System Settings
Configure your school management system
General Settings
System Preferences
Configure basic system behavior and appearance
School Profile
School Information
This information appears on the dashboard, report cards and all printed documents.
Academic Settings
Current Academic Year
Configure terms, grading, and academic structure
Paste your school term dates, calendar events or any text and AI will extract and import them automatically.
Subjects Configuration
Mathematics
Core subject · All classes
English
Core subject · All classes
Science
Core subject · Primary
User Management
User Statistics
Roles & Permissions
Super Admin
Full system access · 1 user
School Admin
Manage all school operations · 3 users
Teacher
Classes, attendance, grades · 47 users
Bursar
Finance & fees only · 2 users
Parent
View only · 412 users
How to Set Roles & Give Access
Step 1 — Register the staff member
Go to Staff Register and fill in their name, email, password, and select their role from the dropdown.
Step 2 — Assign the correct role
Choose from: Headteacher (full access), Bursar (finance & fees), Class Teacher (own class only), or HR (staff records & leave).
Step 3 — For Class Teachers, assign their class
On the staff record, set the Class Assigned field. The teacher will only see students in that class.
Step 4 — Share login credentials
Give the staff member their email and password. They log in at the same URL as you. Their dashboard and menu will automatically reflect their role — no extra setup needed.
Step 5 — For Parents
Parents do not need an account created by you. They log in via the Parent Portal using their registered phone number and an OTP code. Their children appear automatically based on the phone number recorded in the student's profile.
Role permissions are enforced both on-screen (menu visibility) and at the database level (Firestore security rules). A staff member can only access what their role permits, even if they type a URL directly.
Notifications
Notification Channels
Configure how and when notifications are sent
Alert Triggers
AI & Automation
AI Agents Configuration
Configure AI-powered features and automation rules
Integrations
Africa's Talking SMS
Attendance alerts & fee reminders
M-Pesa (Daraja)
Fee & pocket money payments
How It Works
Parents pay fees or top up pocket money directly from the Parent Portal. Your school's Paybill shortcode is used — money goes straight into your school's M-Pesa account. Each school's credentials are private and never visible to parents.
How to Get Daraja Credentials
Configure your device IP here. Then download the Velos BioSync and install it on any PC at your school. The agent connects automatically — no manual setup required.
Attendance SMS Alerts
Backup & Restore
7-day Point-in-Time Recovery (PITR) — Google automatically backs up your entire database every day. Data can be restored to any point within the last 7 days.
Full JSON Backup
Complete backup with all Firestore document IDs and data structure preserved. Required for restore. Keep securely — contains all school data.
Excel Report Export
Human-readable spreadsheet with all modules. Share with staff, print, or keep as a readable record. Not for restore.
Restore from JSON Backup
Upload a .json backup file to restore your school data. This will overwrite existing data. Use only when recovering from data loss.
Security
Security Status: Protected
All systems secure · Last audit: 2026-03-01
Billing & Subscription
Current Plan: Premium
KES 15,000/month · Next billing: 2026-04-01
Team & Support
Your Support Team
We're here to help 24/7
Technical Support
support@velosschoolmanagementsystem.com · +254111590591
Billing Support
billing@velosschoolmanagementsystem.com · +254111590591
Account Manager
Velos Nova Support Team