500 multiple-choice questions at a time.
• AI from pictures: write questions about a diagram in your image library, or photograph up to six pages of a printed paper and have them read into questions. You review, correct and tick every draft before saving; a scanned objective question with no key cannot be saved until you pick the answer.
• Write questions (AI) opens AI Studio's question drafting (see section 24).

Bulk actions

Tick questions — a page at a time or every question matching the filters — and move them to another class, change subject, set topic or difficulty, mark ready or draft, retire, delete, or Add to a draft paper…. A question used on a published paper can no longer change; copy it into a new question instead.

Create a paper

1. On CBT exams, fill New exam: title (for example First term Mathematics CA 1), class, subject, term, duration, optional opening and closing times, and the calculator allowed (None, Basic or Scientific).
2. Choose shuffling (questions, options, questions inside a passage) and what students see at the end: their score as soon as they submit, their answers marked right or wrong, and the correct options after the test closes.
3. Open the exam. Under Add from the question bank, filter and tick questions (optionally into a section such as “Section A”), or Add all matching.
4. On Settings, set attempts allowed, questions per student (a random draw from the paper), pass mark and instructions to students.
5. Read Check before publishing, then Publish. Students in the class can sit it, and the questions are frozen. If the school requires approval, the paper waits on CBT monitor & regrade first.

Print paper and Print marking guide produce a paper copy in the order written, with passages, maths and pictures, answer space or “answer in your booklet”, and name and admission number blanks. Staff only.

Results and marking

1. On the exam's Results & marking tab, see candidates, average, highest and lowest, and pass rate.
2. Objective answers are marked automatically. Open each script waiting under To mark, read the theory answers with the marking guide beside them, enter Marks awarded (never above the question's worth) and optional feedback, and Save marks.
3. Item analysis shows the share who got each question right. A very low share on taught material usually means the question is faulty, not the class.
4. Release results shows scores to students who sat and their parents; Withdraw results hides them again. Term report cards are not affected.
5. Send to CA puts the test's scores into a CA column: Override replaces the saved CA mark, Add to it adds on top, capped at the CA's maximum. Students who did not sit keep their mark.
6. Close the exam to stop new attempts.

CBT monitor & regrade

• Awaiting approval: Approve or Return papers submitted for approval.
• Live: each candidate shows as Submitted, Writing, Disconnected or Not started. You can Extend time for one candidate or everyone, submit an attempt, or reset one — each with a reason that is logged.
• Correct a faulty question: change the answer key, accept more than one answer, give everyone full marks, or drop the question and rescale — for this exam only or every exam that used it. Preview the impact, give a reason and Apply regrade. A new result revision is created; Roll back undoes it.

Leaving the exam page, copying and pasting are recorded for the invigilator. Nothing voids an attempt automatically; a person reads the flags and decides.

23. The SchoolPilot Exam desktop app

For exam officers, ICT staff and invigilators.

SchoolPilot Exam puts the school's portal in a locked, full-screen window on Windows lab PCs. Papers are set and sat exactly as on the web; the app keeps candidates on the paper and keeps their answers when the internet drops.

Install

1. Download the installer from SchoolPilot's downloads page and run it as an administrator on each PC.
2. On first launch, an invigilator enters the school code (for example kings) and sets a 4–12 digit invigilator PIN.
3. For a whole lab, ICT staff can install silently with the school code and PIN as options; ask SchoolPilot for the command.

On exam day

• The strip at the top shows the school, internet status, the time, Home, Timetable and Invigilator.
• Timetable shows In this hall today (from published exam timetables) and the signed-in student's My papers. An invigilator sets which hall the PC is in after unlocking with the PIN.
• The window has no address bar, and reload, print, save and new-window keys and links that leave the portal are blocked. Leaving the page is reported to the invigilator.
• Invigilator → PIN → Exit app or Change school. Exit warns if any paper on the PC still has unsent answers.

When the internet or power goes

• Starting a paper needs the internet once. After that, every answer is saved on the PC and sent when the connection returns; the candidate carries on.
• If the PC or app restarts with no internet, the open paper reopens on that PC with a note that it was reopened from this computer. The answer editor and any HTML question material are kept on the PC too.
• When the line returns, the candidate may need to sign in again; held answers go up as the paper opens. Leave PCs switched on until answers have been sent.
• Entrance exams sat from an emailed link are handled the same way; reopening one after a restart needs the internet.

The app shows a notice when a newer version is available. It deliberately does not block Alt-Tab, Ctrl-Alt-Del or the Windows key, and it uses no camera.

24. AI Studio, the tutor and AI controls

For teachers, administrators and, for the tutor, students.

AI Studio for teachers

Open AI Studio (app: More → AI Studio). Nothing here reaches a student or parent until you put it there.

AI Studio for administrators

• Letters & circulars: say what it is about, the audience (parents, students, staff), the tone (formal or warm) and the points to include. You get a letter and a 160-character SMS version to copy. Dates, fees and names come only from what you wrote; anything missing is marked [to be confirmed].
• Results reading: SchoolPilot works out each subject's average, pass rate and range for a class or the whole school, and the AI explains those figures in plain words. Pupils who need attention are found by rule, named for you, and never sent to the AI.
• Head's report-card comments: drafted from each pupil's marks; they fill only empty boxes on Ratings & comments and save only when you save.

Privacy guard

AI Studio refuses a prompt that contains a student's name, admission number, phone number, email address, NIN or BVN, and says what to take out. Describe the class, topic or marks instead.

The student AI tutor

Students open AI tutor (app: Learn → AI tutor), choose a subject and a mode — Explain or Practise — and ask. The tutor explains, hints and sets practice questions; it does not just give answers, and it does not mark work. Past conversations and topic mastery are kept for the student. The tutor is off until the school turns it on, and it can be limited to certain sections and subjects, capped per day, and paused while a student is sitting a CBT exam.

Parent consent

Under Pickup & consent, parents choose whether AI features may send their child's schoolwork and marks to an AI provider outside Nigeria (Anthropic, OpenAI or Google, whichever the school uses). The child's name is never sent. If a parent or guardian leaves it unticked or withdraws consent, SchoolPilot switches off for that child: the tutor, AI report-card remarks (singly or for a whole class), the AI performance summary and the head's AI comment drafts. Staff are told which pupils to write for themselves; the student sees why the tutor is off. With two guardians, either one refusing is enough. A child with no consent record is not blocked, so collect consent before relying on AI.

Administrator controls

• AI features: switch each AI tool on or off for the whole school (switched off, it disappears at once), see the modules on your plan, and choose the AI provider and quality the school uses. Student tutor controls sets the sections, daily messages per student and the pause during CBT, and shows usage counts — never what students wrote.
• AI controls: a monthly ceiling for the whole school (when reached, AI pauses for everyone until next month or until you raise it); a daily limit per student (below SchoolPilot's maximum); per-role staff limits or AI off for a role; and an override for one person (0 means no AI for them). Choose whether free welcome credits are kept for report cards or used for anything.
• AI usage: credits left and used this month, cost, use by students, staff and background work, by feature, the heaviest users, and students who keep reaching their daily tutor limit — worth a word, as it may be heavy study or misuse.
• AI credits: the school's wallet. Free welcome credits are used first, then bought, then promotional; credits never expire. Buy credits online, or Pay by bank transfer with the exact amount, your bank reference, date and optional receipt, then I have paid; credits are added once SchoolPilot confirms. Buying credits never raises anyone's limits.

25. Fees, invoices and collecting payments

For bursars and administrators. All amounts are in naira (₦).

Payment options (administrator, once)

On Payment options, choose how parents pay — bank transfer, online, or both.

• Bank transfer: tick Accept fees by bank transfer and enter the bank, account name, 10-digit account number and an optional note (for example “Use your child's admission number as the transfer narration”). Parents see this on their fees screen and upload a receipt after paying.
• Online: connect the school's own Paystack or Flutterwave account by pasting the secret key (and optional public key) from your dashboard; for Flutterwave also the webhook secret hash. Copy the Webhook URL shown into your gateway dashboard so payments confirm automatically. Parents' online payments then settle straight into the school's account.

Keys are write-only: the page shows only their last four characters. Every change is recorded. Use Replace keys or Disconnect to change them. Test with a small real payment before announcing online payment.

Set fees and raise invoices

1. On Fees & finance, create each fee for the term: title (Tuition, Lab / ICT, Development Levy…), amount, which classes or class level it applies to (or the whole school) and whether it is compulsory.
2. Check the Fee Structure Definitions table and the total payable per class.
3. Select Raise Invoices, choose the scope (all classes or one) and a payment deadline. Each student gets an invoice for the term.

Editing a fee later does not change invoices already issued. Hostel and bus fees and store items are added to the same term invoice from their own screens.

Collect a payment at the office

1. Open Collect payments and find the student by name or admission number. Their statement shows billed, paid and balance per invoice.
2. Choose Record payment: the method (Cash or Bank transfer (confirmed on statement)), the amount (up to the invoice balance) and the teller or slip number.
3. Select Print receipt for the official receipt with its number, method, reference, amount and remaining balance.

Also here: Apply scholarship (choose a scholarship or discount and give a reason kept in the audit log) and Instalment plan (split the balance into parts with dates; the parts must add up to the balance). Online payments are never recorded here; they settle when the gateway confirms them.

Confirm bank transfers

When a parent uploads a transfer receipt, it waits on Payments ledger under Bank transfers to confirm (app: More → Transfers to confirm). Check each against the school's bank statement — amount, date, reference — then Approve or Reject with a reason. The parent's balance updates only after approval.

Who has paid

Who has paid shows a term's fees billed, paid and owing by section, class and arm, how many children have cleared, who is part paid, owing or not yet invoiced. Pick a class to see its arms, and search for a student.

Chase debtors and send reminders

1. On Fees & finance, the Fee Defaulters List shows each debtor with balance, ageing and contact.
2. Tick families, or send to all.
3. Choose Send by — no channel is preselected, because SMS costs money and push is free — and add an optional note such as “Kindly see the bursar before Friday”.
4. Select Send Reminder. A parent with several children owing gets one message listing them all. Families who could not be reached are listed afterwards.

Payments ledger and scholarships

• Payments ledger lists every payment, filterable by search, status (Successful, Pending, Failed) and date, with totals and View receipt.
• Scholarships defines scholarships and discounts (sibling discount, staff child, merit award) as a percentage or a fixed amount, with who qualifies. They are applied to an invoice on Collect payments.
• Bursars find students on their own Students lookup before taking a payment.

Hostel and bus fees

Hostel charges holds the boarding fee rules (full, weekly, flexible boarders and day services, per term) and every charge raised. Bill a term adds each boarder's charges to their term invoice; it is safe to run again. Bus fees are billed the same way from Transport → Bus fees. Payment is then taken like any other fee.

26. Accounts and payroll

For bursars and administrators; every staff member sees their own payslips.

Accounts

Accounts keeps the school's books beyond fees.

• Income & expenditure: fee income (confirmed payments only), operating expenses, payroll paid and expenses by category, for a chosen period.
• Expenses: Record an expense — what it paid for (generator diesel), category (Fuel), amount, date, optional supplier and notes. Keep the source document.
• Petty cash: Log petty cash as money out (spent) or in (top-up), with the purpose; the page shows the cash in the box.
• Budgets: Set a budget per category for a school year or term. Spending is matched by category, so name expense categories exactly as their budget lines.
• Suppliers: Add a supplier with company, phone and email.

Payroll

1. Pay components: add allowances and deductions, including statutory ones such as PAYE or pension, calculated as a fixed amount or a percentage. The school sets the rates; nothing is hard-coded.
2. Staff pay: Set pay for each staff member — basic pay and their components — from a date. Earlier months keep the pay they had. Record staff loans as their own deductions.
3. Prepare a month: the bursar chooses the month and selects Prepare. Re-preparing a draft recalculates it.
4. Approve: an administrator opens the run, checks gross, deductions and net pay, and approves. Approving a run you prepared yourself asks for a recorded reason.
5. Pay and record: pay through your bank, then mark the run paid. Export CSV downloads the run for your bank or records.

An approved run is locked. Reopen for correction makes a new version and keeps the old one. Staff see their payslips under Payroll → My payslips (app: More → My payslips).

27. School store

For bursars and administrators; parents confirm what they received.

The store tracks uniforms, books and consumables handed to students. It is off until an administrator selects Switch on the school store; switching it off later keeps the records.

1. Items & stock: Add an item, one line per size or edition (School shirt, Age 10–11), with price, opening stock, the level to warn at, and whether it is Charge to fees (untick for free or already-paid items). Record deliveries with Receive stock and fix counts with Correction after a count.
2. Packs (optional): everything a new student gets, for example a JSS 1 new student pack of uniforms, textbooks and exercise books, optionally for one class.
3. Hand over: find the student, choose a pack or items and quantities, check the summary and bill to the term. Stock comes off straight away, and charged items go on the term invoice in full.
4. Parent confirmation: the parent confirms in the app or portal that everything arrived, or reports what is missing.
5. Sort out a reported problem: hand the item over now and ask the parent again, or cancel the missing items (their charge comes off the invoice) and put them back in stock. If a parent already paid for a cancelled item, record the refund in Finance first.

The Overview shows hand-overs waiting for parents, what is billed this term, stock value and items running low. Add waiting charges to invoices posts charges not yet on an invoice.

28. Messages, announcements, SMS and alerts

For administrators, teachers and parents.

Chat with a parent (Messages)

Every conversation is between one parent and one member of staff, usually about one child. Messages show Sent or Seen, and the conversation refreshes on its own.

• Staff: Messages → New message, choose the pupil under About which pupil? and the guardian under To, add an optional subject, write and Send. Teachers can choose only pupils they teach.
• Parents: Messages → New message, choose the child under About (if you have more than one at the school), one of that child's teachers under To, write and Send.
• Open a conversation to reply. Unread replies show a count; with more than five conversations, a search box finds one by name or child. Enter sends; Shift+Enter starts a new line.

Send an announcement

1. Open Notifications and check Can messages go out? — whether SMS, email, push and WhatsApp are Ready, and if not, why. Email also shows how many have been sent today against any daily limit.
2. Choose Send to: Parents, Students, Teachers or All staff. For parents or students, choose a class (or whole school) and arm (or all arms).
3. Read the preview: how many people it reaches and how many have a phone number or email. A group too large for one message must be narrowed to a class.
4. Write the message (up to 1,000 characters) and choose a category: General, Fee reminder, Results, Attendance or Emergency. Past 160 characters, the counter shows how many SMS each copy uses.
5. Tick the channels. SMS reaches every phone but is charged; email suits longer messages; push is free but reaches only people with the app; WhatsApp needs the parent on WhatsApp. A channel that is Not ready records its messages as failed.
6. Send. Then check Delivery by channel and History; a failed row shows its reason.

In the app, administrators use More → Send notification, which warns before sending if the SMS balance may not cover the message.

The school's SMS account

• An SMS account SchoolPilot set up for the school, topped up on SMS & credits.
• The school's own account, under Notifications → SMS settings: a Phone SMS gateway that sends from the school's own phone and SIM (parents see the school's number; the school pays its airtime), or Termii bulk SMS with a registered Sender ID. Save, then Send a test to a staff phone. The API key is never shown again; leave the box empty to keep it when editing.

SMS & credits

1. See the SMS balance and how many messages were Delivered, Failed or On its way. A warning shows when the balance is low or empty; at zero, reminders and alerts stop going by SMS.
2. Buy SMS units: enter how many and pay with Paystack or Flutterwave. Units go on the balance once payment is confirmed. A long message can use more than one unit. For bank transfer, contact SchoolPilot.
3. Purchases shows each top-up as Awaiting payment, Paid · being added or On your balance.
4. Sending phone: choose which phone and SIM messages go out from — parents see that SIM's number — and save.
5. Message log: every SMS sent, newest first, with delivery status. Resend a failed one after fixing the cause; correct a wrong number on the guardian's record first.

Automatic alerts

• Absence alerts — section 14.
• Fee reminders — section 25.
• Library reminders the day before a book is due and once it is late, in the app and optionally by SMS — section 29.
• Bus not running: the transport office can tell the parents of a bus's riders — section 31.
• School calendar entries marked public appear in parents' feed — section 34.

Notification inbox

Everyone has an inbox: Notifications for parents and students, My notifications for staff, and More → Notifications in the app. Unread items are highlighted; use Unread only, Mark read or Mark all read. A push alert can be delayed or missing if the phone has notifications off, so the inbox is the place to check.

29. Library

For librarians, desk helpers and the administrator who sets the library up; readers see their own books.

Set up (administrator)

1. Give someone the desk. Add a full-time librarian with the Librarian role; they reach the library and nothing else. For a teacher or other staff member who helps, choose Allow in the staff list's library desk column: they can lend, take back, renew and check stock, but not edit the catalogue or write books off.
2. Set the rules in Library → Settings: loan periods for students and staff, how many books each may hold, renewals, reservation holds, grace days, the accession number prefix, whether due dates skip weekends and school holidays (from the school calendar), and what students and parents see.
3. Decide about money. Replacement and damage charges are off until an administrator switches them on. When on, a charge goes onto the student's term fees, the bursar or an administrator can waive it with a reason, and payment is recorded by the bursar, never in the library. Choose also whether writing a book off needs an administrator's approval and whether the librarian may override a rule with a reason.

Books and copies

A title is one book and edition in the catalogue; each physical book is a copy with its own accession number (for example ACC-00042) — write or stick it on the book.

• Catalogue → Add a book: title, authors, edition, optional ISBN, publisher, year, subject, reading level, language, keywords, shelf, how acquired (purchased, donated, transferred), cost per copy, and how many copies. You are warned if the title may already exist; a different edition is its own title.
• Open a title and choose Add copies for more of the same edition. Mark a title Reference only if it is read in the library and never lent.
• Categories group the catalogue the way your library is shelved.
• Archive a title you no longer stock; its history is kept. Only a title never lent can be deleted.

At the circulation desk

1. Issue: on Library desk (or the app's More → Library desk), find the reader by name, admission or staff number, or scan their ID card with the phone camera. The screen says whether they can borrow and why not.
2. Scan or type the copy's accession number. The due date appears; Print a slip if you want one.
3. If the reader is at their limit, has an overdue book or the copy is held for someone else, a librarian may override the rule with a reason that is kept on the record.
4. Return: scan the copy and choose its condition — Good, Damaged or Reported lost. If someone reserved the title, the copy is held for them and they are notified.

No scanner gun is needed; a phone camera or typing is enough. A double tap or a retry after a dropped connection never lends a book twice.

Loans, reservations and readers

• Loans & overdue: every book out, due today, overdue and returned. Filter overdue books by borrower type, how late, and whether a reminder has gone. Reminders go automatically the day before a book is due and once it is late. Renew extends a loan within the rules.
• Reservations: who is waiting for which book, in order. When a copy comes back it is held for the first reader, who has a few days to collect before it passes down the queue. Staff can reserve for a reader; students can reserve for themselves where allowed.
• Borrowers: one reader's record — whether they can borrow, books out, reservations, charges and history.

Lost, damaged, stock and stocktake

• Lost & damaged or Inventory → Change status: mark a copy found, sent for repair, back in circulation or beyond repair, always with a reason. Writing a copy off may wait for an administrator's approval (Write-offs waiting for approval).
• Charges show as waiting for the fee bill, on the fee bill or waived. Add waiting charges to fee bills posts them; bursars see them under Library charges.
• Stocktake: Start a stocktake (for example “End of first term 2026”), scan every copy found on the shelves, mark the rest, then Close stocktake. Closing never writes a book off or charges anyone; missing books are flagged to investigate. Books on loan are not on the list.

Reports and activity

Reports has fourteen reports — catalogue, inventory, active loans, overdue, circulation, borrower activity, popular titles, new books, reservations, lost, damaged, stock adjustments, charges and audit — each with the date made and filters used, to print or download as CSV. Activity log shows who did what. Late-return fines per day are not part of SchoolPilot; only replacement and damage charges.

Readers

Students and staff see My library books (web Library; app More → My library books): what they have out and when it is due, Renew, and Find a book to reserve. Parents see their children's books where the school allows.

30. Hostel and boarding

For hostel managers, wardens, house parents, the nurse and administrators.

What each person can do is set per hostel (manager, warden, house parent). A warden sees their own hostel; welfare and incident records are for managers, matrons and the nurse.

Rooms and beds

1. Administrators add hostels (New hostel). Then Add a room with its block and capacity; beds B1, B2… are created to the capacity.
2. Boarding enrolment: a student needs an approved enrolment — boarding type and expected arrival — before a bed. Enrolments wait under Enrolments awaiting a decision for Approve, Waitlist or Decline.
3. Allocate a bed: choose the approved boarder and a free bed. A bed holds one student; going over capacity needs an administrator and a written reason.
4. Residents: search by name, admission number or room; Check in, Check out, Move a boarder or End stay to release the bed.

Daily work

• Roll call: choose or add a session (for example night roll call) and mark each boarder. Students on approved leave are pre-marked; anyone unconfirmed at submission is flagged.
• Leave: record a request with its type (weekend, medical, outing, family…), leaving and returning times and reason. Approval is not departure — select Sign out when the student actually leaves, and sign them back in on return. Leave types that need a parent's consent wait for the parent. Late returns show as overdue.
• Maintenance: Report a problem with an optional bed, priority and what is wrong. A report does not take a bed out of service; a manager decides that, then marks the repair Complete and Verify.
• Welfare: any hostel staff member can Record a welfare concern; reading them is restricted.
• Incidents: Report an incident with when and a factual account; a reference is issued automatically. Follow up in Hostel operations.

Hostel operations

Hostel operations covers the rest of boarding-house work: Arrivals (approved boarders and whether they have checked in), the Movement log (every check-in, departure and return; a wrong time is fixed with Correct, keeping the original), the two-week Duty roster with handover notes, room Inspections (pass, needs attention, fail), Items issued to boarders (mattress…), Incidents follow-up including whether the guardian has been told, Announce (to boarders, their parents or hostel staff — shown on phone lock screens, so keep private details out) and each Boarder file.

Boarders see where they stay, their leave, charges and can request leave or report a repair where the school allows. Parents see the room and bed if shared, whether their child is in the hostel, leave requests (to consent or refuse) and charges. Hostel charges are billed from Hostel charges (section 25).

31. Transport and bus tracking

For the transport office, bursars and administrators.

Bus tracking

1. On Bus tracking, Register a bus: bus number (BUS-001), optional route (Lekki Phase 1), driver and the driver's phone — the phone that reports the bus's position.
2. The Fleet shows each bus's last reported position and how old it is: Live (a fix in the last 10 minutes), Stale or No signal, and whether the driver marked it on a route.

A position is only as recent as its time stamp. Never assume an old position is where a bus is now; call the driver. Bus location is a help, not a safeguarding system.

The transport office

• Riders: Add a rider with the bus and an optional pickup point (a landmark such as Ikeja under-bridge). Only students on this list pay the bus fee. Stop riding removes a student.
• Bus fees: set the termly bus fee per rider (the same for everyone), then Bill a term to add it to each rider's invoice; it is safe to run again.
• Buses & upkeep: record services, repairs, fuel (litres, cost, odometer), breakdowns and the next service date or kilometres. When a bus is out of service or back, select Tell the parents of this bus's riders so nobody waits at a pickup point for a bus that isn't coming.
• Papers: add each paper (insurance, roadworthiness, licence…) with its number and expiry date. Administrators are reminded before anything expires; mark it Renewed.

Bus costs are kept here, separate from the school's expenses. Parents see their child's bus, pickup point, the driver to call and whether the bus is running.

32. Clinic log

For nurses and administrators.

1. Open Clinic log (app: the Sick bay tab).
2. Under Log a clinic visit, find the correct student by name or admission number.
3. Enter the attending nurse, reported symptoms and treatment given, and save.

Recent visits lists who was seen, what was done, by whom and when. The log deliberately does not show the stored medical record, blood group or allergies; those are held for emergencies and every opening is logged. Record only what is needed. The log is not a substitute for emergency services or a clinician's care — follow the school's emergency procedure.

33. ID cards

For administrators.

Choose or design the card

• Choose a design: three ready-made designs for students and three for staff. Set your main and accent colours, check the preview with your crest and a very long name, then Make this the live design or keep it as a draft. Cards already printed are not changed.
• Use your own design: upload the card front (and back) your school designed in Canva or at a print shop, or start from a blank card, then drag SchoolPilot's live fields onto it: photo, name, class, admission number, QR code, crest, text and colour boxes. Drag to move, drag the corner to resize, use the arrow keys to nudge (Shift for 2 mm). The QR code is kept square and at least 12 mm so a phone can scan it; long names print smaller automatically. Use Preview as printed and Try a very long name, then save.

Print cards

1. Under Who and how, choose students (a class, or leave blank for every active student) or staff, the paper, margin, double-sided flip (it must match your printer; switch it if backs land on the wrong cards) and cut guides (a hairline or corner marks for a guillotine).
2. Read Before you print: who is ready, who cannot print and why (usually no photo), and how many sheets you will use. Tick Print cards for people with no photo only if you will fill the photo window later; Print blood group only if the school wants it on the card.
3. Queue the run, wait for it to finish under Recent print runs, download and print, then select Mark printed.

Card register

The register follows every card through Generated → Print file made → Printed, awaiting collection → Handed over. Each step is recorded separately; printing never marks a card handed over, and a card verifies as valid only after it has been handed over. Use Revoke for a lost or withdrawn card and Replace to issue a new one, and Renew staff cards when due.

Check a card confirms a card number at the gate, showing only what a gate check needs; each check is logged (Admin tools → ID card checks). Card policy sets how often staff cards renew, the expiry warning, whether checks are logged, digital ID cards in the student and staff app, and whether parents see their child's digital card. A digital card always shows its live status, so a card reported lost reads as lost at once.

34. Dashboards, analytics and admin tools

For proprietors, principals and administrators.

Dashboard

The administrator's Dashboard shows active students, fees collected, attendance today, AI comments awaiting review (approve, edit or reject them here), CBT this term (exams published, scripts sat, awaiting marking, average score), class averages, homework set by teacher, and notices from SchoolPilot. On the phone, the Home tab shows the same headline figures and More → Approvals gathers everything waiting on you — leave requests, lesson notes, CBT papers, admissions and broadsheets — each decided by the same rules as on the web.

Director console

Director console is the proprietor's view: students on the roll, fees collected and outstanding against what has actually been billed, attendance today, a rule-based Risk feed from the school's own scores and payments, class averages and the largest outstanding balances. Where there is no data, it says so rather than showing a guess.

Analytics

Analytics shows how the school is doing this term once attendance and scores are entered. Treat any figure as a signal to look into, then check the student's attendance, results or fee ledger before acting.

Admin tools

• School progress: students flagged for support, support plans ongoing and completed, classes and subjects weakest first, highest averages and those most in need of support, by term.
• Calendar: Add an event — title (First term resumes), kind (Academic, Exams, Holiday, Sports, PTA meeting), dates and details. Tick Parents can see it to put it in parents' feed. Library due dates skip calendar holidays.
• Staff records: one staff member's leave allowance per year, previous employment, pay history and status history.
• Achievements: record a student's achievement (1st place, state spelling bee) with the date; it is shown to the student and parents. Verify it once the evidence is checked.
• ID card checks: cards due for renewal and the verification log of every gate check or scan.
• Backup & export: see below.

Backup & data export

SchoolPilot backs up the whole platform automatically every night. Backup & data export gives the school its own copy of everything held for it — students, staff, results, fees, attendance — as one file to keep or take to another system. Select Back up now, then Download when it is ready; one a day, and the link expires. Tick Include health records only if you need them. Store the file securely and delete local copies you no longer need.

35. Parents and guardians

For parents and guardians. You can use the web portal or the phone app; both show the same information.

Choosing a child

If you have more than one child at the school, choose the child at the top of each screen (app: the switcher on the Home and Child tabs). Your choice stays as you move between screens.

My child

Attendance for the last 30 days marked, fees outstanding (with Pay fees), conduct notes and points recorded by teachers, released results subject by subject, subjects and electives, the academic record and documents, and CBT test scores the school has released (separate from the term report card). Depending on what the school uses, you also see the hostel, the school bus (pickup point, the driver to call and whether the bus is running), library books, the digital ID card, materials and audio lessons, and items from the school store.

• Health record: what the school holds about allergies and emergency contacts. Opening it is logged. Tell the school if anything is out of date.
• Report a mistake in the record: say what is wrong (a name, a date of birth, a result) and send it to the school.
• Request a transfer: if your child is moving schools, give the new school if known, the date and an optional reason. You will be asked to consent before records are shared, and you choose separately whether to share health, special-needs and discipline notes.

Absence alerts

Where the school has switched them on, turn on Tell me if my child is absent for each child. You will get at most one alert per child per day, by app notification (and SMS if the school sends them).

Homework

See what each child has been set, what they handed in and what came back marked, with the teacher's feedback. For a young child, where the teacher and school allow it, select Hand in for my child and add a photo or file of the child's own work.

Results and report cards

1. Open Results and choose the child and term. Results appear only once the school releases them.
2. If the school uses result PINs, the full report card needs one. Either pay online — it unlocks as soon as the payment is confirmed — or type a PIN bought at the school office and select Use this PIN. A PIN works for one child and one term only, so check both first. PINs you have bought lists yours.
3. Select Open report card or Download PDF.

Fees

• See each invoice's billed, paid and balance, and Receipts for every payment the school has confirmed.
• Pay online: enter the amount and pay through the school's Paystack or Flutterwave page. The invoice updates when the payment provider confirms — not when the page closes. If it still shows pending, wait a little and refresh before paying again.
• Pay by bank transfer: transfer to the school account shown, then select I've paid by transfer on the invoice. Enter the amount, date and bank reference, and attach a photo or PDF of the receipt (up to 5 MB). It shows as waiting until the bursar finds it on the school's statement.

Pickup & consent

• Who may collect your child: only you, until you add someone. Add a person's full name, phone and relationship (aunt, driver…). The school checks this list at the gate. Select Stop to remove someone at once.
• Your consent under the Nigeria Data Protection Act: whether the school may keep and use your child's records, and whether AI features may send your child's schoolwork and marks (never the name) to an AI provider outside Nigeria. If you leave AI unticked, the study tutor is off for your child and teachers write their report comments themselves; nothing else changes. You can change your mind or Withdraw at any time.

Hostel, store and transfers

• Hostel: see where your child sleeps (if the school shares it), whether they are in the hostel, and leave. Consent to or refuse a leave request, or request leave yourself where allowed.
• Items from the school: confirm uniforms and books handed to your child only after they have actually arrived, or say what is missing.
• School transfers: consent to or refuse a transfer the school is waiting on.

36. Students

For students. Use your own sign-in only; never share your password.

Homework

1. Open Homework and filter by to do, handed in, marked, returned for correction or missed.
2. Choose an assignment, read the instructions and open the materials.
3. Type your answer, attach up to 5 files, or — for paper homework — photograph each page in the app. The app shows each page as a numbered thumbnail to check before sending.
4. You can resubmit until it is marked (new files replace the earlier ones). The page says if late work is not accepted.
5. Read the mark and feedback when it comes back.

Sitting a test

1. Open Tests. Papers are listed as Open now, Coming up and Tests you have sat.
2. Select Start and read the instructions. Once you select Begin, the clock runs and does not stop if you leave the page.
3. Answer each question. Use the question list to jump around, Flag to review later, and Clear answer. Open the calculator if the paper allows one. Typed answers use a box with bold, lists, tables, symbols and maths, and show a word count.
4. Answers save automatically, even if the internet goes off. If the connection drops, keep going and leave the computer on; your answers are sent when it returns.
5. Submit before time runs out (the paper submits itself at zero). Wait for Paper submitted.

If the paper has negative marking, the instructions say so — leave a question blank if you do not know it. Leaving the page and copying or pasting are recorded for your invigilator. Your score and answers show when the school releases them; the correct answers show after the test closes.

Results

Results appear once the school releases them. Where the school uses result PINs, ask your parent or guardian, or type in a PIN you were given. You see your report card, position in class if the school shows it, and your developmental assessment in the early years.

The AI tutor

Choose a subject and Explain or Practise, then ask. The tutor helps you learn step by step; it will not just give you the answer, and your teacher still marks your work. It can make mistakes — check important answers with your teacher. If your school or parent has switched it off, the page says so.

Your profile

Your details, class history, attendance, achievements, parents and digital ID card are kept by the school office; ask them to correct anything wrong. The one thing you can change is your own phone number.

Badges and the leaderboard

Badges for learning activity show on your home screen; the app also has a Leaderboard under More.

Accessibility

In the app, More → Accessibility sets text size, bold text and reduced motion. Audio lessons can be listened to with the screen off, and written lessons can be read aloud by the phone.

37. Teachers, bursars, librarians and nurses

A checklist of each staff role's work, with links to the details.

Every staff member also has My account (contact number, staff ID card, clock-in, library books), My notifications, leave requests and payslips.

38. The SchoolPilot phone app

For everyone using the app.

Tabs for each role

More holds everything else your role can use, including the Offline queue, Messages, Notifications, Accessibility, My ID card, My library books, My leave, My payslips and Sign out.

Working offline

1. Open the screens you need while you have a connection, so their data is on the phone. Screens show when they were last updated.
2. Make your change — a register, scores, homework marks, a message. If you are offline, it waits on the phone with a pending count.
3. It sends itself when the connection returns. Open More → Offline queue to see what is waiting and select Try now.
4. If the school server refuses an item, it stays in the queue with the reason. Each item says what Try again does: a register is safe to resend; a score batch replaces any later change made on another device; anything else may already have arrived, so check first. Discard asks you to confirm.

CBT papers keep every answer on the phone as you tap and send them when they can; the server's clock still decides when time is up.

Shared phones and signing out

Signing out removes your data from the phone, including anything unsent, so the next person never sees it. If anything is still waiting, the app offers Review unsent before Sign out. Keep a screen lock on the phone and sign out when finished on a shared device.

Notifications

Allow notifications when asked so you receive messages, absence alerts and school notices. If they stop, check the phone's notification settings and your connection; your inbox under More → Notifications always has them.

39. Operator console

For authorised SchoolPilot operators only, not school staff.

Operator screens work across every school, so follow SchoolPilot's approval and audit process for each change and never put personal data or secrets in notes.

Schools

• Schools lists every school with its status, students, fees collected and AI spend. New school creates the school and its first administrator together; the sign-in address, school code and temporary password are shown once, to send to the administrator. Suspend and Reinstate a school.
• Open a school for its accounts and administrator two-step status, Access & features (modules, AI, result checker, school store permission and daily email limit — switching a module off hides it and deletes nothing), plan, PIN purchases, recent activity and Internal support notes the school never sees.
• Open school works inside a school; a reason is required and every opening is listed under Operator access. Leave the school when the task is done.

Service operations

Escalate suspected cross-school exposure, payment problems or child-safety incidents through SchoolPilot's incident process.

40. Partner programme

For SchoolPilot partners who refer schools.

1. Sign in and open My referrals.
2. Copy Your referral link and share it. A school that asks for a demo through it is credited to you, and you earn commission on every term bill it pays, for as long as it stays.
3. See Owed to you, Paid to you, earned in total, Your schools, Commission earned and Payments to you. A school's own bill is never shown.
4. Enter Payout details (bank, account number and name); only the last four digits are shown back.
5. Use the sales kit: brochures and social images to download, message scripts with your link already in, and useful links.

41. Privacy, security and safeguarding

For everyone, and especially administrators responsible under the Nigeria Data Protection Act (NDPA).

• One person, one account. Use strong, unique passwords. Administrators must use two-step sign-in. Suspend accounts the day someone leaves.
• Share only what is needed. Students' records are for people with a school reason to see them. Teachers see only the students they teach.
• Health and safeguarding information is sensitive. Record only what is necessary. Opening a health record is logged. Keep it out of announcements, group messages and SMS.
• Public means public. The school page is indexed by search engines; use office contacts only. Hostel announcements show on lock screens.
• AI: never type a student's name, admission number, phone, email, NIN or BVN into AI Studio (it refuses). Collect parents' AI consent; a refusal switches AI off for that child.
• Photos: student photos are never public, and location data is removed from uploaded images.
• Exports: store downloaded backups and class lists securely and delete copies you no longer need. Confirm the identity and authority of anyone asking for a child's records.
• Shared devices: sign out when finished and keep a screen lock on phones.
• Report problems quickly: a lost phone, a suspected account compromise or a message sent to the wrong person. Tell the school administrator, who can sign the account out everywhere.
• Correcting records: parents and students can report a mistake; the school resolves it on Record requests. Results change only through versioned corrections, and every change keeps who made it and why.

42. Troubleshooting

44. Glossary

Arm

A stream or division of a class, such as JSS 1A or JSS 1 Gold.

Broadsheet

A class's consolidated results for a term, reviewed and approved before release.

CA

Continuous assessment: the tests and coursework that make up part of a subject's total.

CBT

Computer-based test, sat on a computer or phone.

Copy / title

In the library, a title is one book and edition; a copy is one physical book with its own accession number.

Form teacher

The teacher responsible for a class: register, termly remark and first contact for parents.

Item analysis

The share of candidates who got each CBT question right.

Locked record

A term's results frozen into the permanent academic history.

Module

An optional part of SchoolPilot (library, hostel, CBT…) that can be switched on or off.

NDPA

The Nigeria Data Protection Act, which governs how personal data is collected and shared.

Offline queue

Changes saved on a device and waiting to be sent to the server.

Release

Making results or report cards visible to students and parents.

Result PIN

A scratch-card code that opens one child's report card for one term.

Rollover

Moving students into the next session at the end of the school year.

School code

The short name of the school's address, used to find the school in the app.

Session / term

The school year (for example 2026/2027) and its three terms.

Two-step sign-in

A 6-digit code from an authenticator app, required for administrators.