HisGrace Gestio RPS Web is the online platform for running a school's results end to end — set up the school profile, design report templates, register teachers, classes and students, capture scores, generate result sheets, give teachers their own restricted logins, publish results online behind PIN-protected access, and roll over to a new academic year without losing historical data.
On this page
- Phase 1: Initial school setup
- Phase 2: Designing the result template
- Phase 3: Teachers & classes
- Phase 4: Students & subjects
- Phase 5: Attendance, scores & comments
- Phase 6: Generate & download results
- Phase 7: Teacher logins & user access
- Phase 8: Publish results & checking PINs
- Phase 9: Transitioning to a new session
Phase 1: Initial School Setup
Register your school
On first login, click Add New School. Fill in the summary details (school name, address, motto) that will appear on student results.
Upload your logos
Click Upload to add your school logo. You can upload an alternate logo if required.
Activate & open the dashboard
Click Activate to finalise the school profile and open the main dashboard.
Create the academic session
On the left menu, click Session > Create New Academic Session, enter the academic year (e.g. 2024/2025), and click Activate.
Set up the term
Click Term on the left menu, select the specific term (e.g. First Term), enter the resumption and closing dates, and click Update.
Phase 2: Designing the Result Template
Pick a base template
Open Template Editor on the left menu, select one of the three default templates, and click Preview.
Customise each section
- Academic performance — adjust the number of Continuous Assessment columns (e.g. 3) and tick whether to include previous term scores.
- Grading settings — modify the grade letters, score ranges, and remarks.
- Attributes — add, remove, or rename behavioural and participation traits (e.g. punctuality, neatness).
- Teacher & principal comments — auto-generate based on score ranges, or switch on Manual Commenting. Add a director signature line if needed.
- Student position — adjust how class rankings are displayed.
- Appearance — toggle the jumbotron header, change the theme colour, add custom footer text, recolour scores by grade, upload a transparent school stamp, or add a background watermark.
- Data preferences — choose what student info is collected and displayed (e.g. rename "Sex" to "Gender").
Save as a named template
Click Save Changes, give your custom template a name, and save it.
Phase 3: Managing Teachers & Classes
Add teachers
Go to Teachers > Add New Teacher. Enter their details, upload their profile image and digital signature, and click Add.
Create classes
Navigate to Classes, assign the custom template you built in Phase 2, then define the Promoting Class (where passing students move to) and the Repeating Class (where failing students stay). Click Create.
Phase 4: Adding Students & Subjects
Register students
Manually: open Students and click Add New Student.
Bulk import: click Export to MS Excel to download the template, fill in the roster, save, then click Import from MS Excel to upload the list.
You can bulk-upload student passport photos too — make sure each image filename exactly matches the student's name, or the system won't pair them.
Add subjects
Open Subjects, select a class, and type in the subjects. You can group related subjects together by editing them and assigning Subject Groups (e.g. Sciences, Arts).
Phase 5: Inputting Attendance, Scores & Comments
Attendance
Open Attendance, select the class and term, and enter the number of times each student was absent.
Scores
Open Marks and Scores, select the class, term, and subject, then enter the scores for each CA and Exam column. You can also use the Excel export/import method to upload scores in bulk.
Don't exceed the maximum score limit you defined in the template — the system will reject scores above it.
Attributes & skills
Enter the behavioural scores (usually out of 5) for each student.
Teacher comments
Open the comments section to enter the class teacher's remarks manually (if enabled in the template), or import them via Excel.
Phase 6: Generating & Downloading Results
Open Generate Results
Navigate to the Generate Results module and select the class and term.
Activate results to unlock PDF download
If results show a red "cancel" mark, they can only be previewed. Click Activate Results to enable PDF downloads — you can activate students individually or in bulk.
Activating results consumes units within the software. Bulk-activate only the students whose results you intend to release.
Download or preview reports
Once activated, download the final PDF result sheet. You can also preview or download aggregated Class Reports, Subject Reports, or view Subject Champions (top scorers).
Phase 7: User Access & Teacher Logins
The principal/admin has full control. To give teachers restricted access for entering scores:
Create the user
Go to Users > Add New User. Enter the exact email address used when registering the teacher.
Assign role & default access
Pick their role (Class Teacher or Subject Teacher), select their default term and session access, then click Submit.
Teacher first-time login
The teacher visits the app URL, clicks Forgot Password, and follows the email link to set their own password. Once in, they see a restricted dashboard showing only the classes and subjects assigned to them.
Phase 8: Publishing Results & Generating Checking PINs
Publish for the term
Before students can check results online, the admin must select the term and click Publish.
Generate PINs
Open the PIN generation section to create secure scratch-card-style PINs that students need in order to access their results.
Configure the checking portal
Open Result Checker Theme, choose the visual theme for the public portal, set your school's unique custom URL extension (e.g. /your-school-name), and modify any public notices displayed on the portal.
Student experience
Students visit the URL, select the Session and Term, enter their Admission Number, and input a valid PIN. If correct, the system automatically downloads the PDF of their result.
Admins can track which PINs have already been used right from the dashboard — useful for spotting reuse or selling untouched PINs.
Phase 9: Transitioning to a New Academic Session
At the end of the school year, you don't need to rebuild everything — promote and carry over instead.
Activate the new session
Go to Session > Create New Academic Year and activate it.
Import classes from the previous session
Open Classes and click Import Classes from the previous session to carry over their settings instead of recreating them.
Promote students
Open Students and click Import/Promote. Select the old session and class, tick the students who passed, and click Import — they move into their new grade level with all their historical data intact.
Promotion preserves every previous term's results, so a student's full academic history follows them as they move up.
Refresh teacher access & carry on
Update teacher/user default access to the new term and continue entering data as you did the previous year.