ACMS Admin Manuals

1. System Access & Initial Setup

For logging in and configuring institutional identity and preferences

• Login
  Basic login steps for all users.
  
  

• Dashboard
  Overview of the dashboard layout and navigation.
  
  

• Configuration of the New Environment
  Initial setup of branding, formats, and default settings.
  
  

2. Core Academic Data Setup

This is the foundational structure for all academic operations

• Creating Acceptance and Rejection Letters
  Configure templates for applicant communications.
  
  

• Creating Course Levels (Year/Level)
  Define levels of study (e.g., Year 1, Year 2).
  
  

• Manage Programmes and Batches
  Add academic programmes, assign grading systems, and set batch dates.
  
  

• Create Global Subjects
  Add core and elective subjects/modules to be used across programmes.
  
  

• Assign Global Subjects to Programmes
  Link subjects to academic programmes.
  
  

• Assign Global Subjects to Batches and Levels
  Define which subjects are active per level and cohort.
  
  

• Assign Employees to Subjects
  Allocate instructors to the subjects they will teach.
  
  
  

3. Application Setup

Prepares the system to start receiving student applications

• Add Courses for Application
  Enable programmes to be displayed in the online application form.

• Create Terms and link to programmes
  Define term names, dates, and codes (e.g., Term 1, Semester 2).
  
  

• Set Application Instructions
  Customize the message shown to applicants before submitting the form.
  
  

• Customize the Application Form
  Add, remove, or reorder fields to fit your institution’s data needs.

4. Student Admission Workflow

Admitting and placing students after applications are received

• Student Admission (Manual Entry)
  How to admit students manually.
  
  

• Accepting / Allocating Students to Programmes
  Bulk-approve applicants and assign them to batches and levels.

5. Course Registration Management

Enables active students to register for subjects each term

• Opening Course Registration for Students

Notes:

• Each step builds on the previous one — the checklist must be followed sequentially.

• Each of these guides will link to its own detailed tutorial page with screenshots, bullets, and callouts for each system action

• New Environment Configuration​

• Adding a Super Admin​

• Creating Acceptance/Rejection Letters​

• Create Employee Categories

Define broad staff types (e.g., Academic, Administrative, Support, Contractual).

• Create Employee Positions 

Create job titles such as Lecturer, HR Officer, Cleaner, Registrar, etc.

• Create Employee Departments

Group employees into organizational units (e.g., Faculty of Education, Finance Office).

• Payroll Setup

Configure salary structures, allowances, deductions, and generate payslips.

• Creating System Privileges Groups

Control what each employee can access in ACMS based on their role.

• Configuring Employee Working Time

Set standard working schedules, daily hours, and shift preferences.

• Setting Up Leave Types

Create leave categories (e.g., Annual, Sick, Study Leave), define policies and assign to staff.

• Adding Employees to the System

Onboard staff into ACMS manually or via bulk import, link them to categories, positions, and departments.

• Manage Programmes and Batches
  Add academic programmes, assign grading systems, and set batch dates.
  
  

• Create Global Subjects
  Add core and elective subjects/modules to be used across programmes.
  
  

• Assign Global Subjects to Programmes
  Link subjects to academic programmes.
  
  

• Assign Global Subjects to Batches and Levels
  Define which subjects are active per level and cohort.
  
  

• Assign Employees to Subjects
  Allocate instructors to the subjects they will teach.

• Adding Courses for Application
  
  

• Creating Academic Terms
  
  

• Adding Application Instructions
  
  

• Customizing the Application Form

• Student Admission (Manual Entry)
  How to admit students manually.
  
  

• Accepting / Allocating Students to Programmes
  Bulk-approve applicants and assign them to batches and levels.

• Opening Course Registration for Students

1. Creating Fee Categories

Define major categories (e.g., Tuition, Registration, Library Fees).

2. Creating Fee Particulars

Create specific types under each category with associated amounts.

3. Creating Discounts

Configure discount types (e.g., Merit-based, Early Payment) and assign rules.

4. Creating Fines

Set rules for late fees, penalties, or disciplinary fines.

5. Creating Fee Collections

Group fees under a collection per academic term/programme.

7. Collecting Fees

Record and track actual payments from students.

8. Fee Structure 

View the overall fee structure applied per programme, year level, or batch.

9. Refunds Menu

Manage and process fee refunds with proper documentation.

10. Fee Defaulters

Identify students with unpaid balances; export or notify them.

11. Reports

• Students Fees Head Wise Report  Detailed fee reports categorized by various filters
  
  

• Student Fee Defaulters Report: View of fee defaulters across selected academic programs and batches

• Custom Imports
  Import bulk data (e.g., students, employees) using predefined templates.

• Custom Reports
  Build tailored reports for student or employee data using advanced filtering and custom field selections.

• Audit
  Monitor system activities, user behavior, and sensitive data transactions.

• Quick Reports
  Predefined reports for essential administrative tasks. No configuration needed.

• Reports
  Centralized area for frequently accessed datasets and summary counts.

• Sending Emails to Staff, Students, or Batch Groups​
  
  

• SMS Module Overview
  
  

• Event Creation
  
  

• News Publishing