5. School Administration, Routines & Official Records

Beyond classroom teaching plans, Shikshak provides a full suite of administrative record generators to streamline school management and compliance.

1. Class Routine & Timetable Builder (/app/routine)

Drafting a conflict-free school master routine that balances teacher workloads, laboratory sessions, and shared periods is often stressful.

Features:

• No-Clash Allocation: Ensures a teacher is never assigned to two different classes during the same period.
• Subject Fatigue Management: Distributes heavy cognitive subjects (Mathematics, Science, English) across morning periods, saving lighter or creative subjects (Arts, Sports, ECA) for post-tiffin periods.
• Teacher Workload Distribution: Visualizes weekly period allocations across all teaching staff to balance teaching hours.
• Export & Download Options: Includes the Universal Download Menu (<DownloadMenu />) to export formatted Word (.docx) timetables, print clean A4 schedules with auto-hidden navigation, or copy structured timetable text. Tables feature mobile-responsive horizontal scrolling (min-w-[720px]).

2. Daily Teacher Substitution & Proxy (/app/teacher-substitution)

When a teacher takes emergency leave or falls ill in the morning:

• Enter the absent teacher's name and their scheduled periods for the day.
• Shikshak immediately identifies available teachers with free periods during those exact slots.
• Prioritizes teachers capable of handling the subject or providing engaging revision/reading activities.
• Generates a 1-page printable Daily Substitution Slip and structured roster with 1-click Word (.docx) export, instant print, or clipboard copy.

3. CDC Statutory Annual Academic Calendar (/app/academic-calendar)

• Tracks statutory Bikram Sambat (BS) academic calendar compliance (190–220 teaching days requirement under Nepal Education Act).
• Automatically calculates school operating days, term break vacations, festival leaves (Dashain, Tihar, Chhath), and terminal examination dates.
• Exports clean academic year schedules via Word (.docx), print preview, and clipboard text copy.

4. Exam Invigilation & Guard Duty Roster (/app/exam-duty)

• Balances exam hall supervision duties fairly across all teaching staff.
• Prevents subject teachers from invigilating their own subject examination to ensure academic integrity.
• Outputs an easy-to-read daily roster with dates, exam shifts, room numbers, and assigned supervisors.
• Features standardized 3-step numbered configuration cards, proactive credit sufficiency check, and the Universal Download Menu (<DownloadMenu />) supporting Word (.docx), print/PDF, and clipboard copy.

5. School Management Committee (SMC) Meeting Minutes (/app/smc-minutes)

• Rapidly structures statutory School Management Committee (विद्यालय व्यवस्थापन समिति) meeting minutes.
• Captures meeting number, Bikram Sambat date, chair/secretary attendance, agenda items, and formal resolutions.
• 3-step numbered card workflow with upfront credit validation and Universal Download Menu (<DownloadMenu />) for instant Word (.docx) export, A4 printing, and logbook text copying.

6. Official School Notice & Administrative Letter (/app/admin-letter)

• Drafts professional administrative notices and letters for parents, ward/municipal education offices, or faculty announcements.
• Supports customizable dispatch number (चलानी नं.), reference date, subject line, recipient details, and sign-off authority.
• 3-step configuration with Universal Download Menu (<DownloadMenu />) for clean Word (.docx) formatting and letterhead printing.

7. Classroom Dynamics & Seating Architecture (/app/classroom-dynamics)

• Generates strategic student seating layouts and peer grouping strategies to optimize focus, collaboration, and classroom engagement.
• 3-step numbered configuration with proactive credit checks (5 credits) and Universal Download Menu (<DownloadMenu />).

8. Extracurricular Activities (ECA) Planner (/app/eca-planner)

• Plans comprehensive school extracurricular competitions, Friday programs, sports events, and cultural exhibitions.
• Outlines event objectives, judging criteria, student categories, required supplies, and schedule runs.
• 3-step numbered workflow with credit verification (5 credits) and Universal Download Menu (<DownloadMenu />).

9. Teacher Daily Diary & Attendance

• Teacher Daily Diary (`/app/teacher-diary`): Daily record log recording chapters completed, homework assigned, absent roll numbers, and personal reflection. The diary is a record of what already happened, read by headmasters and municipal education inspectors, so its entries are generated from a fixed format rather than written by AI — nothing appears in it that the teacher did not teach. Each diary is saved with its own link, so you can reopen, print, or export it later.
• Dynamic Period Schedule (Period 1, 2, 3): The diary form includes interactive period schedule cards pre-populated with Period 1, Period 2, and Period 3. Teachers can easily customize period numbers, grades, subjects, and specific lesson/unit topics for each period.
• Mobile Touch-Friendly Controls: Features large touch-friendly + Add Period and Delete Period buttons (minimum 44px touch targets) that stack vertically on mobile smartphone screens (360px+) without horizontal layout clipping.
• Student Attendance Register (`/app/attendance-register`): Monthly class attendance muster roll with present/absent counts. Saved registers are listed at the top of the page; open any one to view, print, export, or edit it — so a late student or a corrected name can be fixed after the fact rather than requiring a fresh register.
• Class role: mark a student as Class Representative (CR), Vice-CR, Monitor, or Group Leader. The role prints beside the student's name in the register.
• EMIS numbers: the government's per-student tracking id. Hidden by default; tick *Show EMIS number column* if your school files annual returns and needs them.
• Interactive Muster Roll & Mark Persistence: Click any working day muster cell to cycle marks (P → A → L → Blank). Click the header P✓ button on any day to instantly mark all students Present. Percentages, daily boys/girls tallies, and monthly statistics recompute live in real time. Click हाजिरी सुरक्षित गर्नुहोस् (Save Changes) to persist edited marks directly to the database.
• Summary & analysis: the *Monthly Summary & Analysis* tab shows attendance charts — daily attendance across the month, boys vs girls per day, and each student's percentage against the 75% examination threshold.
• Blank vs records: *Blank Register Template* prints an empty register for hand-marking; *With Sample Records* fills the month so you can see how the summary and charts behave.
• Low-Cost TLM Guide (`/app/tlm-guide`): AI-generated step-by-step instructions for making teaching aids from locally available, low-cost or zero-cost recycled materials (cardboard, bottle caps, wire, string, clay). Grounded in the exact grade, subject, and unit you choose, so a Nepali poetry lesson gets a language aid rather than a physics model.
• Remedial Support Plan (`/app/remedial-plan`): AI-generated differentiated support plan for students scoring C, D, or NG — micro-drills, step-by-step scaffolding, and parent engagement notes, built around your chosen chapter. Student names are left as generic labels for you to fill in. Exports to PDF, Word, or copied text.

6. Institutional Branding & School Logo on Official Records

Administrative and record tools feature integrated School Header & Emblem Branding:

• Select your school instantly from your profile affiliations or enter a custom school name and address.
• If no institution name is set during signup or form entry, tools default to official Shikshak AI (शिक्षक AI) branding, avoiding arbitrary or unmatched local school names.
• Institutional accounts (Teams) receive automated school watermarking, custom header logos, and digital seals on all faculty exports.

7. School Admin Portal & Faculty Seat Management (/school, /school/teachers)

The School Admin Portal gives institutional leaders centralized governance over teacher seats, seat credit consumption, and school-wide instructional materials.

How School Administrators Log In:

Faculty Seat CRUD & Member Management (/school/teachers):

School administrators have complete lifecycle management over teaching staff seats:

• Direct Teacher Account Creation (Admin Creates Credentials): Instead of waiting for teachers to check email, administrators can directly create teacher accounts by entering the teacher's full name, email or username, and initial password (with 1-click secure password auto-generation). The account is initialized directly with PLUS tier access. The admin receives a formatted credential block with a 1-click "Copy Login Details" button ready to share instantly via Viber, WhatsApp, SMS, or printed slip.
• Invite New Teachers via Email & Strict Capacity Guard: Enter the teachers' official email addresses (comma or newline separated). The system validates current remaining seat capacity, generates secure 7-day single-use invite tokens, and automatically dispatches an invitation email with the direct activation link.
• 1-Click Direct Invite Link (Share): Beside any pending invitation, the "Copy Link" action copies the direct 1-click acceptance link (https://shikshak.edu.np/invite/<token>). Administrators can paste this link directly into the school's official WhatsApp, Viber, or staff communication channel for instant onboarding. Accepting an invitation automatically promotes the teacher to PLUS tier.
• Faculty Roster Overview (Read): View all active teaching staff, pending invites, and revoked records with teacher names, emails, roles, join dates, and real-time status badges (Active, Invited, Revoked, Expired).
• Revoke & Reclaim Seats (Update): If a teacher departs or changes schools, the Principal can click "Revoke" to detach the teacher from the school. The teacher's individual account remains intact (reverting to standard tier), their profile is cleanly unlinked from the school, and the seat is immediately restored to the school's available pool for reallocation.
• Delete Inactive Records (Delete): Permanently remove stale, expired, or revoked invitation records. If the seat had an attached teacher, their profile is automatically dissociated to prevent dangling affiliations.

School Profile & Logo Synchronization (/school/profile):

• Direct Image File Upload: School administrators can upload their official school crest or logo directly from their device (PNG, JPG, SVG, or WEBP up to 3MB). The platform automatically optimizes the image for crisp headers and compact storage.
• Automatic Multi-Teacher Branding Synchronization: Setting or updating the school logo, address, district, or municipality on the school profile immediately propagates across all faculty members. Every lesson plan, question paper, weekly routine, or administrative slip generated by any teacher affiliated with the school automatically prints the official school emblem and registered address.
• Vector Presets & Web Links: Schools without a digital logo file can select from built-in official vector presets (Nepal Government Mountain & Dawn, Academic Lamp & Book, or Academic Shield Crest) or provide a custom web link.
• Persistent Institutional Governance Suite: Administrative tools including Daily Teacher Substitution (/school/substitution) and Master Class Routine (/school/routine) are integrated directly within the /school portal layout, keeping the administration sidebar persistent and accessible at all times with seamless dark and light mode support.

School Teacher Loyalty & Affiliation Lock:

• Locked Institutional Affiliation: School teachers operating under an institutional Team Plus license cannot add external schools or switch their primary school in /settings.
• Managed School Emblem: School teachers cannot override or upload a different school logo in /settings or in generator document headers; the official school crest set by the School Administrator at /school/profile is permanently displayed on all generated documents.
• Institutional Brand Integrity: This ensures all lesson plans, question papers, and teaching aids generated by school teachers remain strictly loyal to the institution providing their license, preventing unauthorized external school branding.

Seat Credits and the Principal's Extra Credits:

• Every seat has its own monthly credits. On Teams Plus each teacher seat receives 100 credits a month (minimum 10 seats). There is no shared pool: a teacher spends the credits on their own seat.
• The principal holds one of the seats and also receives 500 extra credits a month on top of the 100, so the principal's seat starts each month with 600.
• Rollover: at the start of each month, 25% of the credits left on a seat carry over, and the new monthly credits are added.
• The principal can move credits. On the Teachers page, choose "Give credits" to move credits from one seat to another in either direction, or adjust each seat's monthly credits for future months. Credits are only moved; the total across the school stays the same.
• Top-ups go to the principal's seat, and roll over at the plan's rate like any other credits.
• School tools need permission. A teacher can use a school tool only after the principal ticks it for that teacher. The three free tools (Admin Letter, SMC Report, Notices) cost 0 credits.
• Universal Plus access: every verified teacher linked to a paying school has the Plus tools while the school's plan is active.

School License Activation, Checkout & Renewal:

• Direct Seamless Checkout: When signing up with a Teams Plus school license, the educator is directly routed to the verified checkout page (/credits/checkout?type=teams-plus&seats=<count>&isAnnual=<bool>) with dynamic pricing and credit calculation.
• Convenient Offline & Online Payments: Schools can complete payment by scanning the Fonepay QR or with bank deposit receipts, uploading the payment slip for rapid administrator verification.
• In-Portal Renewal & Seat Expansion: At any time from the School Dashboard (/school) or License Management page (/school/licence), administrators can click the "Renew / Pay License" action to extend their annual license or expand their faculty seat allocation.

Real-Time School Admin Notifications & Email Alerts:

• Instant Website Bell Alerts: School administrators receive real-time notifications in their top navigation bell popover across the school portal (/school/*) and application layout.
• Outbound Email Notifications: Whenever critical faculty events occur, automated emails are dispatched to all registered administrators for that institution:
• New Teacher Joined: Alert dispatched when an invited teacher accepts their email link or when a new teacher account is provisioned.
• Teacher Allowance Running Low / Depleted: Warning notification dispatched when a teacher's monthly seat allowance drops to 10 plans or fewer, or when their monthly allowance is exhausted.
• Seats Full Alert: Prompt notification when all allocated teacher seats are active and in use, advising the administration to expand seats.
• Seat Revocation: Immediate confirmation when a teacher seat is freed up for reallocation.
• Live Faculty Alerts Stream (`/school`): The School Dashboard includes a dedicated "Recent Faculty Alerts & Activity" feed displaying the latest events with timestamps, event badges, and 1-click links to manage staff.
• Self-Test Diagnostic Button: Administrators can use the "Send Test Alert" button in /school to verify their in-app bell and email notification channels instantly.