First-Time School Setup

After completing your school profile, academic session, basic system settings, and school branding, the next step is to prepare Gosfem for your school's daily operations.

The first-time school setup involves creating the basic structure that Gosfem will use to manage your staff, students, and academic activities. Before adding students or beginning other school operations, we recommend setting up your departments, designations, staff, classes, sections, and subjects.

There are several ways to organize your setup, but the following order provides a simple and practical starting point.

Step 1: Create Departments and Designations

The first step is to create the departments and designations used by your school. Departments help organize your employees into appropriate areas of responsibility, while designations identify the specific positions held by staff members.

From the navigation menu, go to Human Resources, click Department, and open the department management page.

Enter the name of your department, such as Teaching, and add the appropriate designations under that department. You can create as many departments as your school requires.

For example, a Teaching department may contain designations such as Teacher, Senior Teacher, Head Teacher, or other positions used by your school.

You can also create other departments based on how your school is organized. The departments and designations you create will be available when adding employees later.

Step 2: Add Teachers

After creating your departments and designations, the next step is to add your teaching staff.

Go to Human Resources in the navigation menu, click Employees, and then select Teacher.

From the Teacher page, you can add teachers individually or use the Bulk Upload option to add multiple teachers using an Excel file.

If your school has many teachers, the bulk upload option can save time by allowing you to prepare the staff information in an Excel file and upload multiple records at once.

Make sure the information provided for each teacher is accurate, especially their personal information, department, designation, and other required employee details.

Step 3: Add Non-Teaching Staff

Once your teachers have been added, you can add other employees who support the school's daily operations.

Go to Human Resources, click Employees, and select the appropriate non-teaching staff category.

Gosfem provides different categories for non-teaching staff, including:

Librarian – Manage staff members responsible for the school library.

Accountant – Add staff members responsible for financial and accounting activities.

Hostel Manager – Add staff responsible for managing hostel or boarding activities.

HRM – Add staff responsible for human resource management.

Receptionist – Add staff responsible for reception and front-office activities.

Nurse – Add staff members responsible for school clinic and health-related activities.

Add the appropriate employees under each category according to your school's organizational structure.

Step 4: Create School Classes

After setting up your staff structure, the next step is to create the classes used by your school.

Go to Academics in the navigation menu and click Student Classes.

From the Student Classes page, you can add your school's classes manually. If your school has many classes, you can also use the Bulk Upload option where available to add multiple classes more efficiently.

Create the classes according to the structure used by your school. For example, your school may have Nursery, Primary, Junior Secondary, Senior Secondary, or other class structures depending on the educational system you operate.

Step 5: Create Class Sections

After creating your classes, you can create the sections that belong to those classes.

Return to Academics and click Class Sections.

Add the required sections manually and associate them with the appropriate classes. If you have many sections to create, you can use the Bulk Upload option where available.

For example, a class may have sections such as A, B, and C. Your school can create as many sections as required for its organizational structure.

Step 6: Add School Subjects

The final basic academic setup is to create the subjects taught in your school.

Go to Academics again and click Class Subjects.

You can add subjects manually or use the Bulk Upload option where available. Add all subjects that your school teaches and ensure that the subject information is entered correctly.

Examples of subjects may include Mathematics, English Language, Basic Science, Social Studies, Biology, Chemistry, Physics, Computer Studies, and other subjects offered by your school.

Recommended First-Time Setup Order

For a smooth setup process, we recommend completing these basic operations in the following order:

1. Departments and Designations – Create the departments and staff positions used by your school.

2. Teachers – Add your teaching staff individually or through bulk upload.

3. Non-Teaching Staff – Add librarians, accountants, hostel managers, HRM staff, receptionists, nurses, and other applicable staff.

4. Student Classes – Create all classes used by your school.

5. Class Sections – Create the sections under the appropriate classes.

6. Class Subjects – Add the subjects taught by your school.

Why This Setup Is Important

These settings form the foundation of your school's Gosfem environment. Staff, students, academic records, timetables, attendance, examinations, results, and other features can depend on the structure you create during this stage.

Taking time to create accurate departments, designations, employees, classes, sections, and subjects will make the rest of your Gosfem setup much easier.

Use Bulk Upload to Save Time

If your school already has staff, classes, sections, or subjects stored in an Excel spreadsheet, take advantage of Gosfem's bulk upload options where available. Bulk upload can be especially useful for schools with a large number of existing records.

Before uploading a file, make sure the information follows the required format and that the records have been checked for errors or duplicates.

First-Time Setup Checklist

Before moving to the next stage of your school setup, make sure you have completed the following:

✓ Created all required departments

✓ Added the appropriate designations under each department

✓ Added all teachers

✓ Added applicable non-teaching staff

✓ Created all school classes

✓ Created class sections

✓ Added all school subjects

What's Next?

Once your basic school structure is ready, you can continue with the next stage of Gosfem setup, including adding students, assigning students to classes and sections, configuring subjects, setting up fees, attendance, examinations, timetables, and other features required by your school.