User Manual

Success begins with organization. MichoSMS is built to transform how your school manages its most important data: student progress, academic records, and staff coordination.

Created for Everyone

This manual avoids technical jargon and complex computer terms. It is designed to be a friendly companion for school heads, teachers, and admins who want to get things done quickly and accurately.

Secure Data

Your school's data is isolated and protected, ensuring only your authorized staff can see it.

Instant Reports

Generate complex performance reports and student transcripts in seconds, not hours.

Mobile Ready

Works perfectly on tablets and smartphones, allowing teachers to enter marks from the classroom.

What is Michosms?

Michosms is a student management system designed to simplify administrative tasks, enhance academic performance tracking, and foster better analytics within your institution.

Understanding User Roles

To keep things organized and secure, different staff members have different levels of access:

School Administrator: The "Master User" for your school. Can set up classes, add teachers, register students, and change system-wide settings.
Teacher: Focuses on their assigned classes. They enter marks (Mid-term and End-term) and track their students' performance.
Head of Department (HOD): Oversees a specific subject area. They can see how all teachers and students in their department are performing.
Public User (Parents/Students): Can visit the school's public page to check official news or search for student transcripts.

Setting Up Your School

Getting started is a simple three-part process: Registration, Plan Selection, and Activation.

Step 1: The Registration Form

Go to the main MichoSMS website and look for the "Register School" button.

School Identity

Enter your formal school name, address, and a unique "Subdomain" (this becomes your web address, like myschool.michosms.com).
Contact Information

Provide the official school email and phone number. These will be used for important system alerts.
Leadership Details

Enter the names and phone numbers of the School Head and Deputy. This helps the system personalize communications.

Automatic Account Creation

When you submit the form, the system automatically creates your first Administrator account using the school email you provided. A temporary password (admin@michosms) is sent to that email.

Subscriptions & Payments

To keep the service running smoothly, schools pay a subscription fee. You can manage this from your Admin Dashboard under "Subscription".

Renewing or Upgrading

Choose Your Plan

Browse the available plans (Monthly or Yearly) and click "Subscribe".
Select Payment Method

We support Mobile Money (all networks) and Card payments. Follow the on-screen prompts on your phone or computer.
Instant Activation

Once the payment is successful, your account is instantly updated. You can download your official receipt immediately from the same page.

Important Action

If your subscription expires, your staff will still be able to log in, but certain features like adding new students or entering marks will be locked until a payment is made.

Administrator: First Steps

The Administrator is the heart of the school system. Your first priority should be setting up the "foundation" of your school data.

Quick Tip: Security First

Log in for the first time using the credentials sent to your email. Your first action should be going to **Profile** and changing your password to something only you know.

Building Your Academic Foundation

Before you add people, you must define your school's structure. Follow this exact order for the best results:

1. Academic Terms

Go to **Terms** menu. You must create and "Activate" a term (e.g., "Term 1 - 2024") before the system allows you to enroll students.

2. Forms (Grade Levels)

Go to **Forms**. Add names like "Grade 8", "Grade 9", etc. These are your main grade categories.

3. Classes

Go to **Classes**. Here you create the specific groups (e.g., "Grade 8 Blue", "Grade 8 Gold"). You'll pick which "Form" each class belongs to.

4. Subjects

Go to **Subjects**. List every subject taught at your school (e.g., "Mathematics", "Social Studies").

5. Link Subjects to Classes

This is crucial! Go to **Classes**, find a class, and click **Subjects**. Check the boxes for all subjects taught in that specific class.

Student Management

Manage your student body efficiently with these daily tasks:

Registering Students

Click **Students** and then **Add Student**. You'll need their basic details and Guardian (Parent) contact information. This is vital for sending reports later.

The Enrollment Process

Note: Registering a student is NOT the same as enrolling them. A student can exist in your school records but won't appear in class lists until you **Enroll** them for the current term.

Find the Student

Find them in the student list and click the "Enroll" button.
Pick a Class

Choose the class they are joining. The term is usually selected automatically if you have an active one.

Deleting vs. Completing

NEVER delete a student unless you added them by total mistake. If a student leaves or graduates, use the **Mark as Completed** button. This keeps their history for future transcript requests but removes them from your current active counts.

Teacher Management

Staff coordination is made easy with the **Teachers** menu.

Assigning Teaching Duties

Create the Teacher Account

Use the **Add Teacher** button. Give them a temporary password which they must change.
Subject Assignment

This is where the magic happens. Find the teacher in the list and click **Subjects**. Pick a class and a subject. Now, the teacher will see that specific class in their own portal.

Using Analytics & Reports

The system automatically processes all the marks entered by teachers to give you clear insights.

Pending Marks

Instantly see which teachers haven't finished entering their grades. No more chasing people down the hallways!

Score Reports

Export a full spreadsheet of all student marks for a class. Perfect for staff meetings or file records.

Department Analysis

Compare performance across different subjects to see where students are struggling or excelling.

Recording Student Marks

This is your primary task. You can do it in two ways:

Direct Entry (Best for few students)

Go to **My Classes**, click a class, and type the marks directly into the boxes. Click "Save" when finished.

Bulk Upload (Best for large classes)

Download Template

Click the "Excel Template" button in your class view.
Fill the File

Open the file on your computer and type in the marks. Do not change any other text in the file!
Upload

Upload the saved file back to the system. All marks will be filled in automatically.

Handling Absentees

If a student missed an assessment, check the "Absent" box. Do not leave it blank or enter "0", as this will lower their average unfairly. Marking them "Absent" tells the system to ignore that entry in calculations.

Head of Department (HOD) Oversight

As an HOD, your role is to ensure quality and completeness within your subject areas.

Monitor Progress: See exactly which teachers in your department are lagging behind on mark entry.
Department Analytics: View combined performance reports for all subjects under your care.
Quality Check: Review entered marks to ensure they meet your department's standards before final reports are generated.

Student Transcripts

Official student transcripts can be searched from the school's homepage. This is often used by parents or past students who need their records for other institutions.

Visit the school website (e.g., yourschool.michosms.com).
Click on the **Transcript** link.
Enter the student's unique **Exam Number**.
Review the academic history and download the official PDF copy.

Common Questions (FAQ)

Q: What if I lose my internet while entering marks?
A: The system only saves when you click the "Save" button. We recommend saving frequently (every 5-10 students) to avoid losing work if your connection drops.

Q: Can students see each other's marks?
A: No. Students and parents can only see their own individual transcripts using their private Exam Number.

Q: How do i change school logo?
A: Go to **Settings** as an Administrator. You can upload your school's crest or logo there. It will then appear on all official reports and receipts.

Troubleshooting Guide

Problem	Quick Solution
Cannot log in	Check your email for correct spelling and ensure Caps Lock is off.
"Subject not found"	Admin must link the subject to that class first in the Classes menu.
"Mark entry locked"	Grading period may have ended. Contact Admin to enable editing in Settings.

Contact Our Support Team

Still stuck? Our Zambian-based support team is ready to help you during business hours.

WhatsApp & Phone

+260 777 183 520
+260 974 481 038

Email Support

michotechnologies1@gmail.com