Getting Started
This guide helps you set up MySapienta for day-to-day school operations in Ghana, where teams often share computers, work term-by-term, and handle payments through Mobile Money.
If you prefer video, check the hub: Video tutorials.
Who does what (typical roles)
- School Admin / Head / ICT: sets up academic structure, creates users, sets permissions, configures school settings.
- Teachers: take attendance, enter continuous assessment, prepare term reports (depending on your school workflow).
- Accountant / Bursar: sets up fees, tracks payments, issues receipts, reconciles balances.
- Parents/Guardians: view fees, pay, view results/announcements (depending on enabled modules).
- Students: view results, timetable, announcements (depending on enabled modules).
First-time setup checklist
- Confirm your academic year and terms
- Set up classes and streams (for example: JHS 1A, JHS 1B, SHS 1 Science)
- Set up subjects (avoid duplicates like "Math" and "Mathematics")
- Set up houses (optional)
- Add staff users and assign roles (least privilege)
- Import students and guardians (clean your spreadsheet before upload)
Daily operations
Attendance
- Decide who marks attendance (class teacher, form master, or designated staff).
- Agree on a time window (for example: 7:30am to 9:00am).
- If internet is unstable, keep a manual backup for the day and enter later.
Continuous assessment and results
- Align assessments with your grading policy (class tests, assignments, exams).
- Encourage teachers to enter scores weekly, not only at end-of-term.
Communication
- Use announcements for school-wide messages.
- Use targeted messages for class or parent groups where available.
Fees and payments (quick start)
- Set up fee templates per class and term.
- When payments are received (especially Mobile Money), record the payer name and reference.
- Always confirm the receipt details match the student before marking a payment complete.