User Manual For Odoo Education Management

INTRODUCTION

Odoo Education Management is a comprehensive school management system built on an ERP platform.

It offers advanced features for an efficient Odoo education management system.

Odoo Education Management simplifies daily school operations for administrators, teachers, and students ensuring smooth coordination for all school activities.

For administrators, it simplifies key operations such as admissions, attendance tracking, fee management, and school-wide announcements. 

Teachers benefit from a dedicated portal to plan lessons, assign tasks, and monitor student performance with Odoo institute management.

Students have a personalized portal where they can track their grades, access assignments, view schedules, and monitor attendance. 

Odoo Education Management simplifies all aspects of school administration, from scheduling and grading to tracking attendance and assignments, etc.

To understand how Odoo school management operates, it’s important to explore the workflow and roles of the three primary users: Admin, Teacher, and Student. 

Each user has distinct responsibilities and tools within the system, ensuring smooth management and academic success with Odoo college management.

Access Right – Admin

Admins have complete control over all administrative operations. They can create sessions, manage fees, and oversee every function on the platform.

Let’s begin with the workflow of Odoo Education Management, outlining how an admin should efficiently use this module to manage school operations effectively.

Dashboard 

Once the installation of Odoo Education Management is completed, log in as admin and click on school management and you will see the admin dashboard in front of you.

• Application – This card on the dashboard shows the applications to be processed, confirmed applications, the students enrolled, and the cancelled applications.
  
• Enrollments –  The enrolled card on the dashboard shows the enrollments to process, enrollments in progress, completed, and all the canceled enrollments.

• Faculty – The Faculty card on the dashboard shows the total no. of faculties in the school, and also how many teachers are present and absent on that day.
  
• Students – This shows the total number of students in the school,  and the number of students present and absent on that particular day.
  
• Class Assignments – This shows the total number of allocated assignments, the assignments in progress, and the assignments whose duration is over.
  
• Student Assignments – Students can view all assigned, submitted, pending, and teacher-evaluated assignments in one place.
  
• Notice Board – Displays key announcements to keep the school community informed and enhance communication with Odoo Education Management.
  
• Schedule – This shows the classes that are scheduled for that particular day and the number and details of the upcoming assignments.

WORKFLOW (ADMIN VIEW)

Making Grade Scale

The first step as an admin is to make a grade scale, which is a standardized system used to evaluate and represent students’ academic performance. 

It defines a range of marks or percentages and assigns corresponding grades, such as A, B, or C, often linked with grade points.

• Go to configuration and click on grade scale to check the existing grade scales or click on new to create a new grade scale.

• After clicking New, add a name for your grade scale.

By default, grade scale is based on efforts, with no marks included. Grades are assigned, corresponding to the specified efforts in Odoo coaching management.

• Now, to enable the GPA calculation, click on the checkbox, and sections for Max%, Min%, Points, Symbols, Efforts, and Description will occur.

• All this information will play a significant role in the report card in the Odoo school management software.

• Add the details accordingly in Odoo Education Management module.

Making grades

• Now, after creating the grade scales, the next step is to make grades in Odoo institute management.
  
• Go to classes in the menu and click on grades to create new grades by clicking on new.
  Enter the grade and save. 

Subjects

• Now as the grades are created, the next step is to create the subjects. Navigate through classes>> subjects >>new.
• Create a new subject and select the grade in which that particular subject has to be studied.

Teachers 

• The next step is to add teachers to the database, according to which subjects they will teach and to which class.

• Click on teachers in the menus and then select the teacher option in the dropdown to add a new teacher or check the existing ones.
  

• Now click on new to add a new teacher to the database. Enter all the basic details like name, email, mobile no. etc.

• Enter all the subjects the employee can teach to a particular grade.

• Click on the checkbox of “is a teacher” if the employee is a teacher.
  
• Set the department and the job position of the employee.
  
• Admin can also add the resume of teachers.  

Making Time-slots

Time slots in this module refer to predefined periods allocated for classes, activities, or events within the school’s daily schedule.

• Now go to Configurations and click on timeslots to check the predefined time slots or create new timeslots in Odoo college management.

• Click on new and set the start and end times of the time slots. Make sure to enter the time in a 24-hour time format.
  

Adding locations

The next step is to add the locations in Odoo college management.

• To add location i.e. the hall numbers where the sessions of students will be held, go to configurations and click on locations.

• Add the name of the hall and your school name and save the information manually.

Adding Sessions 

A session represents a specific academic period or term within the school, such as semesters, trimesters, or quarters.

It helps organize classes, assignments, attendance, and other activities within a defined timeframe.

• Now in the configuration tab go to sessions to check out the existing sessions or to make a new session for the new students.

• Click on new, enter the duration of the session and then click on start to start the session.

• Once the session is started, the status will be in progress, the admin can click on complete to end the session with Odoo coaching management.

Academic years

• Now, go to the configuration tab and click on the academic year to check the existing academic years or to make a new one with Odoo institute management.

• Now click on new to create a new academic year. Enter the academic year and choose whether you need to divide weightage manually or equally.

• If the admin wants to divide weightage equally, check on the checkbox with the given option.

• Add the terms accordingly using the Odoo school management software.

Admission Enquiry Form Submission

• Go to the website to fill out and see what an inquiry form for a student looks like. The admin can also make a new admission if needed due to any problem.

• Click on the inquiry form at Odoo coaching management software.

• Fill in the required details to submit this as the application of the new student . After submission you will get an application number to track the application.

Applications

• Now the inquiry form has been submitted as an application of a new student and the record is added to the applications.
  

• The application is currently at a new stage. To confirm the application, click on the new application and click the confirm button.
  

• Once the application is confirmed, the admin can enroll the new student from there directly by clicking on the enroll now button.

• Once the admin clicks the enroll now button, a pop-up arrives asking to choose an option 
  
  • Option 1 – create a new student, which means creating a new student record in the database.
    
  • Option 2- link to an existing student, which signifies linking the record to an existing record.

• After clicking on ‘ create a new student’, a view will open asking for the details of the session, academic year, and the subjects the student wants to study.
  

• Save the form, and click on ‘start now’.The admin can complete the session of the student from there directly and can also check the records in ‘enrollments’.
  
• Now the session of students is ‘in progress’.

Enrollments

• Navigate to the ‘Enrollments‘ section to view or make changes to existing enrollments.

• Click on the record of the student to check their status and the other information.
  
• Click on ‘complete’ if you want to complete their session.

• Now, as the student is enrolled successfully. 

Odoo Education Management also provides ID cards for newly enrolled students which are generated automatically using the given information.

• Navigate through enrollments>>student>>action(gear icon on top left)>>print>>ID card.
  

Setting Assignment Type

• The students are now enrolled, the next step is to make the assignment types like classwork, homework, or exam, so they can be assigned to the students.
  
• Navigate to Configuration >>Assignment Type in the dropdown menu in order to check the existing assignment types or to make new types.

• Click on new, to create a new assignment type to assign it to the students .Enter the assignment type and save it manually.
  

Populate Class 

Populate Class assigns students to their classes based on grade, term, or subject preferences for a session or academic year.

• Now let’s populate the classes, go to classes >>populate class to check the existing populated classes or to create a new one

• Click on new and enter the details.
  • enter the name of the class
  • enter the grade
  • enter the session and the academic year
  • enter the subject and the teacher who will teach in that class
  • enter the total capacity and the unit credits of the class.
    

Click “Add” under-enrolled students to view a pop-up with all students enrolled in the selected grade, session, term, and subject.

The admin can manually add the students easily in bulk.

After selecting the students, schedule the weekly classes for that particular populated class which will define the total classes in the session.

Under the Assignment Type tab, add assignment types. The admin can check the “divide weightage equally” box to distribute grades evenly.

The admin can also set the weightage of assignment types manually keeping in mind that the total percentage should be 100.
Now, click on confirm to confirm the class that the admin made.

Schedule class

The next step is to schedule the classes for that particular session, so click on the schedule now button.

A pop-up will appear asking for the admin’s approval. Click on schedule.

After scheduling the classes,  the number of classes in that particular session will be updated automatically which can be seen at the top (center).

Click on the Classes button on the top to check out all the scheduled classes in that particular session.

Access Right – Teacher 

Teachers in Odoo Education Management can manage essential tasks like lesson planning, assigning and grading tasks, marking attendance, and viewing their schedules.

However, they do not have access to sensitive administrative functions such as fee management, admissions, or school-wide settings.

This limited access allows teachers to efficiently carry out their duties without being overloaded with unnecessary tasks while safeguarding important school data.

DASHBOARD

1. Log in as a teacher and visit the Odoo backend.
   
2. Click on school management where you will see the school dashboard for teachers.

1. Faculty – Faculty shows the faculty shows the profile of the logged-in teacher in the dashboard. profile of the logged-in teacher in the dashboard.

2. Students – The student card shows the total students, present, and absent counts, with detailed info available on click.

3. Class Assignments- This stores the information of all the assignments made by the teacher to be allocated to the students in a period of time.

4. Student Assignments – Stores assignments for a class, showing evaluated, submitted, and pending ones.
   
5. Schedule –  The schedule card displays all classes scheduled for the day and provides details of upcoming classes within the current session.

6. Notice Board-  Displays important announcements and updates, within the school and keeping everyone informed about essential information.

3. To check or edit the details of your profile, navigate through my profile >>profile.

Making Lesson Plan 

4. Now, the next is to make lesson plans for the grade. To check or create a new lesson plan, navigate through Teachers>>lesson plan.
   
5. Click on new, enter the needed details for a new lesson plan of a grade, and approve to confirm the lesson plan.
   
6. The user has the option to whether or not share his lesson plans with other teachers or not using the Odoo school management software.
   
   

Making Grade Assignment 

Grade Assignment refers to creating and assigning tasks or projects specifically for a particular grade. 

7. The next step is to create a grade assignment for the students and navigate through assignment>>grade assignment.
   
8. Click on new and enter the assignment name, grade, subject, assignment type, and its description.
   

9. You can also add any attachments like images, pdf’s , doc or zip files related to the assignment and then save and approve the grade assignment manually\

ASSIGN ASSIGNMENT 

Once the grade assignment is created, the next step is to assign the assignment to the students using Odoo college management software.

10. To assign the assignment to the students, navigate through classes>>populate class>>select any populated class

11. After selecting a populated class, you will find a button indicating assign assignment, click on that to assign the assignment to students.

12. After clicking on the button, a pop-up will arrive asking for the details of the assignment to be approved, fill in the details and click on assign now.

You can assign multiple assignments by repeating the above steps.

13. The assignment is now assigned that can be checked by clicking on the assignments button located at the top center
    
14. After clicking on the assignments button, the assigned assignments will be visible , click on any assignment which you need to allocate.
    

Allocate Assignment

15.  The next step after clicking on the assignment you need to allocate, click on the allocate button, located on the top left corner.

Now the assignment is allocated to the students, and is now in the state of ‘progress’.

16. Once the students have submitted the assignments, the stage of the assignments will be shown in the assignments tab of a particular populate class.
    

Evaluate Assignments

17. The next step is to evaluate the assignments after the student has submitted the assignment before the deadline. Click on the evaluate button to continue.
    
    Evaluate the students on the basis of assignments. You can also assign the lowest grade to the students who have not submitted the assignments yet.

18. Click on the submit button, change the stage of the assignments to evaluated, and then mark the assignment as done, once evaluated the assignment of all the students.

Marking attendance 

19. The next step is to start the class and mark the students’ class attendance using Odoo coaching management.
    
20. Navigate through populate class >> select class >> classes >> select >> start class >> mark attendance .

21. To mark attendance based on daily student entry, simply check the checkbox “Do you want to fetch Student entry attendance records?”.

22. Teachers can also give disciplinary action to any student by clicking on record discipline button, and enter behavior, its type, and the student’s name.

Access Right – Student 

Student Portal in Odoo Education Management lets students easily access grades, attendance, assignments, fee summaries, service hours, and more operations in one place.

MENUS 

Upon logging into the student portal, students can view a dashboard with key details like notices, upcoming classes, and fee summaries.

The cards for fee summaries, timetable notifications, and alerts are clickable. This signifies that the student can view detailed information for these

Now let’s understand the menus of the student portal in Odoo school management.

Dashboard- The student dashboard displays personal details, attendance, fee summary, upcoming classes, notifications, grades, service hours, and latest blogs.

Timetable- Students can view their timetable in a calendar or detailed format, showing classes for the day, week, or month as per preference. 

Assignments- Students can view all assigned assignments and easily search by name or status (to-do, submitted, or evaluated).

Service hours – Students can add service hours, track their status (approved, rejected, or pending), and view total completed and approved hours.

Attendances-Students can track their daily attendance in both calendar and detailed views, showing when they were present or absent.

Enrollments- All student enrollments within the institution are displayed with their respective enrollment numbers.

Fee Summary- The fee summary provides an overview of pending and overdue fees, keeping students informed and updated on their payment status.

Grades- Students can view a comprehensive grade summary for all subjects in one place, including information on both completed and incomplete assignments.

Transcripts- Transcripts provide a detailed record of a student’s academic history, including completed classes and grades received. 

Discipline –   Students can view all disciplinary actions assigned to them by teachers in School Management Software.

Announcements-  This shows all the important announcements created by the teachers or the admin to the students.

Workflow

1. To check the timetable containing all the classes, the students can click on the timetable tab. 

Here they can view all their classes in a day, a week, and all the classes in a month.

2. Students can view detailed information about upcoming classes by clicking on “Three dots icon” and selecting a class in Odoo institute management.

3. Students can track their assignments status whether it is pending, submitted, or evaluated, directly on the portal.

They can directly submit the assignments from the portal and can see the evaluated grades given by the teacher.

4. Students can log their service hours, such as volunteering or participating in activities like classroom cleaning or gardening, directly through the portal.

The teachers can review all the service hours and can reject or approve the service hours logged by the students.

5. Students can check their attendance by clicking on the “Attendance” tab, which displays a calendar view of their attendance.

6. The enrollments section shows all the previous and current enrollments of the student who have logged in, with Odoo Education Management.

7. The Fee summary section shows all the fee payments, whether pending, overdue, or paid. By clicking on any of them, you can view the data in detail. 

8. Students can see their grades for all subjects in the academic year and conveniently track or submit incomplete assignments.

9. Students can access detailed transcripts that include their academic history, completed classes, grades, and personal and school information, all downloadable.

10. All the students can easily view all disciplinary actions assigned to them by teachers in Odoo Education Management.

11. The student can see all the notices or announcements which are important and are published for them.

NEED HELP?

Hope you find our Odoo Education Management guide helpful! Please feel free to share your feedback in the comments below.

If you still have any issues/queries regarding the same, please raise a ticket at the UV Desk.

I hope this helps. In case of any further queries, contact us at our support mail.

Thanks for paying attention!!