Documentation

Overview

SBM Schools is Ghana's premier cloud-based school management system, officially approved by CHASS (Conference of Heads of Assisted Secondary Schools) and registered with Data Protection Ghana. Our platform provides comprehensive solutions for educational institutions across the country.

🏛️ Official Approvals

• CHASS Approved System
• Data Protection Ghana Registered
• MOE Compliant Platform
• ISO 27001 Security Standards

🏛️ Integrated Apps

• Enrolmate
• MyReportMate
• Exeat Manager
• Attendance Tracker
• SMS Notifier
• Inventory Manager
• E-Voting
• e-Library

Getting Started

🚀 Quick Start Guide

1

School Registration

Register your school with basic information and contact details.

2

Account Setup

Create administrator accounts and configure user permissions.

3

Data Import

Import existing student and staff data using our migration tools.

4

System Configuration

Configure academic terms, subjects, classes, and school settings.

System Requirements

Minimum Requirements:

• Modern web browser (Chrome, Firefox, Safari)
• Stable internet connection (1 Mbps+)
• JavaScript enabled
• PDF reader for reports

Core Features

Enrolmate

Complete online admission system with automated application processing.

• Online application forms
• Document downloads & verification
• Secure payment integration
• Student/Parent portal

MyReportMate

Comprehensive academic reporting and grade management system.

• Automated report generation
• Customizable report templates
• Performance analytics
• Parent report delivery

Mentora AI

AI-powered chatbot for instant support and assistance.

• 24/7 automated support
• Multi-language support
• Smart query resolution
• Integration with all modules

Attendance System

Real-time attendance tracking with automated notifications.

• Digital attendance marking
• Automated parent SMS alerts
• Attendance analytics
• Absenteeism reports

E-Library

Access thousands of digital books, journals, and resources anytime, anywhere.

• Searchable digital archive
• Multi-format content (PDF, audio, video)
• Role-based access control
• Offline reading support

SMS Gateway

Bulk SMS notifications for parents, students, and staff.

• Automated notifications
• Event reminders
• Emergency broadcasts
• Custom message templates

Integration Guide

🔗 Third-party Integrations

Payment Gateways

• MTN Mobile Money
• Telecel Cash
• AirtelTigo Money
• Bank card payments

SMS Services

• Bulk SMS notifications
• Parent/guardian alerts
• Staff communications
• Emergency notifications

📧 Email Integration

SBM Schools integrates with popular email services for automated communications:

// Email configuration example
{
  "provider": "gmail",
  "smtp_host": "smtp.gmail.com",
  "smtp_port": 587,
  "encryption": "tls",
  "username": "your-school@gmail.com",
  "password": "your-app-password"
}

📊 Data Export/Import

Supported Formats:

CSV Excel (XLSX) JSON PDF

Bulk Operations:

• Student data import from existing systems
• Staff records migration
• Academic records transfer
• Grade book imports

Compliance & Security

🛡️ CHASS Approval

SBM Schools is officially approved by the Conference of Heads of Assisted Secondary Schools (CHASS), ensuring our platform meets the highest standards for secondary education management in Ghana.

Approval Benefits:

• Recognized by all SHS institutions
• Compliant with Ghana Education Service standards
• Trusted by school administrators
• Regular compliance audits

🔒 Data Protection

We are registered with Data Protection Ghana, ensuring full compliance with the Data Protection Act, 2012 (Act 843) and international data protection standards.

Protection Measures:

• End-to-end data encryption
• GDPR compliant data handling
• Regular security audits
• Data anonymization protocols

Compliance Certificate

Our compliance certificates are available upon request. Contact our support team for official documentation and audit reports.

Data Security & Privacy

🔐 Security Measures

Data Encryption

• AES-256 encryption at rest
• TLS 1.3 for data in transit
• End-to-end encryption for sensitive data
• Encrypted database backups

Access Control

• Role-based access control (RBAC)
• Multi-factor authentication (MFA)
• Session management
• IP whitelisting options

📋 Compliance Standards

ISO 27001

Information Security

GDPR

Data Protection

SOC 2

Security Controls

Data Retention Policy

Student data is retained for 7 years after graduation as per Ghana Education Service requirements. All data can be permanently deleted upon written request after the retention period.

For data deletion requests, contact our Data Protection Officer at privacy@sbmschools.com

API Reference

🔌 REST API Overview

SBM Schools provides a comprehensive REST API for integrating with third-party systems. All API endpoints require authentication and follow RESTful conventions.

Base URL:

https://api.sbmschools.com/v1/

Authentication

All API requests require authentication using API keys:

GET /api/v1/students
Authorization: Bearer YOUR_API_KEY
Content-Type: application/json

📚 Core Endpoints

Students API

GET /api/v1/students Get all students

POST /api/v1/students Create new student

PUT /api/v1/students/{id} Update student

Staff API

GET /api/v1/staff Get all staff members

GET /api/v1/staff/{id}/attendance Get staff attendance

Reports API

GET /api/v1/reports/academic Generate academic reports

GET /api/v1/reports/attendance Generate attendance reports

Example API Response

{
  "status": "success",
  "data": {
    "students": [
      {
        "id": "12345",
        "firstName": "Kwame",
        "lastName": "Asante",
        "class": "Form 2A",
        "admissionNumber": "SBM2024001",
        "dateOfBirth": "2008-03-15",
        "status": "active"
      }
    ],
    "pagination": {
      "current_page": 1,
      "per_page": 20,
      "total": 150
    }
  }
}

Support & Resources

📞 Contact Information

Technical Support

sbmschoolsgh@gmail.com

Phone Support

+233 24 445 0482

Address

Tarkwa, Western, Ghana

Support Hours

Monday - Friday: 8:00 AM - 6:00 PM

24/7 Emergency Support

Critical system issues and security incidents are handled 24/7. Contact our emergency hotline for urgent matters.

📚 Additional Resources

Training Videos

Step-by-step video tutorials for all system features

Watch Now →

User Guides

📊 System Statistics

• 20+ Schools Active
• 13,000+ Students Managed
• 500+ Teachers Onboard
• 99.9% System Uptime

SBM Schools Documentation