Quick Start Guide
Set up your institution on OptiCRM in 5 minutes
Welcome to OptiCRM! This guide will walk you through setting up your institution from scratch.
Sign Up
- Visit opticrm.app/signup
- Fill in your institution name, your name, email, and desired subdomain
- Submit the registration — you'll receive an acknowledgement email
- Once approved, you'll get a verification email with a link to set your password
First Login
After setting your password, you'll be redirected to your institution dashboard at <your-subdomain>.opticrm.app.
You'll see an Onboarding Checklist guiding you through the initial setup:
- Set up your institution profile (name, logo, address)
- Create academic years and classes
- Add students and staff
- Configure fee structure
- Set up the parent portal
Key Concepts
Multi-Tenant Architecture
Each institution gets its own subdomain. All data is completely isolated — no institution can see another's data.
Roles
OptiCRM has 11 built-in roles:
| Role | Access Level |
|---|---|
| Super Admin | Platform-wide management |
| Institution Admin | Full institution access |
| Principal | Management overview |
| HOD | Department-scoped |
| Teacher | Classroom operations |
| Admissions Counsellor | Enquiry pipeline |
| Finance Officer | Fee management |
| Librarian | Library operations |
| Parent | Portal — view child data, pay fees |
| Student | Portal — view own data |
| Staff | Self-service (leave, attendance) |
Dynamic Entity System
OptiCRM uses a Salesforce-style entity system. Standard entities (Student, Staff, Enquiry, Invoice) come pre-built. You can create custom objects with custom fields, relationships, and business logic — no coding required.
Next Steps
- Institution Settings — Configure your school profile
- Student Management — Add and manage students
- Fee Management — Set up fee structure and collect payments