Set Up Your School

Once your account is approved, the first thing to do is configure the static foundation of your school — the parts that stay the same year to year. These steps only need to be done once.

After completing this guide, follow the Academic Year Setup guide to configure your first year.

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Tip

Premeena has a built-in Setup Checklist at Settings → Setup Checklist that links directly to each section below. Steps for Subjects, Grades, Departments, and Staff are auto-detected — the checklist turns green as soon as data exists. Use it as a live progress tracker as you work through these steps.

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Step 1 — School Profile

Go to Settings → General and fill in:

• School name — shown on reports, ID cards, and invoices
• Logo — uploaded as a PNG or JPG; appears on all printed documents
• Address, phone, and email — printed on certificates and report cards
• School type — primary, secondary, or combined

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Step 2 — Subjects

Go to Settings → Subjects.

Subjects are the curriculum items taught across your school — Mathematics, English, Science, etc. Each subject has a short code used on timetables and report cards. Create subjects before grades — you will assign them to each grade in the next step.

1. Click New Subject.
2. Enter the subject name and a short code (e.g. MATH, ENG, SCI).
3. Repeat for every subject in your curriculum.

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Step 3 — Grades

Go to Settings → Classes.

Grades are the level structure of your school — Grade 1, Grade 2, KG, Class 10, etc. Everything else (sections, timetables, subject assignments) is built on top of these.

1. Click New Grade.
2. Enter the grade name (e.g. Grade 1, KG, Class 10).
3. Open each grade and assign the subjects taught at that level.
4. Repeat for every level in your school.

Note

Grades are school-wide and permanent. You do not re-create them each year — they just get new sections every academic year.

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Step 4 — Departments Optional

Go to Settings → Departments.

Departments group your staff and subjects by faculty — Science Department, Humanities, Administration, etc. Useful once you have more than a few staff members.

1. Click New Department.
2. Enter the department name.
3. Add staff to departments from their staff profile.

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Step 5 — Campus

Go to Settings → Campus.

The Campus module maps your physical school so rooms can be assigned in timetables and booked for events.

1. Add a Building — give it a name (e.g. Main Block, Science Block).
2. Inside the building, add Floors (Ground Floor, First Floor, etc.).
3. On each floor, add Rooms and tag each room with its type: classroom, lab, hall, office, etc.

Note

If your school is single-storey, you can skip floors — just add one floor called Ground and put all rooms there.

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Step 6 — Positions & Roles

Go to Settings → Positions.

Before adding staff, define what job positions exist at your school and what each position can do.

1. Click New Position and name it (e.g. Class Teacher, HOD, Principal, Admin Officer).
2. For each position, tick the permissions it should have — what it can view, create, edit, or delete across all modules.
3. Review the default Teacher and Admin role permissions and adjust if needed.

Caution

Set up positions before adding staff — when you create a staff member you must assign them a position, and their access is determined by that position’s permissions.

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Step 7 — Staff

Go to People → Staff.

Add the teaching and administrative staff who will use the system.

1. Click Add Staff and fill in their name, email, and contact details.
2. Assign them a Position (from Step 6).
3. Optionally assign them to a Department.
4. Send them an invitation email so they can set a password and log in.

Tip

You can bulk-import staff via CSV if you have a large team. Use the Import option on the Staff list page.

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Step 8 — Landing Page Optional

Go to Settings → Landing Page.

Build your school’s public-facing page on Premeena. Parents and prospective students can find your school, view information, and submit enquiries — but only after the page is published.

1. Add your school name, description, and photos in the page builder.
2. Preview the page to confirm it looks correct.
3. Click Publish to make it publicly visible.

Note

Your school is not listed publicly until the landing page is published. You can come back to this at any time — it is not required before the first academic year.

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Step 9 — ID Card Template Optional

Go to People → Generate IDs.

Design the ID card layout before your first ID card print run. You can do this at any time — it is not required before the first academic year.

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Step 10 — Email / SMTP Optional

Go to Settings → Email (SMTP).

Connect your school’s outgoing email account so system emails (invitations, fee reminders, notifications) arrive from your school’s domain rather than a generic address.

1. Enter your SMTP host, port, username, and password.
2. Click Send Test Email and confirm it arrives in your inbox.
3. Save the configuration.

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What comes next?

Once the above is done, move on to the Academic Year Setup — create your first academic year, terms, sections, and timetable.

Step	Where	Required?
School Profile	Settings → General	Yes
Subjects	Settings → Subjects	Yes
Grades	Settings → Classes	Yes
Departments	Settings → Departments	Optional
Campus	Settings → Campus	Yes
Positions & Roles	Settings → Positions	Yes
Staff	People → Staff	Yes
Landing Page	Settings → Landing Page	Optional
ID Card Template	People → Generate IDs	Optional
Email / SMTP	Settings → Email (SMTP)	Optional