Best School Management System Using Python & Django

School Management System

A simple project on School Management System using Python & Django is designed to simplify and automate the daily administrative tasks of a school. This project is structured around three key user roles—Admin, Teacher, and Student—each with well-defined functionalities. By clearly separating responsibilities, the system helps in managing student admissions, teacher recruitment, attendance records, and school notices in a systematic and efficient manner.

The purpose of this project is to provide a digital solution that replaces traditional paper-based school management methods with a secure, organized, and easy-to-use web application. Built with Django, the project benefits from a robust backend structure and built-in authentication system, while Python powers the core logic. This combination ensures that data related to students, teachers, and school operations is stored, updated, and retrieved with accuracy and speed.

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For students working on academic projects, the School Management System offers practical, hands-on learning. It demonstrates how to create multiple user roles with role-specific dashboards and permissions, ensuring that each type of user—admin, teacher, or student—has access only to the features relevant to them. This structure provides an excellent example of implementing user authentication, authorization, and database management in Django.

While this is an academic project, its design closely mirrors real-life school operations. From handling admissions to monitoring attendance and distributing important notices, the system demonstrates how schools can leverage technology for better efficiency and accuracy. By working on this project, students can improve their understanding of backend development, database handling, and secure role-based web application design, making it an ideal stepping stone toward more advanced web development projects.

Project Overview

Available Features

The School Management System provides a clear structure with specific roles and permissions. Below are the detailed features included in the system, organized by user roles.

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1. Admin

Create an admin account
Admins can create their account securely by signing up, gaining full access to manage and monitor the school’s digital operations.

View requests for teacher job applications and student admissions
The system allows the admin to see all incoming applications for new teacher positions and student admissions in one place, ensuring an organized review process.

Approve or delete/cancel teacher and student account requests
Admins can accept or reject applications based on eligibility. They also have the ability to cancel existing accounts if necessary, maintaining a clean and accurate database.

Update details of any teacher or student
The admin can edit or update personal details and records of teachers or students to keep all information current and reliable.

Publish/announce important notices
Admins can create and share school-wide announcements such as holiday notifications, exam schedules, or policy updates. These notices are instantly visible to all relevant users.

2. Teacher

Apply for a job through the system
Teachers can submit job applications digitally, making recruitment simpler and paperless.

Access personal dashboard after admin approval
Once their application is approved, teachers gain access to a personalized dashboard where they can manage their daily tasks.

Take attendance and view records
Teachers can mark attendance for their assigned classes and view previous attendance data whenever needed. This feature helps maintain accurate student attendance records.

Publish/announce notices for students
Teachers can communicate directly with students by publishing notices such as assignment deadlines, test schedules, or class updates.

3. Student

Apply for admission or sign up for an account
Students can digitally apply for admission or create an account, streamlining the registration process.

Access personal dashboard after admin approval
Once approved by the admin, students can log in to their personal dashboard to access their academic information.

View personal details and attendance
Students can view their own profile data and check attendance records to stay updated on their academic progress.

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View notices from admin or teachers
All important announcements published by either the admin or teachers are visible to students on their dashboard, ensuring timely communication.

Why This Project Is Useful for Students

From a learning perspective, the School Management System provides significant academic and practical benefits:

• Real-world application: It mirrors how schools, colleges, and coaching institutes manage daily operations like attendance, notices, and admissions.
• Hands-on Django learning: Students gain experience with essential Django concepts like user authentication, database migrations, and CRUD (Create, Read, Update, Delete) operations.
• Role-based access control: By implementing different roles—Admin, Teacher, and Student—students learn how to design permission-based systems effectively.
• Professional project structure: The clean and modular Django architecture prepares students for building industry-level web applications, making this project an ideal foundation for advanced development.

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Installation Guide (VS Code)

Follow these steps to set up and run the School Management System in Visual Studio Code (VS Code):

Step 1: Install Python

Ensure Python 3.7.6 or above is installed. While installing, tick the Add to PATH checkbox.

Check installation:

python --version

Step 2: Install VS Code

Download and install Visual Studio Code. During installation, select the option to add VS Code to your system PATH.

Step 3: Open the Project in VS Code

1. Extract the downloaded project ZIP folder.
2. Open VS Code and click File > Open Folder.
3. Select the extracted project folder.

Step 4: Create and Activate a Virtual Environment

Open the VS Code terminal and run:

python -m venv venv

Activate the environment:

• Windows (Command Prompt): venv\Scripts\activate
• Windows (PowerShell): .\venv\Scripts\Activate.ps1

Step 5: Install Required Packages

Install all required dependencies:

python -m pip install -r requirements.txt

Step 6: Apply Migrations

Run the following commands one by one:

py manage.py makemigrations
py manage.py migrate

Step 7: Run the Development Server

Start the Django development server:

py manage.py runserver

Step 8: Open in Browser

Open your browser and visit:

http://127.0.0.1:8000/

Step 9: Configure Email for Contact Page

In settings.py, add your email credentials:

EMAIL_HOST_USER = 'youremail@gmail.com'
EMAIL_HOST_PASSWORD = 'your email password'
EMAIL_RECEIVING_USER = 'youremail@gmail.com'

Then, log in to Gmail and allow Less Secure Apps to enable email functionality.

Usage

This project works around three main user roles: Admin, Teacher, and Student. Each role is designed with specific tasks and permissions to ensure smooth school management.

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1. Admin Usage

Account Creation
The admin begins by creating an account and logging in securely. This gives access to all system management functions.

Approval Process
Admins review incoming teacher job applications and student admission requests. They can approve or reject applications based on school requirements.

Management
Once approved, the admin can update teacher and student details as needed. They can also publish school-wide notices to keep everyone informed about important updates, exams, or events.

2. Teacher Usage

Job Application
Teachers apply for a job through the system, which eliminates paperwork and speeds up recruitment.

Dashboard Access
After admin approval, teachers gain access to their personal dashboard, where they can manage their assigned tasks.

Attendance Management
Teachers can take attendance for any class and revisit past attendance records at any time, ensuring accurate tracking of student presence.

Announcements
Teachers can publish important notices such as project deadlines, examination schedules, or assignment submissions directly for students to view.

3. Student Usage

Admission Application
Students can sign up digitally by submitting an admission application.

Dashboard Access
Only after admin approval can students access their personal dashboard, ensuring that all student accounts are verified and authentic.

View Attendance
Students can conveniently check their own attendance details to stay updated on their academic standing.

View Notices
All important notices published by teachers or the admin are displayed on the student’s dashboard, helping them stay informed about upcoming events and academic requirements.

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Drawbacks

While the School Management System is functional and well-organized, there are a few limitations to consider:

• Password Update Requirement
  On the update page for teacher or student details, the password must be updated every time changes are made, which can be inconvenient.
• Admin Account Security
  Anyone can create an admin account if not carefully monitored. This could pose a potential security risk unless additional restrictions or verification steps are implemented.