Getting Started: A Staff Guide

This guide walks through the day-to-day workflows a school actually runs on 10x10Campus — from registering your first student to publishing results and using AI to help teachers work faster. If you want to understand how access itself works first (Offices, Tasks, Grants, and the Student/Parent portals), read Offices & Access Levels — this guide assumes that part and focuses on what to actually do.

1. Students — Registering, Enrolling, and Promoting

Registering a student and assigning them to a class are two separate steps, by design — a student can be registered (their record exists) before a class placement is decided, and the registry makes that visible rather than hiding it.

• Register a student — creates the student's record: name, guardian details, admission number. Found under Student Registry → Register Student.
• Enrol to a class — assigns a registered student to a class/stream for the current academic year. A student showing "Not in a Class" on the registry needs this step before they appear in attendance, results, or fee invoicing for that class.
• Promotions — moves a whole class up to the next class/stream at year-end, in bulk, instead of re-enrolling every student one by one.

The Student Registry's stat cards at the top (Total, Active, Not in a Class, Graduated/Left) are a quick health check — a school with a large "Not in a Class" count usually has students who registered but were never assigned, which quietly breaks attendance and results for them until it's fixed.

2. Staff — Adding Accounts and Granting Access

Adding a staff account and giving them something to do are, again, two separate steps:

• Add Staff — creates the account (name, contact details, role) under Staff Registry.
• Grant office access — decide which office(s) that person can act through, and optionally restrict them to a subset of that office's tasks. Without a grant, a staff account can sign in but sees nothing to do.

The Staff Registry's stat cards (Total, Active, Inactive, Teachers) give an at-a-glance headcount without needing to export anything.

3. Parent Access — Registering and Approving Guardians

A parent's access to the Parent Portal is never automatic — it always passes through a school staff member first, one of two ways:

• Register in person — a staff member verifies a guardian's identity face-to-face and registers them directly, linking them immediately to their child(ren).
• Approve an online request — a parent who already has a 10x10Campus identity (from another school) can request access to a new child online; it sits under Incoming Requests until a staff member approves or rejects it.

The Parent Registry page shows every approved parent and exactly which student(s) they can see — useful for confirming a guardian only has access to their own children, nothing more.

4. Results — From Marks to Published Report Cards

The results workflow moves through fixed stages, each one gating the next:

• Marks entry — subject teachers submit scores per subject, per stream.
• Approval — Results Pipeline: entered marks are approved (or returned to the teacher) per stream, before they count as official.
• Publish — once every stream for an exam is approved, the whole exam is published together — results are never published one subject at a time. Publishing is what makes a result visible to students and parents, and is what triggers SMS/email notification to guardians.
• Revoke — an already-published exam (or a single subject within it) can be revoked if something needs correcting, which un-publishes it until it's fixed and republished.

Published Results is where the tabulation sheet (division, points, positions, class summary) lives for exams that have actually been published — an approved-but-not-yet-published exam intentionally won't show one yet, since that data isn't official until publish happens.

Report cards are generated per student from a published exam's results, using your school's own layout, and can be bulk-downloaded for a whole class at once.

5. Fees & Billing

• Fee schedules — set per category, class, and term, so different classes or boarding/day categories can be billed differently.
• Invoices — generated from a fee schedule against enrolled students.
• Payments — recorded against invoices, including mobile-money collection, and reflected in the school's ledger automatically — every payment posts real double-entry accounting behind the scenes, not just a running total.

6. AI Academic Copilot — Generating Academic Materials

Academic Copilot lets teaching staff generate academic materials — lesson notes and similar content — directly inside the platform, using their own subjects and syllabus as the starting point. It is always a starting draft: the teacher reviews, edits, and publishes it, never an unreviewed replacement for their own judgment.

• AI credit wallet — usage is metered per staff member through their own AI credit wallet, separate from the school's SMS wallet. A low-balance warning shows before it runs out.
• Top-up — wallets are topped up at a platform-wide price per 1,000 tokens, set centrally so every school pays the same rate.

7. Hostel, Library, Transport, Clinic, Sports & Inventory

Each operational department has its own office and its own records — boarding placements, book lending, vehicle/route assignment, student health records, sports/prefect administration, and store/asset inventory. A school only needs to staff and use the departments that apply to it; the rest simply sit unused rather than getting in the way.

8. Getting Help

If something looks wrong or you're stuck on a workflow this guide didn't cover, your school's administration is the first stop for anything access-related. For anything they can't resolve, or for a platform bug, reach the 10x10Campus support team through the Support panel available on every page, or via the contact details on the About page.