Getting started with Mwalimu Ease

Getting started 8 min read Last updated Oct 2026

This tutorial takes you from a brand-new Mwalimu Ease account to a working school portal: your classes are set up, learners are enrolled, and teachers can sign in. Budget about 15 minutes.

1. Register your school

Head to the homepage and click Register School. You'll create the first admin account — this becomes the head-of-institution or principal login that controls everything else.

The Mwalimu Ease sign-in page with the school registration form — The sign-in page — use *Register School* to create a new school account.

Use an email address the office checks — receipts and alerts go there.
Pick a short school code (e.g. KSW001). Parents and the learner exam portal use it to find your school.

2. Sign in and run the setup wizard

After registering you're signed in automatically. On first login the setup wizard walks you through the essentials: school profile, academic terms, and your grade structure.

The Mwalimu Ease school setup wizard — The setup wizard defines your academic terms and grade structure.

Tip Keep grade names canonical — Grade 7, PP1, Form 3. The system detects the learning stage (Primary / Junior School / Senior School) from the name, and that drives timetables, assessments and report cards.

3. Meet your dashboard

The dashboard is your daily landing page. Stat cards show enrolment, collections and today's alerts; the module grid opens each portal.

The Mwalimu Ease admin dashboard — The admin dashboard — every module is one click away.

The bell icon at the top is your notification centre — assessment deadlines, clearance requests and system alerts land there.

The Mwalimu Ease notification centre — Notifications keep staff, parents and admins in the loop.

4. Add your students

Open Students from the dashboard. You can add learners one at a time with Add Student, or import a whole register in one go:

Click Bulk Upload on the students page.
Download the Excel template, fill in names and admission numbers, and upload it back.
Review the flagged rows and confirm — learners appear in their classes immediately.

The students register showing learners per class — The student register — filter by grade and stream, or bulk-upload a class list.

5. Add teachers and assign subjects

Under Teachers, add each teacher with their subjects. A teacher can be marked as a class teacher for a stream — that unlocks their class finance view and attendance tools. Subject assignments feed directly into the timetable generator and marks entry.

The teachers management page — Teachers get their own logins and class allocations here.

6. Set up fees

In Finance → Fee Structures, create a structure per grade per term — tuition, transport, lunch and so on — then use Assign in bulk to bill a whole class in one action. Parents can pay by M-Pesa, cash or bank; every verified payment lands in the student's ledger and on the dashboard.

The finance dashboard showing billed, collected and outstanding totals — The finance dashboard tracks billed vs collected with a monthly trend.

7. Your timetable and library

Timetable: define the day structure (periods, breaks, double slots) in Timetable → Setup, set lessons-per-week in Allocations, paint availability on the selection grid, then hit Generate. Publish to share with teachers and print the five PDF outputs.

The timetable generation screen — The generator builds a clash-free timetable from your constraints.

Library: add categories and books in the catalogue, then issue and return from Circulation. Borrowing limits are enforced automatically — overdue returns post a fine to the student's fee ledger.

The library dashboard — The library tracks books, loans, holds and fines in one place.

What's next?

Assessments: enter marks and generate CBC-aligned report cards.
Parents: share access codes so guardians can see fees, results and notices.
Certificates: issue branded leaving and merit certificates with public verification.

Stuck? Visit Support — we answer within one school day.