The GIMS guide
How to set up your institute, then how to do each part of the daily work. Keep GIMS open in another tab and follow along.
Set up in an afternoon
Seven steps from sign-up to your first student signing in. Tick them off as you go — your progress is saved in this browser.
0 of 7 done
1. Create your institute
Enter your institute’s name and your details, and confirm your email with the 6-digit code we send. You start on a free one-month trial and land on your dashboard.
Where: gims.grawity.in → Start free trial
2. Choose your words
Pick what you call a course — Course, Class, Program or Subject — and what your institute offers. GIMS uses your words everywhere.
Where: Settings → Terminology, and Settings → Institute Offerings
3. Add your courses
For each course, set the fee, whether it’s billed once or monthly, any registration fee, and how many months it runs.
Where: Courses → + New Course
4. Add your teachers
Create a login for each teacher with their email. They can sign in to GIMS and Grawity Classroom straight away.
Where: Teachers → + Add Login
5. Create your batches
For each class: the teacher, timing, offline or online, start date, duration and number of seats.
Where: Batches → + New Batch
6. Admit your first student
Fill in the admission form and pick their course and batch. Their fee plan is created, and they’re emailed a confirmation.
Where: Students → Admit Student
7. Give the student their login
Turn on portal access. The student is emailed their Student ID and password for the portal and Classroom.
Where: Student’s profile → Enable Access
Enquiries and admissions
- Log an enquiry
- Enquiries → + New Enquiry. Add their name, mobile, source and the course they asked about.
- Record a follow-up
- Open the enquiry and add a follow-up: call, WhatsApp, visit or email, what was said, and the next date.
- Convert to a student
- On the enquiry, choose Convert to Admission. Fill in the rest of the form, pick the batch, and record the first payment if they paid.
- Archive or restore a student
- On the student’s profile, Archive moves them out of active lists without deleting anything. Find them under Students → Archived to restore them.
Batches
- Add a student to another batch
- On the student’s profile, + Allot to Batch. You’ll see how many seats are left in each batch.
- Move a student to another batch
- On the student’s profile, Change Batch on their enrollment, with a reason. Their admission date and fee plan carry over.
- Mark a course completed or left
- On the student’s profile, Mark Completed or Mark Left on the enrollment. Either frees the seat.
Fees
- Record a payment
- On the student’s profile → Record Payment. Choose the mode; a receipt number is assigned and a PDF receipt is emailed.
- Correct a wrong payment
- Reverse it with a reason, then record the right one. The reversed payment stays in the history.
- Follow up pending fees
- Fees shows every balance, due and overdue. Remind opens WhatsApp with the message ready; Email sends a reminder email.
- Turn fee reminder emails on or off
- Settings → Student Emails → Fee reminders.
Attendance and tests
- Take attendance
- Attendance shows today’s classes. Open a batch, mark present, absent or late, and save.
- Create a test
- Tests → + New Test. Add questions, set the time limit and attempts, and assign it to everyone, a course, a batch or chosen students.
- See results
- Open the test to see every attempt. Students see their own results in their portal.
Teachers and access
- Change what a teacher can do
- Teachers → Settings next to their name: GIMS access, admissions needing your approval, and their share of fees.
- Approve a teacher’s admission
- Admission requests lists what’s waiting. Check the details, then Approve & admit or Reject with a reason.
- Remove a teacher
- Teachers → Remove. Reassign their students and batches to someone else.
Grawity Classroom
- Link a course to Classroom
- Courses → edit the course → + Create a new Classroom course, or pick an existing one. Its students are added automatically.
- Open Classroom
- Use Open Classroom in the sidebar — you’re signed straight in.
- Bring everyone up to date
- Settings → Grawity Classroom → Sync everyone to Classroom. Use it after linking courses, or if anything looks out of step.
Your data
- Back up your institute
- Settings → Data Backup. Export as JSON to restore later, or as Excel to read in a spreadsheet.
- Restore a backup
- Settings → Data Backup → Import the JSON file. It replaces this institute’s data with the file’s, and is recorded in the activity log.
- Change your password or email
- Settings → Change Your Password, and Settings → Your Email (verified with a code).
Common questions
How do students sign in?
At gims.grawity.in with their email or Student ID and the password they were emailed when you turned on their access. The same details work in Grawity Classroom.
Someone forgot their password.
They can choose Forgot password on the sign-in page and enter the code we email them. For a student you can also generate a new password from their profile, which is emailed to them.
Can GIMS be used on a phone?
Yes. It works in the phone’s browser, and can be installed as an app from the browser menu.
What happens when the trial ends?
Contact Grawity to continue. Your data is kept; access pauses until the subscription is renewed.
Is our data shared with other institutes?
No. Every record belongs to one institute, and every request is checked against it.
Stuck on something?
Tell us what you were trying to do and what happened. The Grawity team will help you get it set up.