Communex for school admins

1. 1Go to school.communex.net.
2. 2Enter your Email and Password, then click Sign in. If you signed up with a phone number, click Use mobile number instead.
3. 3Forgot your password? Click Forgot password? and we'll email you a code.

After you sign in you land on Today. The top row shows today's sessions, how many are live now, how many students are on today's rosters and how many sessions still need attendance. The cards on the right show revenue, fees still to collect, new students and attendance for the period you pick.

• Today, Schedule, Attendance and Homework sit at the top of the menu because you'll open them every day.
• Requests collects everything someone is waiting on: approvals, leave, make-up classes, payment proofs and students leaving. The red number is how many are waiting.
• People, Academics, Finance, Shop & events, Communication and System open when you click them.
• The search box at the top finds students, invoices and pages. Press Ctrl + K (Cmd + K on a Mac) to jump to it.
• Switch the language (EN, 中文, BM) and light or dark mode from the top bar.

Your school profile appears on invoices, receipts and the parent app. Fill it in first.

1. 1In the left menu, open System and click Settings.
2. 2On General, fill in the school name, currency, time zone and language, then your address and contact details.
3. 3Check the invoice number code and the member number format. Invoices and receipts are numbered from these.
4. 4Use the other tabs for Business policies, Grade levels and Subjects.

Next, tell parents how they can pay. Bank transfer, cash and other offline methods are listed on the Payment methods page; parents see the ones you switch on in the app.

1. 1Open System → Payment methods.
2. 2Click Add method, choose the type (for example bank transfer) and enter the bank name, account holder and account number.
3. 3Turn on the switch to show the method to parents.

Finally, add public holidays and school breaks. Classes that fall on a holiday are skipped automatically, so no one has to cancel them by hand.

1. 1Open Academics → Holidays.
2. 2Click Add holiday, give it a name and pick the dates. Use Import to add many at once.

1. 1Open People → Teachers.
2. 2Click New teacher and fill in their name, email or mobile number and subjects. Or click Invite link to send a link, or Import to add many from a spreadsheet.
3. 3Give the new teacher their temporary password. They set their own password the first time they sign in, on the web or in the app.

Roles decide what each person can see and do. Communex comes with three:

• Owner: everything, including settings and the subscription.
• Admin: runs the school day to day: students, classes and fees.
• Teacher: their own classes, attendance, homework and students. This is the default for new teachers.

1. 1Open System → Roles.
2. 2Click a role to see its permissions, or click New role to make your own (for example a front desk role that can take payments but not change settings).
3. 3Open a teacher's profile to change their role.

Teachers and families can also ask to join by scanning your school's QR code in the Communex app. Each request waits for your approval in Requests → Approvals.

1. 1Open People → Students and click New student.
2. 2In Step 1 of 2 · Profile, type the student's Full name. Level, phone and email are optional.
3. 3Click Next.
4. 4In Step 2 of 2 · Login & parents, under Parent 1 enter the parent's Mobile, Full name and Email, and choose the Relationship.
5. 5Click Create student.
6. 6The Student created window shows what happened to each account. Click Open student to see the profile.

What the parent gets depends on what you entered:

• Email: an email with a link to set their password. The link works for 7 days.
• Mobile only: a one-time password, shown to you once. Pass it on in person or by WhatsApp. It works for 72 hours and they choose their own password when they first sign in.
• Already has a Communex account (for example a sibling is already at your school): the child is simply added to their family. No new account.

If you already have a list of students, import it instead of typing:

1. 1On People → Students, click Import and choose Students.
2. 2Download the template, fill it in (dates as DD/MM/YYYY) and choose your file.
3. 3Click Check file. Communex shows how many rows are new, updated or have errors before anything is saved.
4. 4Click Import to finish.

Open any student to see everything about them in one place: enrolments, attendance, homework, growth, credits, leave, make-up classes, billing and parents.

Four words come up everywhere in Communex:

• Course: a subject you teach, for example Mathematics Year 6 or Piano Grade 3.
• Package: how a course is sold. One-off (a trial class), Recurring (a monthly fee) or a Credit pack (for example 12 lessons, used up as the student attends).
• Class: a group of students who learn together, with its own roster.
• Session: one meeting of a class on the timetable, on a given day and time with a teacher.

1. 1Open Academics → Courses and click New course. Give it a name and choose the packages it can be sold with.
2. 2Open Academics → Packages and click New package to set the price and type.
3. 3Open Academics → Classes and click New class. Pick the course, the teacher and the weekly times. Communex puts the sessions on the timetable for you, skipping holidays.

• Switch between Day, Week, Month, List and By teacher at the top.
• Click a session to open its roster, attendance and notes.
• Click New session for a one-off or 1-to-1 lesson that isn't part of a weekly class.
• When a teacher is on leave, their sessions show as needing a teacher so you can arrange cover.

1. 1Open Academics → Enrolments and click New enrolment.
2. 2Under Add to an existing lesson, click Choose.
3. 3Click Select a lesson… and pick the class. Then click Select students… and tick the students.
4. 4Click Next. On Package & billing, choose the package. Each student's line shows what they pay today and when the next payment is due.
5. 5Click Next. On Extras, keep or untick extra charges such as a registration fee or books.
6. 6Click Next: Review, check the invoice and click Enrol.

Monthly packages are billed for each calendar month, on the 1st. A student who joins in the middle of a month can pay for just the lessons left, and you can change the first month's price before you enrol.

Teachers usually mark attendance in the app at the start of class. The Attendance page lets the front desk see what's been marked and fill any gaps.

1. 1Click Attendance in the left menu.
2. 2Find the class that's on now and click Take attendance. Later classes show the time attendance opens.
3. 3Click Mark all present.
4. 4For a student who didn't come, click Absent and type the reason. For a late student click Late; the minutes are filled in for you.
5. 5Click Save attendance.

When you save, students on a credit pack use one lesson credit and parents see the record in the app. If a student has no credits left, Communex tells you how many students will owe credits before saving, so you can top them up or save anyway.

Parents apply for leave in the app, teachers apply for their own leave, and new families and teachers ask to join. All of it lands under Requests in the left menu.

1. 1Open Requests → Leaves.
2. 2Find the pending request and click Approve (or Reject).
3. 3The confirmation shows the student, the dates and the lessons affected. Click Approve leave.

When leave is approved, the student's seat on those sessions is freed and, where your school's rules allow, their credit comes back and a make-up class is due. Leave applied for at the last minute can still be charged, depending on your rules in Settings → Business policies.

1. 1Open Requests → Makeup to see missed lessons waiting for a make-up.
2. 2Click Schedule next to a student and pick a session or time.

Teachers set homework from the app after class. Here you can see all of it: drafts, what's published, what's been handed in and what still needs grading.

• Needs grading: work handed in that the teacher hasn't marked yet.
• Overdue: homework past its due date that some students haven't handed in.
• Click New homework to set homework from the backoffice.

1. 1Open Finance → Invoices and search for the student.
2. 2Click the unpaid invoice, then click Record payment.
3. 3Amount received is filled in with what's owed. Change it for a part payment.
4. 4Choose the Payment method (Cash, Bank transfer, DuitNow QR, Card, Cheque and others) and type the bank reference if there is one.
5. 5Click Next, check the amount and click Record.
6. 6A receipt is issued. Click Print receipt to print it, or Done.

• From an invoice you can also Download PDF, Email invoice, Email receipt or Cancel invoice.
• Remind overdue on the invoice list sends a reminder to every parent with an overdue invoice.
• If a parent pays more than they owe, the extra goes to their account balance and is used for the next invoice.
• New invoice lets you bill something that isn't part of an enrolment, such as an exam fee.

Parents can pay in the app online (if you've connected a payment gateway) or by bank transfer. After a transfer they upload the slip, and it waits for you here.

1. 1Open Requests → Payment proofs.
2. 2Click a proof to see the amount, method, reference, the parent's note and the slip.
3. 3Check it against your bank account, then click Confirm payment. If it doesn't match, click Reject and say why.

Confirming records the payment on the invoice and issues a receipt. Every receipt is listed in Finance → Receipts, where you can download, email or void it.

Students on a credit pack have a lesson balance. Each attended lesson uses a credit; approved leave can give it back. Finance → Credits shows every balance and every change.

• Low balance: students about to run out. A good list to send a renewal reminder to.
• Expiring soon: credits that will expire if not used.
• Adjust balance: correct a balance by hand. You'll be asked for a reason, and it's recorded.

1. 1Open Communication → Announcements and click New announcement.
2. 2Type a Title and the Message. Add images if you like.
3. 3Choose the Audience: Everyone, or a Course, Lesson, Role or chosen People.
4. 4Click Next. Turn on Push notification so phones get an alert. (The in-app inbox is always on.)
5. 5Click Publish now…, check the summary and click Publish now. You can also schedule it for later.

Reports are grouped into Financial, Attendance, Students and Staff. Each one downloads as a CSV file you can open in Excel or Google Sheets.

The activity log records every important change: who approved a leave, who recorded a payment, who changed attendance. Filter it by person, action or record when you need to check what happened.