User Manual For Odoo Education Management System

Introduction

Odoo Education Management System is an end-to-end school management solution built on the Odoo ERP framework.

It streamlines everyday operations for administrators, teachers, and students, ensuring smooth coordination across all academic and administrative activities.

You can refer to the video below for a quick module overview:

For administrators, the system simplifies essential tasks such as enrollments, attendance tracking, fee management, scheduling, and transport.

Teachers get a dedicated user login that helps them plan lessons, assign homework, manage assignments, and track student performance efficiently.

Students have a personalized portal where they can access assignments, view timetables, monitor attendance, and review grades.

Overall, Odoo Education Management centralizes and optimizes all aspects of school operations, from scheduling and grading to attendance and assignment tracking and transport.

To better understand how the system functions, it’s helpful to explore the workflow and responsibilities of its three key user roles: Admin, Teacher, and Student

Features

1. Manage admissions, enrollments, attendance, grading, scheduling, assignments, and daily operations from a single centralized system.
2. Provide students with a self-service portal to view their assignments, attendance, grades, timetable, transcripts, and announcements.
3. Provide parents with a parent portal , where they can track their child’s performance and pay the fees online from the portal.
4. Configure academic sessions, years, and terms with customizable weightage for structured academic planning.
5. Set up flexible grade scales with GPA support, grade ranges, for report card and transcript generation.
6. Create and manage classes, assign teachers, add students, and auto-generate timetables for the entire session.
7. Create assignment types, assign tasks to students, evaluate submissions, and track performance easily.
8. Define fee structures and fee elements, manage late fees, generate fee slips, and configure payment terms efficiently.
9. Allow teachers to plan lessons, assign homework, take attendance, evaluate assignments, and record discipline actions.
10. Create and manage transport routes, stops, vehicles, drivers, and student transport allocations, including trip-wise attendance.

Installation

1. Once you purchase the App from Webkul store, you will receive a link to download module’s zip file.
2. Extract the file on your system after download finishes. As a result, you will be able to see a folder named- ‘wk_school_management’
3. Copy and paste this folder inside your Odoo Add-Ons path.
4. Now, open Odoo App and click on the Settings menu. Here, click on Activate Developer Mode.
5. Then, open Apps menu and click on ‘Update Modules List.’
6. In the search bar, remove all the filters and search ‘wk_school_management’
7. You will be able to see module in the search results. Click on ‘Activate’ to install it.

Access Right – Admin

Admins have complete control over all administrative operations. They can create sessions, define the grade scale, manage fees, transport, 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 

After completing the installation of Odoo Education Management, log in as the admin and click on Education Management. You will then see the admin dashboard displayed in front of you.

• Total Applications: This card on the dashboard shows the total applications submitted.
• Total Enrollments:  The enrolled card on the dashboard shows total enrollments in the institute
• Total Students: This shows the details of all the students in the institute
• Total Faculty: The Faculty card on the dashboard shows the total no. of faculty in the school
• The system also displays the institute’s statistics, including student and faculty attendance.
• Admin can view the stats for the schedule, class and student assignments, and the notice board for that particular day.

Workflow-

(To ensure the module works flawlessly, you must follow this flow.)

 (Admin View)

Creating Session

A session represents a specific 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.

• Click on the Configuration and select the Sessions to view existing or create a new session.
• After clicking New, enter the session name and the start and end dates for it.

Academic years

• Now we need to add the academic years and term for the session(required field). Click on the Add a line in the Academic year tab in the Session
• Enter the title for the academic year and its duration. Then define the term (required) for that academic year based on your need, and also set the weightage of each term in that year.

• Once the academic years are added, the admin will start the session, and the status will change to “In Progress.”

Creating Grade Scale

As the next step, the admin creates a grade scale, which standardizes how students’ academic performance is evaluated and represented.

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 scales 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, the grade scale is based on efforts, with no marks included. The admin assigns grades corresponding to the specified efforts in Odoo Education Management.

• Now, to enable the GPA calculation, click on the checkbox, and sections for Max(%), Min(%), Points, Symbol Conversion(%), and Efforts will appear.

• The admin needs these details to create the students’ report card and define the grading conversion to %.
• Add these details as per your institute’s grading policy in Odoo Education Management System

Making grades

• After setting up the grade scales, the admin creates individual grades in Odoo Institute Management.
• Navigate to the Classes menu and select Grades. Click New to add a grade
• Enter the grade name and select the grade scale.

Subjects

• Now that the grades are created, the admin creates the subjects. Navigate through classes>> subjects >>new.
• Add the subject name and select the grade. Enter the credit and code or the subject.
• You can also choose if it’s an optional subject by clicking on the checkbox for Optional

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 view 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.
• Navigate to Subject Expertise tab and add the subjects created earlier. The system automatically adds the teacher to the selected subject for that grade.

Fee Management

Admin can define the fee structure for each grade and also define the fee elements, such as Tuition fees, Admission fees, etc.

This helps to manage the fees for the whole institute and gives flexibility to define the fees for each grade.

Fees Elements

• Navigate to Configuration menu and select the Fee Elements. You can view all the existing or create a new fee element.

• Click on new button to create a new fee element
• Check the Is Fee Element checkbox to mark it as a fee element. You can also add the price for that component in Sales Price field.

Fees Structure

• Navigate to the Configuration menu and select Fee Structure. You can view all the existing fee structures for each grade or create a new one.

• Click on new button to create a new fee structure for a grade
• Enter the name of the fee structure, select the Class and Currency.
• You can add the fee elements for this structure from the Fee elements that we had created earlier.
• Enter the fee amount for each component and set the frequency(once/recurring) of payment and save it.

• You can also enable the late fee by checking the checkbox for Enable Late Fees, and add the late fee charges for each day

• The admin creates a late fee element for late fee calculation and configures it in the global settings for this feature to work.
• You just need to go to Settings in Configuration menu and select the Fee element for late fee

Making Time-slots

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

• Now go to Configurations and click on Timeslots to check the predefined time slots or create new timeslots in Odoo Education Management System.
• 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 Education Management System, so that we can schedule a timetable for different locations. 

• To add a location,such as the room or hall where student sessions will be held—the admin goes to Configurations and clicks on Class Locations.
• Add the name of the location, and save the information manually.

Admission Enquiry Form Submission

• We provide a default admission enquiry form on website, for online application submission.
• Click on the Admission inquiry button on Odoo Education Management System website to view and fill out the admission form for a student.

• 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 admin submits the inquiry form as an application for a new student, and the system adds the record to the applications.

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

• Once the admin confirms the application, they enroll the new student by clicking 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 for that grade

• 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.

• Navigate to the Fee summary tab and click on generate fee slips button to automatically create fee slips and select the payment term for fee payment for that particular enrollment. 
• You can also update any fee element for that enrollment.

• Once the fee slips is generated, you can see a smart fee button at the top.

• Click on the Fee Slips smart button to view all the fee slips for that enrollment based on the payment term.(monthly, quarterly, annually or custom)

• You can also generate the report card for the enrolled student. Click on the gear icon in the Enrollment form and navigate to print and select Report Card. It will download the report card in a PDF file.

ID CARD

• After a student is enrolled, the admin can also create the ID card for the student. Navigate to Student tab and select students.
• Open the student for whom we need the ID Card and click on generate Bar Code which is required to prevent duplicate records.
• Click on the gear icon and select the Student ID Card option to print the PDF of ID Card.

GRANTING PORTAL ACCESS

• Admin can also grant the Portal Access for students and parents to easily access the records.
• Select the Grant Portal Access button after clicking the gear icon on the Student view. It will display two options to manage from one access for both parents and the student, or separately.

Creating Assignment Types

• The students are now enrolled, the next step is to make the assignment types like classwork, homework, or exams, 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 

Now, the next step is to create populate Class that assigns students to their classes based on grade, term, or for a particular subject preferences for a session or academic year.

• Now let’s make 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 Title 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 term of the session
  • Enter the total capacity

• 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 easily add students in bulk manually.

• 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. These assignment types will be fixed for that class, and all the assignments for the class will be of the selected types only.
• 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 smart button for Classes on the top to check out all the scheduled classes in that particular session.

Assignment

Admin also has access to all the assignments, either evaluated or new. They can view and verify the assignments submitted by students along with their scores.

• Click on the Student menu and select the Assignment to view all the assignments assigned to the students currently enrolled.

• Open any evaluated assignment to view the obtained marks of the student. Admin can also view the submitted file and update the marks.

• To view all the class assignments, click on the Teachers menu and select Assignments. It will display all the assignments of every class and their status.

• Open a class assignment to view the submission and the details of the assignment by each student, such as the teacher’s name, duration, total marks, assignment type, and grade. 

Discipline

Admin can set the discipline types that can be given to students in the classes by the teacher for their behavior. 

• Open the Configuration menu and select the Discipline Types option to view all the types of discipline.

• Click on new button to create a new discipline type and add description. Save the record after adding the name and description.

Service Hours

Students can add service hours to their record, which is then approved by the admin or the teachers.

• Navigate to the Students menu and select the Service Hours to view all the submitted Service Hour records by the student and their status.

• Open any new record to view the details of the supervisor and timing. Admin can approve or reject the service hour.

Notice Board

Admin can add the notices to the school notice board which is visible to all. The notice can also be shared with All, Students or Teachers only, depending on the need.

• Click on the notice board tab to view all the notices added. Click on new to create a new notice.
• Enter the title, start and end dates, and set the visibility of the notice. You can also add a description and save it. Once saved, it will display on the notice board in Dashboard.

Gradesheet

• Navigate to the Reportings tab and click on Grade Sheet
• Select the Session, Grade and Class to view the Grade Sheet of that particular subject of grade.

Transcript

• Navigate to the Reportings tab and click on Transcript.
• Select the Session, and Student name and click on fetch transcript to view it for the student.
• You can also download a PDF file of the transcript to share.

Transport

Admins can create the transport routes and locations to manage the transport for students.

They can assign the vehicles configured from thefleet app and assign the driver to the route, and assign the transport manager for it.

• First, we need to add the locations for pickup and drop off of the students. Click on the Transport tab and select Transport Locations.
• Click on New to add a new location and enter the name and address of that location.

• Now the location is added we can proceed to create the routes. Click on Routes in Transport and select new.
• Select the Transport manager, Student Capacity, and the vehicle. Driver details will be auto fetched from the fleet configured. Click confirm to save the route.

• Now we need to add the locations for this route and the timing for pick up and drop off at that location by clicking on add line in the Stops tab.

• Now the route is ready, and we need to add students to it. Navigate to Student and open the profile. Enable the Transport option for that student, and a pop-up will appear.
• Select the location for the student and choose the route created earlier and click on Activate to proceed.

• The student will now appear in the route under the Students tab. You can also choose to remove the student from the route.

Marking attendance in trip 

• Now we can start the trip and record the attendance for each student in the trip.
• Click on the Start Trip button to start the trip. A pop-up window will appear for creating the trip. Click on Start Trip to record the attendance
• Add the Pickup time and drop-off time for the student and select the check box to mark their attendance during pickup and drop-off.

• Once the trip is completed, the admin can click on the Mark Done button to complete the trip and add remark if required.

Student Attendance Via Kiosk

Admin can configure the student attendance kiosk for marking the student’s school entry attendance via barcode and QR code, from their ID cards.

• Attendance kiosk can be configured on any camera device to scan the ID card barcode or the QR code and mark the students’ attendance automatically.
• Navigate to Students>>Attendance Kiosk to open the kiosk and scan the ID card.

• Once the student’s school attendance is marked in the kiosk, admin can view it by navigating to Students>>Attendance

Access Right – Teacher 

Teachers in Odoo Education Management System are managed as Odoo internal users,  can manage essential tasks like lesson planning, assigning and grading tasks, marking attendance, and more.

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.

Please note that the teachers are treated as internal users in Odoo and are managed under the employees. It follows the default Odoo workflow and cannot be managed via our module.

Dashboard

• Log in as a teacher and visit the Odoo backend.
• Click on Education Management, where you will see the school dashboard for teachers.

The dashboard contains clickable tabs to view the activities of the teacher and students.

• Total Scheduled Classes – It displays the total classes scheduled for the teacher. After clicking, it displays all the class schedules of the teacher
• Total Assigned Assignments – Shows the count of all the class assignments assigned by the teacher.
• Total Student Assignments – Displays all the student assignments that the teacher has assigned to individual students.
• Pending Service Hours – Teacher can view the service hours created by students that are pending for their approval. Click on the tab, and the teacher can either approve or reject.
• Dashboard displays the student attendance for the teacher to view. They can also view their profile from it and check the subjects they are assigned to.
• Teachers can also view the Notice Board announcements, lesson plans created by them, class schedules of upcoming classes, and the current class and student assignments.

Timetable

• Teachers can view their timetable by navigating to My Profile>>Timetables. Click on it to open the timetable in calendar view with all the details

• By clicking on the three lines icon at top right corner they can switch to detailed list view of all their scheduled classes.

Making Lesson Plan 

• Now, the next is to make lesson plans for the grade. To check or create a new lesson plan, navigate through Assignments >> Lesson Plans.
• Click on new, enter the details for a new lesson plan for the grade and subject, and approve to confirm the lesson plan.
• The user has the option to whether or not share his lesson plans with other teachers or not, using Odoo Education Management System.

Making Assignment 

Grade Assignment refers to creating an assignment specifically for a particular grade. 

• The next step is to create a grade assignment for the students and navigate through Assignments  >> Grade Assignments
• Click on New and enter the assignment name, grade, subject, assignment type, and its description.

• Teachers 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 assignment is created, the next step is to assign the assignment to the students using Odoo Education Management System.

• To assign the assignment to the students, navigate through Classes >> Populate Classes >> Select any populated class
• After selecting a populated class, you will find a button indicating assignment, Click on that to assign the assignment to students.

• After clicking on the button, a pop-up will appear 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.

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

Allocate Assignment

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

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

• 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.

• Click on the submit button, and the assignment status changes to Evaluated. Once all the student assignments are evaluated, click on Mark Done to complete the assignment.

Marking attendance 

• The next step is to start the class and mark the students’ class attendance using Odoo Education Management System.
• Navigate through populate class >> select class. Click on the classes smart button at the top and open the class that needs to be taken.
• Click on Start to begin the class. A popup appears where you can choose to fetch the student’s school attendance. Start the class

• Click on Mark Attendance to mark the individual student’s class attendance
• A pop-up appears where each student is listed, and the teacher can select their attendance status. Tags can also be added to the attendance record

• Teachers can also give disciplinary action to any student by clicking on record discipline button, and enter the discipline type and the student’s name.
• Discipline types can be configured by the admin and are visible to the teacher during record discipline.

Access Right – Student 

Student Portal in Odoo Education Management System lets students easily access grades, attendance, assignments, 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 the notice board

Now let’s understand the menus of the student portal in Odoo Education Management System.

Dashboard – The student dashboard displays personal details, attendance, upcoming classes and, notice board

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.

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

• To check the timetable containing all the classes, the students can click on the timetable tab. They can view all their classes in a day, a week, and all the classes in a month.

• Students can view detailed information about upcoming classes by clicking on “Three dots icon” for the list view of all upcoming classes

• Students can track all their assignment statuses, whether it is pending, submitted, or evaluated, directly on the portal.

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

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

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

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

• The transport section displays the students’ transport route and details and all the trips they have completed.

• The enrollments section shows all the previous and current enrollments of the student who have enrolled with Odoo Education Management System.

• Open any enrollment record to view the subjects and fee summary for that enrollment record.

• Students can see their grades for all subjects in the academic year and conveniently track or submit incomplete assignments subject-wise

• Students can access detailed transcripts that include their academic history, completed classes, grades, and personal and school information.
• They can also choose to download PDF file of the transcript directly.

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

• The student can see all the notices or announcements that are published on the notice board by the admin or teachers

Access Right – Parent

Parents get their portal access to view their child’s progress. They can view the academic records of all their children in the school with ease.

All the features for the Parent and Student Portal are similar, except that for Parent, they can also view and pay the fees of their child.

They have access to transport details and the attendance of their child, keeping them aware of all the activities and performance

When Parents login to their portal, they can view a dashboard with key details like notices, upcoming classes, and fee summary of their child.

The main features of the parent portal includes the Online fee payment of their children from the portal itself.

They can easily see the fees on their portal , check which fees need to be paid and which is overdue, and proceed with online fee payment .

Switch – Parents can switch between multiple child portals of all their enrolled children and view their progress.

The main purpose of the Parent Portal is to ensure that parents stay informed and updated about their child’s activities, performance, and overall academic journey.

Through the Parent Portal, parents can easily:

• View their child’s academic progress, including subjects where the child is performing well and areas that need improvement.
• Access the class timetable and plan accordingly.
• Check important announcements, upcoming events, and register for events if required.
• Track transportation-related updates to ensure there are no discrepancies.

Overall, the portal keeps parents actively connected and engaged with their child’s academic and school-related activities.

NEED HELP

Hope you find our Odoo Education Management System 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