Summary of "Complete School Management System in Excel || Get Full Excel Project File"
Overview
The video (by Mahesh, MGstudy.com) presents a complete, ready-to-use Excel project file: a School / Coaching Management System (full version). The workbook bundles admissions, fee management, income/expense bookkeeping, marksheet management, staff management, printing (forms/receipts/marksheets), and reporting in a single file.
The file is customizable for any school or coaching institute. A one-time setup is required so the system reflects the institute’s fee structure, classes/courses, subjects, posts, etc.
Key features (high level)
- Important Setup module to configure classes, fees, transport, subjects, staff posts and other parameters.
- Admission form with many student fields and the ability to add custom fields.
- Auto or manual registration number series (editable).
- Fee-deposit userform supporting 12 installments (displayed as two groups of 6); tuition + transport combined per installment; many other fee types; discounts; and handling of previous-year dues.
- Income and expense entry for bookkeeping; daybook / date-filtered reports; profit/loss calculation.
- Marksheet registration, marks entry (half-yearly / annual / practical), auto-calculated results and printable marksheets.
- Staff management: add/register staff, salary payments, print staff payment receipts, record salary expenses.
- Print previews/templates for admission form, fee receipt (student + school copy), marksheet, staff payment receipts.
- Dynamic fields and lists (changeable from setup / database sheets).
Detailed instructions / methodology
1. Important Setup (before using)
- Open Important Setup → go to the Setup area.
- Enter class names (e.g., KG → 12th). For coaching/computer institutes, enter course names instead of school classes.
- Set monthly tuition amounts (system expects monthly fee × 12).
- Enter Admission Fee (per class or a uniform amount).
- Enter Half-yearly exam fee, Annual exam fee, Board fee (set to 0 if not applicable).
- Define transport distance bands and assign fees per band.
- Enter practical fees (per practical subject) if applicable.
- Populate the subject list used for marksheets.
- Populate staff posts/roles list (teacher, manager, etc.).
- The setup sheet contains extra slots for up to 12 additional/custom fees; fill those you use and set unused ones to 0.
- After setup, update fee-name labels in the UI/forms/receipt templates where those names appear (they are used across fee deposit form, dashboard, fee receipt, etc.).
2. Adding / customizing admission form fields
- The admission userform includes default fields (student name, parents’ names, DOB, subjects, transport, previous school, student type new/old, etc.).
- To collect extra data (e.g., WhatsApp number), use the “AddField” slots in the database sheet (AddField1..4). Add the field name in both the admission form configuration and the database column name so data is stored/displayed properly.
- Registration numbers display automatically on the admission form. Modify the registration series by editing the registration column in the database sheet (enter a pattern like AB1, AB2, AB3 to generate an auto-series).
3. Admission process
- Open Admission form → fill personal, subject, transport, student type, previous school details.
- Fee entries at admission are optional (e.g., first installment or admission fee can be entered at admission).
- If the student has previous-year dues, enter them during admission so they are tracked.
- Click Admission to save; Reset clears the form.
- Search student by registration number to view or update details; use Update to save changes.
- To print the admission form: enter reg no → Details → Print Preview → print.
4. Fee deposit workflow
- Open Fee Deposit userform (supports two pages for installment management; six installments per page for a total of 12).
- Installment composition: Tuition fee + Transport fee combined per installment. Enter the amount being paid and indicate the month (e.g., January).
- Other fee types available to deposit:
- Board fee, Admit card fee, Exam fee
- Practical fees (per practical subject)
- Miscellaneous: electricity, festival, function, medical, security, messaging/calls, test charges, plus two customizable “other” fees
- Discounts: enter discount amount (if applicable) and click Deposit to apply.
- Previous-year due: previously entered dues are visible and can be collected in fee deposit.
- After deposit the UI shows:
- Total fee (calculated)
- Amount paid (cumulative)
- Remaining balance
- To deposit: search student by reg. no → fill deposit fields → click Fee Deposit → confirm.
- To print fee receipt: Print → enter reg no → Details → Print Preview (generates student copy + school copy). Templates can be edited.
5. Income entry and expense entry (bookkeeping)
- After collecting fees, register the received income: Income Entry → enter reg. no, amount, purpose (e.g., Admission Fee) → Submit.
- To record spending: Expense Entry → enter amount and purpose (e.g., Computer repair) → Submit.
- Dashboard & Daybook: view date-filtered income and expenses, total income, total expenses, and computed profit/loss for selected dates/months/years.
- Filter income/expense records by date or by month & year to generate monthly reports.
6. Marksheet management
- Register students for marksheet entry (class-wise registration for classes that require marksheets).
- Registration: search student by reg. no, fill registration details (roll no, station, etc.) → click Register (one-time per student; do not re-register).
- Marksheet Entry: open marksheet entry form for the class → enter marks for each subject (supports half-yearly, annual, and practical marks) → Submit.
- Print Marksheet: enter reg. no → Generate Marksheet → Print Preview. The template auto-calculates totals, percentage, pass/fail, etc.
- Marksheet records are saved and can be viewed/listed.
7. Staff management and salary payments
- Add / Register staff: Add Staff form → fill name, role/post (from setup list), start date, monthly salary, bank details (optional) → Register.
- Search and update staff details by staff ID.
- Salary payment: search staff by ID → enter amount and month → click Pay → payment is recorded.
- Salary payments are treated as expenses and can be recorded via Expense Entry or via the staff payment form’s expense button.
- Print staff payment receipt: enter staff ID → Details → generate/print payment receipt (shows amount and month).
- Staff list and payment history can be viewed from staff records.
Customization and dynamic behavior
- Most lists and fees are dynamic (located on Setup/Database sheets). Make required changes once — they propagate across forms, receipts, and calculations.
- For any unused fee type, set the amount to zero.
- Some labels appear in multiple UI locations — if you rename a fee label, update it where it appears (fee deposit form, dashboard, fee receipt, etc.).
- The registration number format can be customized in the database sheet to auto-generate a desired series.
Note: The presenter emphasizes that the full project file removes the need to copy code snippets manually and should save time, but you may need to make small changes to match your institute’s specifics.
Support, usage notes & availability
- If users have trouble during setup or customization, they can comment on the video for support; the presenter offers help.
- The project file is said to be available for a limited time (the presenter suggests it won’t be available forever).
Speakers / Sources
- Mahesh (presenter) — MGstudy.com (official YouTube channel)
Category
Educational
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