1. General overview

School College Management turns Dolibarr into a dedicated ERP solution for middle-school (collège) institutions. The module covers the entire set of business processes of a school — administrative, academic, financial, human resources, communication, school life, exams, statistics, reporting and steering — without requiring any external software, while leveraging and enriching the native features of Dolibarr.

Identity card

Functional scope

·       Administrative: students, parents, enrollments, school years, documents.

·       Academic: levels, classes, subjects, timetables, courses, exams, grades, report cards.

·       Human resources: teachers and staff (administration, supervision, library, laboratory, IT, maintenance, transport, canteen).

·       School life: absences, delays, discipline, infirmary, extracurricular activities.

·       Services: library, laboratories, canteen, school transport.

·       Financial: school fees, payments, due dates, reminders, Dolibarr invoicing.

·       Steering: dashboard, statistics and multi-format reporting.

2. Next-generation dashboard

The module offers a completely new interface, distinct from the classic Dolibarr style, inspired by the academic world. The visual identity relies on a school palette: academic blue, education green, pedagogic orange, white and light grey. The interface uses modern cards, widgets, interactive charts, colored indicators and a responsive design (PC, tablet, mobile), compatible with dark mode.

Key performance indicators (KPIs)

The dashboard is organized into thematic zones grouping the following indicators:

Headcount & enrollments

·       Total number of students

·       Students present today

·       Students absent today

·       New enrollments

·       Re-enrollments

·       Active teachers

·       Administrative staff

·       Number of classes

Academics & results

·       Overall average of the institution

·       Success rate

·       Scheduled exams

·       Completed exams

·       Courses delivered

Finance

·       Monthly revenue

·       Yearly revenue

·       Payments received

·       Pending fees

·       Overdue payments

School life & resources

·       Monthly absences

·       Discipline incidents

·       Active library loans

·       Canteen subscribers

·       Transport subscribers

·       Rooms in use

Interactive charts and visualizations

·       12-month enrollment trend

·       Payments trend

·       Boys / girls distribution

·       Headcount by level

·       Kanban preview of the enrollment pipeline

·       Monthly and yearly financial indicators

Each chart is generated through Dolibarr's native DolGraph engine and updates according to the institution's real data.

 

3. Detailed functional modules

The module manages 27 interrelated business objects. Each object provides a list with advanced filters, a column selector and search, a detailed record, a change history and automatic links to related records.

3.1 Administrative management of students and families

3.2 Academic structure

3.3 Human resources

3.4 Exams, grades and report cards

3.5 School life

3.6 Institution services

3.7 Financial management

Financial management supports payment schedules, reminders and unpaid tracking, with optional generation of native Dolibarr quotes, orders, invoices and payments.

 

4. Business processes and workflows

Enrollment workflow (Kanban view)

Enrollment tracking is handled through an interactive Kanban board with drag & drop. Each request progresses along the stages:

·       Pre-registration

·       File validation

·       Acceptance

·       Admission / Enrollment

·       Refusal

·       Annual re-enrollment

Moving a card from one stage to another automatically updates the enrollment status (admitted, refused, in progress).

"Hub" records and linked entries

The main objects (student, enrollment, teacher, exam, report card) are "hub" records that automatically display an indicator cockpit and all linked entries — for example, on a student record: their enrollments, grades, absences, report cards, fees and payments — with a one-click add button that pre-fills the link.

Timetable

The timetable is displayed as a weekly grid filterable by class, showing subject and room per time slot, complemented by the list of upcoming courses and exams.

5. Native integration with Dolibarr

The module fully integrates with the Dolibarr ERP and enriches its native features:

·       Third parties and contacts (linking students and families)

·       Agenda and projects

·       Products and services

·       Quotes, orders, invoices and payments generated from school fees

·       Bank and accounting

·       DMS (electronic document management)

·       Emails and contracts

·       Point of sale if the module is installed

School fees can therefore automatically generate quotes, orders, invoices and payments in Dolibarr, ensuring full accounting continuity.

Electronic document management (DMS/GED)

The module centralizes the institution's documents — certificates, report cards, photos, contracts, authorizations, exam papers and administrative documents — with versioning and archiving through Dolibarr's native DMS.

6. Reporting and statistics

A dedicated reporting menu gathers numerous reports, all exportable to PDF, Excel, CSV and print:

Administrative

·       Headcount by level

·       Headcount by class

·       Enrollments by stage

Academic

·       Averages by class and success rate

·       Results by subject

School life

·       Absences and delays by class

·       Discipline incidents by type

Financial

·       Fees by type

·       Unpaid fees

·       Payments by settlement mode

Human resources and services

·       Teachers by subject

·       Staff by department

·       Loans by category

·       Transport by route

·       Canteen by formula

 

7. Module configuration

The configuration page allows fine-grained setup of the institution:

·       General settings (institution name)

·       Current school year

·       Default currency

·       Passing average

·       Numbering

·       PDF templates

·       Notifications and emails

·       Colors and dashboard

·       Permissions

Demonstration data

Two dedicated buttons manage a complete and realistic demonstration dataset:

·       Install demonstration data: automatically creates school years, levels, rooms, subjects, teachers, staff, classes, students, parents, enrollments, timetables, courses, exams, grades, report cards, absences, discipline, library, loans, laboratories, canteen, transport, infirmary, activities, fees and payments.

·       Remove demonstration data: removes only the demonstration data created by the module, without affecting real data.

The demonstration dataset includes about 120 students, 16 teachers, 8 classes, 240 fees, 360 grades and more than 2,100 records in total.

8. Security, interface and architecture

Security

·       CSRF protection on forms (tokens)

·       XSS escaping of outputs

·       Prepared / escaped SQL queries

·       Rights and fine-grained permission management by domain (students, academics, teachers, exams, school life, services, finance, reporting, administration)

·       Logging (dol_syslog)

·       MultiCompany (multi-entity) compatibility

User interface

·       Responsive design (PC, tablet, mobile)

·       Advanced filters and search

·       Column selector on lists

·       Widgets, charts, badges and cards

·       Kanban view where relevant

·       Dark mode compatibility

Technical architecture

The module complies with the official Dolibarr architecture and relies on a clean, documented and optimized object-oriented design. It is built on a generic engine driven by an object registry, avoiding any code duplication, with the directories class/, core/ (modules, boxes, triggers), admin/, sql/, langs/, css/, js/, img/, lib/ and doc/.

The 27 SQL tables are prefixed with llx_scol_ and a schema self-healing mechanism (ensureSchema) automatically adds missing columns during version upgrades.

9. Installation and compatibility

The module is delivered as a ZIP archive directly installable from the Dolibarr module manager, without any further modification.

Installation

1.     Home → Setup → Modules → Deploy / install an external module.

2.     Select the file module_schoolcollegemanagement-1.0.zip.

3.     Enable the "School College Management" module in the list.

4.     Tables, menus, permissions and a demonstration dataset are created automatically.

Uninstallation

Disabling the module from the module list removes menus and permissions; data is preserved (in accordance with Dolibarr's behavior) and can be purged beforehand from the configuration page.

Compatible with Dolibarr v16 to v23 and above — tested and verified under real conditions (installation, activation, page rendering, PDF/Excel/CSV exports, demonstration data, uninstallation).

 

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