Getting Started with EduClock
Welcome to EduClock! This guide will help you set up your school and start using the system effectively. Follow these steps to get your school up and running.
Initial Setup Steps
Login to Your Dashboard
Access your school's dashboard using the credentials provided during registration. Navigate to school_login.php and enter your school code and password.
Configure School Settings
Go to Settings → School Profile to add your school logo, contact information, GPS address, and other details that appear on reports.
Set Up Academic Terms
Configure your academic terms with start/end dates, total weeks, and next term dates. This is essential for attendance tracking and report generation.
Add Classes and Subjects
Create your class structure and add subjects. Assign subjects to classes and categorize them as Core or Elective for proper report card ordering.
Register Staff and Students
Add your teaching staff with their roles and signatures, then bulk import or manually add students with their details and photos.
Student Management
Manage your entire student database efficiently with EduClock's comprehensive student management features.
Add Students
Add students individually or bulk import from Excel/CSV files. Include photos, parent contacts, and medical information.
QR Code Generation
Automatically generate unique QR codes for each student for attendance scanning and identification.
Class Promotion
Promote students to the next class at the end of the academic year with bulk promotion tools.
Export Data
Export student lists, attendance records, and academic data to Excel or PDF formats.
Student Information Fields
| Field | Description | Required |
|---|---|---|
| Student ID | Unique identifier (auto-generated or custom) | Yes |
| Full Name | Student's complete name | Yes |
| Class | Current class assignment | Yes |
| Date of Birth | For age calculation and records | No |
| Parent Phone | Primary contact for SMS/notifications | Recommended |
| Photo | Student photograph for ID and reports | Recommended |
Attendance System
Track student attendance efficiently using QR code scanning or manual entry. Get real-time notifications and comprehensive reports.
Attendance Methods
- QR Code Scanning: Use the EduClock-Scan app to quickly scan student QR codes at entry/exit points.
- Manual Entry: Teachers can mark attendance manually through the dashboard for each class.
- Bulk Attendance: Mark all students present/absent at once, then adjust individual records.
Attendance Reports
Generate detailed attendance reports by class, date range, or individual student. Reports show days present, absent, and attendance percentage.
Report Cards (Schoobydoo)
Generate professional report cards with the Schoobydoo module. Multiple templates available with customizable layouts.
Available Templates
Classic Template
Traditional report card layout with standard formatting.
Modern Edge
Contemporary design with student photo, signatures, and grade interpretations.
Report Card Features
- Dynamic Grade Interpretations: Automatically displays grade meanings based on class-specific settings from the Grading page.
- Subject Sorting: Subjects are automatically sorted with Core subjects first, then Electives.
- Automatic Calculations: Class scores, exam scores, totals, and positions are calculated automatically.
- Interest Field: Can be set to automatically show student's best performing subject(s).
- Signatures: Class teacher and principal signatures appear automatically when configured.
- Student Photo: Displays student photo with ID on the report card.
Grading System
Configure class-specific grading scales and interpretations that automatically appear on student report cards.
Setting Up Grades
Navigate to Grading Page
Go to Dashboard → Grading to access the grade configuration page.
Select Class
Choose the class you want to configure grades for. Each class can have different grading scales.
Add Grade Ranges
Define grade letters (A, B, C, etc.), score ranges (min-max), and remarks (Excellent, Good, etc.).
Example Grading Scale
| Grade | Min Score | Max Score | Remarks |
|---|---|---|---|
| A | 80 | 100 | Advance |
| P | 75 | 79 | Proficient |
| AP | 70 | 74 | Approaching Proficiency |
| D | 65 | 69 | Developing |
| B | 0 | 64 | Beginning |
Staff Management
Manage teaching and non-teaching staff, assign them to classes and subjects, and configure their signatures for report cards.
Staff Assignment Types
- Subject Teacher: Assigned to teach specific subjects in specific classes.
- Class Teacher: Assigned as the primary teacher for a class. Their signature appears on report cards.
- Both: Staff member serves as both class teacher and subject teacher. Their signature will appear on student reports.
Classes & Subjects
Organize your school structure with classes and subjects. Assign subjects to classes and categorize them for proper report card display.
Core vs Elective Subjects
Subjects can be categorized as Core or Elective. This affects how they appear on report cards:
- Core Subjects: Appear first on the report card. These are mandatory subjects for all students.
- Elective Subjects: Appear after core subjects. These are optional subjects students can choose.
To categorize subjects, go to Classes → Assign → Core/Elective tab and select the appropriate category for each subject.
Parent Communication (EduChat)
Keep parents informed with EduChat - our integrated communication platform for schools.
Broadcast Messages
Send announcements to all parents or specific classes via push notifications or SMS.
Attendance Alerts
Automatic notifications when students are marked present or absent.
Direct Messaging
Private communication between teachers and individual parents.
EduChat App
Parents can download the EduChat app to receive notifications and view student information.
Fees Management
Track student fees, generate invoices, and manage payments with the integrated fees module.
Key Features
- Fee Categories: Create different fee types (tuition, transport, meals, etc.)
- Payment Tracking: Record payments and track outstanding balances
- Invoice Generation: Generate and print fee invoices for parents
- Payment Reports: View payment summaries by class, term, or date range
School Settings
Configure your school profile and system settings for optimal operation.
Important Settings
- School Profile: Logo, name, address, GPS location, contact information
- Academic Terms: Term dates, total weeks, next term dates
- Principal Signature: Upload for automatic inclusion on report cards
- Report Card Template: Select default template for your school
- SMS Settings: Configure SMS gateway for parent notifications
Mobile Apps
Download our mobile apps for on-the-go school management.
EduClockX
Full administration app for teachers and administrators. Manage students, attendance, and communications.
EduClock-Scan
Dedicated QR scanner for quick attendance tracking at school gates.
EduChat
Parent app for receiving notifications, viewing attendance, and communicating with school.
Troubleshooting
Common issues and their solutions.
Frequently Asked Questions
Go to Classes → Class Subjects and assign subjects to the student's class.
Ensure the staff member is assigned to the class as "Class Teacher" or "Both" and has uploaded their signature in their profile.
Configure grading scales for the class in Dashboard → Grading. Ensure you've set up grades for "All Subjects" for that class.
Go to Classes → Assign → Core/Elective tab and categorize subjects as Core or Elective.
Need More Help?
Contact our support team:
- Email: solutions@xltechs.africa
- Phone: +233 53 570 9632 / +233 50 083 3872
- WhatsApp: +233 53 570 9632