Records you’ll work with
| Record | What it is |
|---|---|
| Student | An enrolled learner. The subject of registers, assessments, invoices, wallets, and earmarks. Identified by an admission number that is unique within the school. |
| Teacher | A teaching staff member with a panel account. Can be linked to a curriculum, a stage, subjects they teach, and one or more class streams they lead. |
| Staff | A non-teaching staff member with a panel account, such as a bursar, librarian, nurse, driver, or chef. Carries a department and a position. |
| Guardian | A parent or guardian with a panel account. Linked to one or more students. Holds any per-billable discounts the family is entitled to, and receives notifications about their children. |
| Student–guardian link | The connection between a student and one of their guardians. Carries the guardian’s stated relationship to the child (Mother, Father, Aunt, and so on). |
| Account | The login a teacher, staff member, or guardian uses to reach the panel. Created automatically with the person record; the welcome email contains a link to set a password. Students do not have accounts and do not log in. |
| Role | A bundle of permissions. The school ships with seventeen pre-seeded roles (Director, Principal, Bursar, Class Teacher, Guardian, and so on) and can also create custom roles. Super Admin and Guardian are locked. |
What you can do
Sign in to the panel
First sign-in, password reset, profile edits, and two-factor authentication.
Manage students
Admit, edit, transfer, archive, and bulk-import students.
Manage teachers
Onboard teachers, assign roles and subjects, and pin them to class streams.
Manage staff
Onboard non-teaching staff, set department and position, and assign roles.
Manage guardians
Register guardians, link them to students, hold discounts, and update contacts.
Manage roles
Assign roles to a user, create a custom role, or edit the permissions a role grants.
Sign in to the panel
Everyone except students reaches the system at the school’s tenant subdomain. Sign in is the same for staff and guardians; the panel then shows each person only what their roles permit.Sign in for the first time
You will need: the welcome email Elimu Bora sent when your account was created. The email contains a Set Your Password button that opens a one-time password-set link on your school’s subdomain. If you cannot find it, ask the office to resend it (see Resend the welcome email).
Choose a password
The link opens the password-set page on your school’s subdomain (
https://<your-school>.elimuboraerp.com). Enter a new password and confirm it.Reset your password
Open the sign-in page
Go to
https://<your-school>.elimuboraerp.com/login and click Forgot password?.Request a reset link
Enter your email and submit. If the email matches an account, a reset link is sent.
Update your own profile
Each user owns the My profile page at/profile. You can change your name, your phone numbers (up to three), your email, your password, and your two-factor authentication setup.
Open your profile
Click your avatar at the top right and pick My profile, or go to
/profile directly.Edit the section you want
The page has three sections: Personal Information, Email Address, and Change Password. Each has its own Save action. Edits to your email require you to re-enter your current password and trigger a verification email to the new address; the email is only updated after you click the verification link.
Set up two-factor authentication (recommended)
Scroll to the Authenticator App or Email Authentication section. Authenticator App uses a code from Google Authenticator, Authy, or a similar app and is recoverable with one-time codes the system shows you when you set it up. Email Authentication sends a one-time code to your email address each time you sign in. Either method is optional; turn one on if your school requires stronger sign-in.
Resend the welcome email for a user
The system has no one-click resend action on a user’s profile. To send a fresh sign-in link, point the person at the Forgot password? link on the sign-in page. Filament’s password-reset flow then emails them a link that lets them set a new password and sign in.Manage students
A student profile is the central hub for that learner’s records across the system: attendance, grades, invoices, wallet, earmarks, club memberships, sports, and assigned items all hang off the profile. Open Students in the sidebar, or go to/students.
Admit a student
You will need: a curriculum, a curriculum stage, a grade level, and a stream the student will sit in. These ship pre-seeded for CBC and 8-4-4, so no setup is needed; see Curriculum & Grade Structure. If you also want to issue fees during admission, the relevant billables and billable groups must already exist (see Set up fees). If they do not, skip the second wizard step and raise invoices later.
Fill in Personal Information
Upload an Avatar (optional), enter the Admission Number, the student’s name, Date of Birth, Blood Group, Religion, Gender, and House (if Sports is on).
Add at least one guardian
In the Guardians repeater, fill in First Name, Last Name, up to three Phone Numbers, Email (optional), the guardian’s Role (Mother, Father, Aunt, Uncle, Sibling, Sponsor, Emergency Contact, or Other), and Occupation (optional). You can add up to three guardians at this point; more can be added or removed later by editing the student.
Set the Academic Context
Pick Curriculum (CBC or 8-4-4), Curriculum Stage, Grade/Class, and Stream. For CBC, also pick the Pathways and the Subjects the student is taking. The selectors cascade: changing the curriculum clears the stage; changing the stage clears the grade; and so on.
Fill Health & Medical Information
Note Known Allergies, Chronic Conditions, and Special Needs where relevant. The Nurse role uses these.
Pick Billing Context (Finance only)
If Finance is on, pick the Billing Groups that apply to this student. Groups marked as default at admission are pre-selected. This drives the Fee Structure invoice in step 2. Skip if Finance is off.
Move to Assign Fees
Click Next to move to step 2. The wizard pre-fills one row per matching billable, with the per-stage amount where one exists. Set the Due Date (defaults to 30 days from today), tweak any line, and Add Fee for any extras.
Save
Click Create. The student is saved, an empty wallet is auto-created for them, the listed guardians are created as users with panel logins, and (if you filled step 2 with an active term in place) a consolidated Fee Structure invoice is raised for the term. Welcome emails go out to the new guardian accounts; a Student Enrolled notification goes to all linked guardians and to the class teacher of the chosen stream.
Bulk-import students
Use a CSV when an intake brings in many students at once. Importing students does not create their guardians or link them; do that with the Guardian import or Student–Guardian link import afterwards.You will need: the curriculum code (for example,
CBC), the grade level name, and the stream name for each row. These must already exist for the school. The importer rejects a row that references an unknown curriculum, grade level, or stream.Download the template
Download the CSV template. Required columns are admission number, first name, last name, date of birth, gender, admission date, curriculum code, grade level name, and stream name. Optional columns cover middle name, blood group, religion, allergies, chronic conditions, special needs, expected graduation date, admission type, and admission notes.
Choose Update existing if needed
Toggle Update existing students (matched by admission number) to update rather than reject existing students.
Edit a student profile
Open the student from Students and click Edit. The same form used at admission opens, with the guardians and the address pre-filled. You can:- Update name, date of birth, religion, blood group, gender, avatar, allergies, conditions, and special needs.
- Move the student to a different curriculum, stage, grade level, stream, pathway, or subject set. The role-scoped lists for teachers and the guardian view follow the new placement automatically.
- Add new guardians, edit an existing guardian’s contact details, or remove a guardian from the student.
Archive or restore a student
Students are not hard-deleted in normal use; they are archived (soft-deleted) so attendance, grades, invoices, and reports stay intact.Archive the student
Open the student and click Delete. The record is soft-deleted: it disappears from active registers, assessments, and invoicing, but stays visible in the Students list so you can restore or hard-delete it later.
Restore an archived student
On the student’s view page, click Restore. The student becomes active again and is visible to teachers and guardians per the usual scoping.
Reports on a student
The view page for a student carries report actions in the header. Each is a download. The visible set depends on which modules are enabled in your tenant:- Attendance Report — PDF or Excel covering a date range, optionally restricted to one session (Morning, Afternoon). See Attendance.
- Financial Statement — PDF or Excel rollup of invoices, payments, wallet activity, and earmarks for the chosen window. See Finance.
- Export Report Card — PDF of a chosen report card. See Assessments.
- Assigned Items — PDF list of inventory items currently issued to the student. See Inventory.
Manage teachers
Open Teachers in the sidebar, or go to/teachers.
Onboard a teacher
You will need: at least one Role to assign to the new teacher, and (optionally) the Subjects the teacher will teach. The system ships with the Teacher, Class Teacher, and HOD roles pre-seeded; see Roles & Permissions. Custom roles can be added under Settings → Roles & Permissions.
Personal Information
Enter the teacher’s name, Email (must be unique across the school), and up to three Phone Numbers.
Employment Details
Enter the Employee Number and (optionally) the Curriculum and Curriculum Stage the teacher works in.
Subjects
Pick the subjects this teacher teaches. When a curriculum is set, the subject list is restricted to that curriculum’s subjects. At least one subject is required.
Roles
Pick one or more Roles. A teacher can hold several roles at once. A teacher who needs to mark registers and own a stream typically holds Teacher plus Class Teacher; a department head adds HOD.
Save
Click Create. The system creates the underlying user account and emails a Welcome to Elimu Bora message with a Set Your Password link. A starter timetable is also created for the teacher so lessons can be added later (see Timetable).
Bulk-import teachers
You will need: the Curriculum code for each row when you want the teacher tied to a curriculum. The importer skips that field if it is blank.
Fill in the template
Required columns are employee number, first name, last name, and email. Optional columns are middle name, phone, curriculum code, and curriculum stage name. The importer creates each underlying user account with a one-time random password, assigns the Teacher role, and emails a welcome message that lets the teacher set their own password.
Assign or change a teacher’s classes
A teacher becomes a Class Teacher by being assigned to one or more class streams. Stream assignments also drive the role-scoped student list: a teacher only sees students in streams they own or subjects they teach.Open the teacher
Open the teacher from Teachers and switch to the Class Assignments tab on the view page.
Assign a class
Click Assign Class and pick a stream. The picker shows streams that are currently unassigned or assigned to another teacher.
Edit or remove a teacher
Open the teacher and click Edit to change anything on the form, including the role list. To remove a teacher, open the Teachers list and click the row’s Delete action: the teacher record is deleted, the linked user account is deleted with it, and the user is signed out of the panel. Lessons, grades, and other history they wrote remain on the records they belong to.Reports on a teacher
The view page carries: Download Timetable (PDF for a chosen timetable period), Attendance Report (PDF), Assigned Items (PDF), and Subject Performance (landscape PDF showing average percentage per subject and stream the teacher teaches, for a chosen closed assessment). The list page also carries a Teacher Directory export (PDF or Excel) and a Teacher Timetable picker that lets you download any teacher’s timetable from the list page.Manage staff
Non-teaching staff are managed at/staff. The form mirrors the Teachers form, with Department and Position in place of curriculum and subjects.
Onboard a non-teaching staff member
You will need: at least one Role to assign. The pre-seeded non-teaching roles are Bursar, HR/Secretary, Driver, Chef, Librarian, Lab Technician, Nurse, Patron, and Matron; you can also add custom roles.
Employment Details
Enter the Employee Number, pick the Department (Administration, Finance, Human Resources, ICT, Library, Laboratory, Student Welfare, Sports, Transport, Catering, Security, Maintenance, or Procurement), and enter the Position (free text such as Head Librarian or School Driver).
Roles
Pick one or more Roles. A bursar typically holds the Bursar role; a librarian holds Librarian; an HR officer holds HR/Secretary. Library, Health, and Boarding-leaning roles exist as future modules ship.
Bulk-import staff
You will need: the Department value for each row (one of the values above), and optionally a Role name to assign at sign-in.
Edit or remove a staff member
Open the staff member and click Edit to change their department, position, or roles. To remove, click Delete on the Staff list row: the staff record and the linked user account are deleted. The directory exports a Staff Directory (PDF or Excel) that can be filtered to one department.Reports on a staff member
The view page carries Attendance Report and Assigned Items downloads, scoped to the staff member.Manage guardians
Open Guardians in the sidebar, or go to/guardians. A guardian holds:
- A panel account they sign in with.
- The relationship they have to each linked child (Mother, Father, and so on).
- Any per-billable Discounts they are entitled to. Discounts attached here are applied automatically to invoice lines raised for the guardian’s children. See Hold a discount for a guardian for the discount flow.
Register a guardian
Personal Information
Enter the guardian’s name, Email (unique across the school), and up to three Phone Numbers.
Guardian Details
Pick the Role the guardian holds in relation to the children (Mother, Father, Aunt, Uncle, Sibling, Sponsor, Emergency Contact, or Other). Enter the Occupation if useful.
Link a guardian to one or more students
There is no Link Student action on the guardian profile. Guardian–student linking is done from the student side, or in bulk via an importer.- From the student profile
- In bulk (link existing records)
- In bulk (register and link)
- Open the student under Students.
- Click Edit.
- In the Guardians repeater, add a new row. Either pick an existing guardian by typing the same email you registered them under (the form re-uses the existing guardian when the email matches), or fill in a fresh guardian’s details to register and link in one step.
- Save. The link is created, an activity-log entry records who linked the guardian, and the guardian gets a You’ve Been Linked notification.
Unlink a guardian from a student
Open the student, click Edit, remove the guardian row from the Guardians repeater, and save. The link is removed. The guardian’s account is not deleted, and any of the guardian’s other children stay linked. The guardian stops receiving notifications about the unlinked student.Update a guardian’s contacts
Either open the guardian under Guardians and use Edit, or open the student and edit the guardian’s row in the Guardians repeater. Both edits write to the same underlying user account.Bulk-import guardians
You will need: the Role value for each row (Mother, Father, Aunt, Uncle, Sibling, Sponsor, Emergency Contact, or Other). The importer rejects rows with any other value.
Fill in the template
Required columns are first name, last name, email, and role. Optional columns are middle name, phone, occupation, and Student Admission Numbers (comma-separated) to link each guardian to one or more students at the same time.
Hold a discount for a guardian
Discounts are held on the guardian and scoped to a single billable. The full workflow lives on the Finance page: see Hold a discount for a guardian.Remove a guardian
Open the guardian and click Delete. The guardian record is removed, the linked user account is removed, and all student–guardian link rows are cleaned up automatically. Children remain on the student list and any other guardians they have stay linked to them.Reports on guardians
The list page carries a Guardian Contact List export (PDF or Excel) that can be filtered by grade level or stream so you can hand out a list of contacts for one class.Manage roles
Roles bundle permissions. Most schools sit on the pre-seeded set; teachers and HR rarely need to touch the role editor. For a full picture of every role and how permissions compose, see Roles & Permissions.Assign a role to a user
Roles are assigned on the Teachers or Staff form, in the Roles section. A user can hold any number of roles; their effective permissions are the union of all roles they hold. For example, a teacher who also acts as a class teacher and a head of department holds Teacher, Class Teacher, and HOD simultaneously. To change someone’s roles after onboarding, open the teacher or staff member, click Edit, and update the Roles picker. Guardians always hold the locked Guardian role; it is assigned automatically when the guardian record is created and cannot be removed.Create a custom role
You will need: the Roles & Permissions permission, which the Director and Principal roles hold by default. The Roles & Permissions resource is gated by this permission and is hidden from anyone without it.
Open Roles & Permissions
In the sidebar, go to Settings → Roles & Permissions, or open
/settings/roles.Pick permissions
The Permissions checklist groups every permission by area (Identity, Curriculum, Academics, Attendance, Finance, Inventory, Sports, Clubs, Events, Library, Health, Boarding, Settings, and so on). Tick the boxes for what the role can do. Use the search box to find a permission quickly, and the Bulk toggle to flip a whole group at once.
Edit a role’s permissions
Open the role from Settings → Roles & Permissions and click Edit. Adjust the permissions checklist and save. The change applies to every user who already holds the role; nobody has to be re-assigned. Locked roles (Super Admin and Guardian) cannot have their name or permissions changed; the form shows the fields read-only and the Save action returns an error if pressed.Delete a custom role
A role can only be deleted when it is not locked and has no users assigned. Open Settings → Roles & Permissions, click the row’s Delete action, and confirm. If users still hold the role, re-assign them to another role first; the action refuses to run until the role is empty.How records relate
A few user-visible relationships are worth keeping in mind:- A teacher, staff member, or guardian is built from two rows: a person record (Teacher, Staff, or Guardian) and a user account. The two are created together; deleting the person deletes the account, and the user can no longer sign in.
- A student has one or more guardians. The same guardian account can be linked to several siblings, so one sign-in covers all the children in a family. Each link carries the guardian’s stated relationship to that child.
- Each student is auto-assigned a single wallet on admission (see Finance). The wallet stays with the student through every grade change and is never re-created.
- A teacher’s view of students is shaped by two things: the streams the teacher owns and the subjects they teach. Changing either changes which students appear on the teacher’s list.
- A user can hold any number of roles. Their effective permissions are the union of all those roles.
Notifications
The system sends emails and in-panel notifications during normal Identity flows.| Notification | When it fires | Who receives it | Delivery |
|---|---|---|---|
| Welcome to Elimu Bora | A new user account is created (teacher, staff, or guardian — including those created during student admission, on the Teachers / Staff / Guardians forms, or via any importer that creates user accounts). | The new user | Email with Set Your Password link |
| Student Enrolled | A student is created. | Every linked guardian, and the class teacher of the student’s stream | Email and in-panel notification |
| You’ve Been Linked to a Student | A guardian is linked to a student (from the student form, the Guardian importer, or the Student–Guardian link importer). | The guardian who was just linked | Email and in-panel notification |
What guardians see
Guardians sign in to the same tenant subdomain as staff (https://<your-school>.elimuboraerp.com/login). They hold the locked Guardian role, which is read-only and scoped to their own children. In the Identity area, the guardian sees:
- Students — a list and view page restricted to the guardian’s own children. Admission number, photo, grade, stream, and the health and academic context the school has captured for that child are all visible.
- Their own profile — the same
/profilepage every user has, so a guardian can update their own name, phone numbers, email, password, and two-factor settings.
- The Teachers, Staff, Guardians, or Settings → Roles & Permissions resources in the sidebar.
- Any Create, Edit, Delete, or Restore action on a student profile. The view page shows the same tabs (Attendance, Academics, Clubs, Sports, Invoices, Wallet, Earmarks, Assigned Items, Activity) but every action button is hidden.
- Other guardians’ children. The student list query is filtered to children the guardian is linked to before any permission check runs, so even direct URLs to a non-linked student are denied.
- The welcome email when their account is created.
- The Student Enrolled email if they are linked to a newly admitted child.
- The You’ve Been Linked email each time the school links them to another student.
FAQs and troubleshooting
Do students log in to Elimu Bora?
Do students log in to Elimu Bora?
No. Students do not have panel accounts. Anything they need to share — attendance, grades, report cards, invoices — reaches the guardian instead, either as a notification or through the guardian’s read-only login.
How do I let a teacher act as a class teacher?
How do I let a teacher act as a class teacher?
Assign the Class Teacher role on the teacher’s profile (the role is pre-seeded; you do not need to create it), and then assign at least one stream under the teacher’s Class Assignments tab. The role grants the permissions a class teacher needs; the stream assignment scopes which students they see and which stream’s discipline, attendance, and report-card flows they own.
Can one staff member hold more than one role?
Can one staff member hold more than one role?
Yes. The Roles picker on the Teachers and Staff forms is multi-select. A user’s effective permissions are the union of every role they hold. A common pattern is a teacher who also runs the library: hold Teacher and Librarian together.
A guardian says they did not get the welcome email. What now?
A guardian says they did not get the welcome email. What now?
Confirm the email on their guardian profile is correct (open Guardians, click the guardian, and check Email Address). If it is wrong, edit it; saving with a new email triggers Filament’s email-change verification so the guardian has to confirm the new address. Once the email is right, ask the guardian to go to
/login, click Forgot password?, and request a reset link — that produces a fresh sign-in link with no need for an admin action.How do I link a guardian to several children?
How do I link a guardian to several children?
Edit each child and add the guardian to that student’s Guardians repeater. The form re-uses the existing guardian when the email matches, so the same account ends up linked to every child you add it to. The guardian can then switch between children from a single login. For a one-shot bulk run, use Import Student–Guardian Links under Guardians.
A guardian holds more than one discount for the same billable. Which one applies?
A guardian holds more than one discount for the same billable. Which one applies?
The system picks the largest applicable discount automatically and stamps it onto the invoice line. The other discounts stay on the guardian’s record for future invoices but are not double-applied. See Hold a discount for a guardian.
What happens to a student's records when they leave?
What happens to a student's records when they leave?
Use Delete to archive (soft-delete) the student. Their attendance, grades, invoices, wallet, and earmarks stay on the records they were written against; the student simply drops out of active registers, assessments, and invoicing. You can restore them later from the Students list. Force delete is reserved for the Super Admin and removes the student row permanently — use only when a record was created in error.
Why can a teacher not see one of their students?
Why can a teacher not see one of their students?
Teachers see students in streams they own or subjects they teach. If a student has been moved to a stream the teacher does not own, or off a subject the teacher does not teach, the student drops off the teacher’s list automatically. Open the student under Students as an administrator and confirm the Stream and Subjects match the teacher’s assignments. Class assignments are managed on the teacher’s Class Assignments tab; subject assignments are on the teacher’s Edit form.
How do I rename a pre-seeded role like Bursar?
How do I rename a pre-seeded role like Bursar?
You cannot rename Super Admin or Guardian — those are locked. Other pre-seeded roles can be renamed by editing them under Settings → Roles & Permissions, but think twice before doing so: schools that hand a renamed role to a new staff member sometimes confuse it for a custom role. The safer pattern is to keep the pre-seeded role names and create a custom role with the name and permission set you want.