The big idea

Think of it as a digital campus office

Every university runs on paper and people: an admissions desk, an accounts room, an HR office, an exam cell. SAMARTH puts all of those “rooms” into one building online — and crucially, the rooms talk to each other.

How it’s built

Packages, modules, and roles

SAMARTH is organised like a building with three storeys, all resting on one foundation. Understanding this layout makes everything else fall into place.

The five packages at a glance

Universal basics · everyone reads this

Three ideas that unlock everything

1. Your “role” is a key ring

SAMARTH never hands out blanket “admin” access. Instead, an administrator gives your account roles — and each role is like a key that opens one specific room. You only see the rooms you have keys for. That’s why two people logging into the same university can see completely different menus.

2. There are three ways to log in

3. The same four icons appear everywhere

Once you recognise these, you can operate almost any module without a manual:

Your journey, start to finish

Getting your account

If you were admitted through the SAMARTH Admission Portal, your details are already imported — you just register to set your login. If you were admitted another way, your administrator imports your record first, then you register.

Registering on the Student Portal (first time)

1. Open your institution’s Student Portal link. You’ll see three buttons: Login, New Registration, and Reset Password.
2. Click New Registration.
3. Choose your Programme, type your Name exactly as on your ID card, pick your mode (Enrollment Number or Examination Roll Number), and enter that number.
4. Enter your mobile number and email — your one-time password (OTP) is sent here, so they must be correct.
5. Verify the OTP from the SMS / email.
6. Set a password, then write down your username for next time.

Linking your ABC (Academic Bank of Credits)

The portal lets you connect your ABC account so the credits you earn are deposited into the national Academic Bank of Credits. Keep your ABC ID ready, find the ABC linking option in the portal, and follow the prompts.

What you can do as a student

Hat 1 · Your HR profile (Employee Management)

The employee role lets you view and update only your own profile. Open Employee Services → Dashboard → Launch. A teaching profile has these sections:

Why your edits aren’t live immediately

Profile changes go through an approval chain — this keeps official records trustworthy:

Hat 1 · Applying for leave

1. Go to Employee Services and open Leave Applications in the Leave card.
2. Click Apply for Leave, pick the leave type, and enter the dates and reason. Click Save.
3. Assign duties — choose the colleague who’ll cover for you — and Save.
4. Review the application and click Submit to send it for approval.

Hat 2 · Entering exam marks (the evaluator workflow)

First, an academic admin maps you to a course with one of two keys: Examiner (can import marks) or Co-ordinator (can import, verify, and evaluate). Then the marks travel down this assembly line:

After you export, the admin generates percentages (SGPA), term reports, and marksheets, and moves students to the next term.

The setup sequence — climb the steps in order

Each step depends on the one before it, so resist the urge to skip ahead. The structure you build first is referenced by every module that follows.

Step 1 · Core Module core_admin

This is where you describe your institution and draw its org chart. Open Administration → Core Module. It has four parts you’ll actually fill:

• Information — name (incl. Hindi), short code, head, logo (≤512 KB), vision/mission, funding body, year of establishment, address, social links, and recognitions (UGC, NAAC, NIRF, AICTE, AISHE).
• Organizational Unit Types — the categories of unit (Campus, Faculty, Department, Library, Hostel, School…). For an affiliated college, choose OU Type COLLEGE.
• Organizational Units — the actual units of your institution, each with a unique code that can’t be changed later. The Main Campus is the fixed top parent; a unit can never be its own parent. For a university, mark Affiliated = No.
• Designations — the positions people hold. Each is either a Post (recruited, e.g. Professor) or an Assignment (extra duty, e.g. HoD). This is where you attach system roles to a designation.

Step 2 · User Management COM-002

Open Administration → User Management. Two jobs matter most:

1. Add accounts. Choose a type (Administrative / Guest / Affiliated User), pick the Organization Unit, set username/email/mobile, and configure 2FA and first-login password change. Passwords are 6–20 chars with an uppercase, a lowercase, and a digit.
2. Assign roles. Select a user → Add Role → pick → Assign. You can add or remove roles in bulk too, and every change is written to the User Role Logs for audit.

Step 3 · Employee Management hrprofile-admin

• Add staff one at a time (Add Employee) or in bulk (Bulk Upload → Excel template). Each needs a permanent Employee Code.
• The HRMIS Dashboard is your workforce control panel — sanctioned positions, recruited employees, and live vacancies.
• The Employee Lifecycle tracks the full arc: Appointment → Promotion → Re-engagement → Separation.
• You can grant employees self-update rights (which then routes their edits through the draft → HoD → admin chain).

Step 4 · Academics academic_admin · programme_admin

The most layered module. The build order within it:

• Programme & courses: create the programme (choosing credit-based CBCS or percentage scheme), then add courses singly or via bulk Excel.
• Structure rules: split courses into Compulsory vs Elective; electives use small JSON rules (required, selection, checkbox) to control how many a student must pick.
• Evaluation components: per course, set Internal/External components, weightage, max marks, and category; Aggregate components carry a formula and appear on the marksheet.
• Sections & mapping: create sections, add students to them, assign courses, then map a faculty Examiner or Co-ordinator to each course-section.

Once evaluators finish, the admin completes the chain: Generate Percentage (SGPA) → Download Term Report → Download Marksheet → Move Students to Next Term.

Step 5 · Roll out the rest, in phases

With the foundation laid, switch on the remaining modules by priority — Leave & Payroll, Fees & Admissions, then high-value Governance modules (File Tracking, RTI, Grievance, Hostel, Estate). They all reuse the same building blocks you’ve already created: OUs and designations from Core, accounts and roles from User Management.

Keep this handy

One-line cheat sheets

Common roles, decoded

Dive deeper

Explore the detailed role guides

Ready to go beyond the overview? Pick the guide that matches your role for step-by-step walkthroughs, tips, and screenshots.