Chapter 1

Logging in to Ratibu

Your school is issued secure login details after access is approved. Logging in takes you to your dashboard, which is scoped to your role — administrators see the whole school, while teachers see their assigned classes and subjects.

1

Find your account

Open the login page and enter the phone number, username, or email your account was registered with, then choose the account you want to sign in as.

Ratibu — Login

Enter your registered identifier first, then your password to continue.

Watch it in motion: a short screen recording of the full login procedure, with voiceover, is available here (MP4, with sound) or as a silent animated GIF here.

2

Land on your dashboard

Your dashboard shows a snapshot of your school — learner counts, upcoming exams, recent activity, and the navigation for everything you use most.

Ratibu — School dashboard

The dashboard adapts to your role — administrators, teachers, and subject heads each see the tools relevant to them.

Chapter 2

Setting up your school structure

Before marks and reports make sense, Ratibu needs your school's structure: academic years, terms, classes, and streams. This is normally done once at onboarding, then maintained each term.

1

Create classes and streams

Add the classes your school runs — for example Form 4 — then create the streams within them (e.g. North, East, West). Streams are where learners are grouped for marks and reporting.

2

Enrol learners

Add learners individually, or import them in bulk from a CSV template. Each learner is placed into a class and stream, which keeps every later mark and report correctly attributed.

Add a single learner with name, admission number, class, and guardian contacts.
Bulk import using the downloadable template for faster setup.

Students — learner records

Every learner sits in a class and stream, so later marks and reports stay correctly attributed.

Chapter 3

Adding subjects

Subjects are the backbone of assessment and analysis. Add each subject your school offers, then assign it to the classes and streams that study it.

1

Manage your subjects

Give each subject a name and short code (e.g. Mathematics — CMATH), and choose its category and grading type. Ratibu supports CBC and CBE subjects as well as traditional exam subjects.

Subjects — subject management

The subject code is used in reports and exports, so keep it short and consistent.

2

Assign subjects to classes

After creating subjects, attach them to the classes and streams that offer them. This controls which subjects appear on each class's marks entry and report forms.

Chapter 4

Adding teachers and assigning subjects

Teachers log in with their own accounts and only see the classes and subjects assigned to them — which keeps marks entry clean and accountable.

1

Add a teacher

Record each teacher's name, phone number, and staff number, then send them their login credentials.

Teachers — staff records

Subject and class assignments determine exactly what each teacher can enter marks for.

2

Confirm teacher responsibilities

Each teacher's dashboard will now list their assigned classes and subjects. Subject heads and department leads can be given broader visibility for moderation.

Chapter 5

Creating exams and assessments

An exam (or assessment) is a cycle that ties together a year, term, the classes involved, the subjects being tested, and the marks to be entered.

1

Create an exam cycle

Name the exam (e.g. Term 2 — End of Term), choose the year and term, and select the classes and subjects it covers. Optionally split subjects into papers.

Exams — exam cycles

Each exam cycle collects the classes, subjects, and grading rules used for that assessment.

2

Set the grading system

Choose the grading system that maps raw marks to grades (A, B, C…) or CBC performance levels. This is used consistently when reports are generated.

Chapter 6

Entering marks

Marks entry is where the daily work happens. Teachers open their assigned subject for a stream and enter scores against each learner. Everything saves securely and feeds analysis instantly.

1

Open the marks grid

From the dashboard, open Marks, choose the exam, class/stream, and subject. The grid lists every learner in that stream with an input for the score.

Marks entry — Chemistry · Form 4 North

Save as you go — drafts are kept until you finalise, and missing scores are highlighted for follow-up.

2

Moderate and publish

Administrators review completion across subjects, check for missing marks, then publish results. Publishing makes analysis and report forms available to the right people.

Chapter 7

Reading analysis and generating reports

Once marks are in, Ratibu turns them into analysis: mean scores, grade distributions, subject comparisons, and merit lists. Leaders use this to spot strong departments and learners who need support.

1

Open subject and class analysis

Compare subjects within a class, view stream performance, and drill into individual learners. Bars show average scores at a glance; click through for the full picture.

Analysis — subject performance

Subjects below your target threshold are highlighted so leadership can act early.

2

Generate reports and exports

Produce report forms, merit lists, mark sheets, and class summaries as PDFs or Excel files for meetings, parents, and school records.

Report forms — per-learner results for parents.
Merit lists — ranking across a class or stream.
Mark sheets — printable grids for verification.
Excel exports — raw data for further analysis.

Analysis — comprehensive overview

Comprehensive and merit-list views round out the analysis available to leadership.

Analytics (School) manual