This guide walks school administrators and staff through setting up and using CBC Mate. Each school must first be registered by the System Administrator before any login is possible. Need to register your school? Contact us.
1
Register Your School
Contact the CBC Mate System Administrator to get started
Your school does not self-register. The CBC Mate System Administrator creates your school account and provides your login credentials.
Before you can log in, your school must be registered in the system. Contact us with your school's details.
Information to provide when registering:
- Full school name and physical address
- School type (Primary, Secondary, Combined, etc.)
- District and region
- School phone number and email
- Ministry of Education registration / license number
- Name and contact of the designated school administrator (person who will manage the system)
- School logo (PNG with transparent background, optional)
What you will receive:
School Login ID
e.g. SCH-00042
Used by all staff at your school to identify your school during login
Admin Login ID
e.g. USR-10199
Your personal Login ID + a temporary password to change on first login
2
First Login
Sign in using your School Login ID and personal credentials
- Open your browser and go to cbcmate.com
- On the login page, click the School Login tab
- Enter your School Login ID (e.g.
SCH-00042) - Enter your personal Login ID (e.g.
USR-10199) - Enter the temporary password provided by the system administrator
- Click Login — you will be prompted to set a new password immediately
SCREENSHOT — LOGIN PAGE
On first login you are required to change your password. Choose a strong password — at least 8 characters with a mix of letters and numbers.
SCREENSHOT — ADMIN DASHBOARD
3
Initial School Setup
Complete the setup checklist before using the system
After your first login you will see a Setup Checklist on the dashboard. This guides you through configuring your school before day-to-day use.
SCREENSHOT — SETUP CHECKLIST
Recommended setup order:
- School Profile — update name, logo, contact info, and choose your school's theme colours
- Academic Year & Term — set the current year and term
- Grading System & Grade Scale — choose a grading system (e.g. UNEB A–E, D1–F9, Primary, Tertiary) and adjust the grade boundaries/remarks
- Classes / Streams — create all classes (e.g. S.1A, S.1B, P.3, P.4)
- Departments — add teaching departments (Sciences, Humanities, Languages…)
- Subjects — add all subjects taught at your school
- Staff — add all teachers and non-teaching staff
- Learners — enrol students into their classes
SCREENSHOT — SCHOOL PROFILE
The grading system and grade scale are set during the setup wizard, but can be changed at any time afterwards from Setup → Grading Policy in the sidebar — useful if your school's grade boundaries or remarks change between terms.
4
Add Staff Members
Register teachers and non-teaching staff
Go to Staff → Staff List → Add Staff. Each staff member gets their own Login ID to access the system based on their role.
- Fill in name, phone, email, subject, and department
- Assign a role: Teacher, DOS, Deputy Headmaster, Bursar, or Librarian
- Set a temporary password — staff will change it on first login
- Use Import CSV to bulk-upload many staff at once
SCREENSHOT — ADD STAFF
Use the Download Template button on the Staff page to get a CSV template pre-filled with your school's departments and subjects, then fill it in and import.
5
Classes & Subjects
Create your school's class structure and subject list
Classes go to Academics → Classes. Create each stream (e.g. S.1A, P.3B). Set the level/grade and stream label consistently.
Subjects go to Academics → Subjects. Assign each subject to a department and class level.
Use a consistent naming format for classes — e.g. S.1A not S 1 A or Senior One A. This prevents duplicates and ensures reports group correctly.
SCREENSHOT — CLASSES PAGE
SCREENSHOT — SUBJECTS PAGE
6
Enrol Learners
Add students to the system and assign them to classes
Go to Learners → Learners List → Add Learner. You can also bulk-import using a CSV template.
- Enter full name, date of birth, gender
- Assign to a class/stream
- Enter admission number and year of admission
- Add parent/guardian contact (optional)
- Use Import CSV for bulk enrolment (download template first)
SCREENSHOT — ENROL LEARNER
SCREENSHOT — IMPORT LEARNERS CSV
7
Results & Marks
Enter exam marks and generate report cards
Go to Results → Enter Marks. Select the exam, class, and subject, then enter each learner's mark.
- Create an exam (e.g. End of Term 1 2026) under Results → Exams
- Teachers enter marks for their subjects via Results → Enter Marks
- View the marksheet and performance summaries under Results → Marksheet
- Generate and print individual Report Cards from the Report Cards section
SCREENSHOT — ENTER MARKS
SCREENSHOT — REPORT CARD
Letter grades (e.g. A, B, C, D1, F9) are calculated automatically from each learner's percentage using your school's Grading Policy (Setup → Grading Policy). Update the grade scale there if your school's boundaries or remarks need to change.
Report cards use a default layout that matches your school's grading policy
(e.g. UACE points for A-Level, marks & division for O-Level/Primary,
grade-only for Tertiary/University). To use your own design for a class level,
go to Setup → Report Card Templates, download the template for
that level, edit it, and upload it back. A level with no custom template falls
back to the school-wide "All other levels" template, then to the system
default. If you'd rather not edit the layout yourself,
contact our support team and we'll set
it up for your school.
8
Attendance
Track daily learner and staff attendance
Go to Attendance in the sidebar. Select a class and date, then mark each learner present, absent, or late.
SCREENSHOT — ATTENDANCE SHEET
Attendance reports and summaries per learner and class are available under Reports → Attendance.
9
Fees Management
Track fee payments and generate receipts
Go to Fees in the sidebar. Set up fee structures per class, record payments per learner, and track outstanding balances.
SCREENSHOT — FEES
10
Reports
Generate and export school reports
Reports are available for Learners, Staff, Results, Attendance, and Fees. Use the Export buttons to download data as CSV or PDF.
SCREENSHOT — REPORTS DASHBOARD
User Roles & Access
Different staff have different levels of access
School Admin
Full access — manages all school data, users, settings, and reports.
Principal / HM
Views school-wide data, reports, and approvals. Cannot manage system settings.
DOS / Deputy HM
Manages academics, staff, results, timetable, and learner records.
Teacher
Enters marks for assigned subjects, views their classes, takes attendance.
Bursar
Manages fees — records payments, views balances, generates fee reports.
Librarian
Manages library records, book inventory, and borrowing logs.