Documentation
School Tracks
User Guide
Everything you need to know to set up and run School Tracks for your institution.
Quick Start
Get up and running in 4 steps
Request a Demo
Contact us via WhatsApp at +92 300 089 1842 or fill out the contact form. We'll schedule a free demo call.
Setup & Data Import
Our team configures your school — branches, classes, sections, subjects, fee structures — and imports your existing student/teacher data.
Staff Training
We provide free training sessions for your admin staff, teachers, and accountants on every module they will use.
Go Live
Start using School Tracks for daily operations. Our support team remains available via WhatsApp for any questions.
Modules
Module Documentation
Detailed documentation for each module included in School Tracks.
Manage all student records including enrollment, personal details, guardians, class assignments, and academic history.
Key Features:
- Add, edit, and delete student profiles with photo upload
- Assign students to classes, sections, and academic years
- Track guardian/parent information with multiple contacts
- Bulk import students from Excel/CSV files
- Student ID card generation
- Transfer students between branches
- View complete academic history and attendance records
- Student status management (active, graduated, withdrawn, transferred)
- Search and filter students by any field
- Export student lists to Excel or PDF
Complete fee lifecycle from structure creation to collection, receipts, and defaulter tracking — all in Pakistani Rupees (Rs.).
Key Features:
- Create fee structures by class (tuition, exam, transport, etc.)
- Auto-generate monthly invoices for all students
- Record payments (cash, bank, JazzCash, EasyPaisa)
- Print fee vouchers and payment receipts
- Track defaulters with aging reports
- Apply discounts and scholarships per student
- Late fee / fine auto-calculation
- Bulk fee collection view
- Monthly and yearly fee collection reports
- SMS/WhatsApp fee reminders to parents
Mark daily attendance for students and staff. Automatic parent notification on absence.
Key Features:
- Mark attendance by class and section (present, absent, late, leave)
- Teacher/staff attendance tracking
- Automatic absence alerts to parents via SMS/WhatsApp
- Monthly attendance reports and percentages
- Attendance summary on student profile
- Bulk attendance marking
- Date-wise attendance view
- Export attendance reports
Create exams, enter marks, auto-calculate grades, and generate professional report cards.
Key Features:
- Create midterm, final, and custom exam types
- Assign subjects with dates, times, and marks allocation
- Enter marks by subject (individual or bulk)
- Auto grade calculation (configurable grading scale)
- Class-wise result sheets
- Individual student report cards (PDF)
- Bulk report card generation
- Position/rank calculation
- Subject-wise performance analysis
- Parent portal access to results
Create and manage class timetables with teacher assignments and period allocation.
Key Features:
- Visual timetable builder (drag and drop)
- Assign teachers to periods and subjects
- Conflict detection (teacher double-booking)
- Class-wise and teacher-wise timetable views
- Print timetables for classrooms
- Break/recess period configuration
- Substitute teacher assignment
Process monthly staff salaries with allowances, deductions, and payment tracking.
Key Features:
- Define salary structures per designation
- Monthly salary processing (basic + allowances - deductions)
- Record payment method (cash, bank transfer)
- Salary slips (print/PDF)
- Year-wise salary reports
- Advance/loan tracking
- Leave deduction integration
- Bulk salary generation
Full Learning Management System with courses, lessons, assignments, and quizzes for online/blended learning.
Key Features:
- Create courses with chapters and lessons
- Upload video, PDF, and text-based lessons
- Create assignments with due dates and marks
- Online quizzes (MCQ, true/false, short answer)
- Auto-grading for MCQ quizzes
- Student progress tracking
- Discussion boards per course
- Student and parent portal access
- Certificate generation on course completion
Send announcements, alerts, and reminders to parents, students, and staff via SMS, WhatsApp, and email.
Key Features:
- WhatsApp integration (attendance, fees, results)
- SMS notifications
- Email broadcasting
- In-app announcements with priority levels
- Target specific audiences (class, section, all)
- Notification history and delivery tracking
- Custom message templates
- Scheduled notifications
Manage multiple school branches from a single dashboard with unified reporting.
Key Features:
- Create and configure unlimited branches
- Branch-wise data isolation
- Switch between branches instantly
- Consolidated financial reports across branches
- Branch-specific settings and fee structures
- Admin role assignment per branch
- Unified student search across branches
- Transfer students between branches
Comprehensive reporting dashboard with financial, academic, and operational reports.
Key Features:
- Fee collection summary (daily, monthly, yearly)
- Defaulter lists with aging
- Attendance reports (student and staff)
- Exam result analysis by class/subject
- Expense tracking and reports
- Salary disbursement reports
- Student enrollment trends
- Export all reports to Excel/PDF
- Dashboard with key metrics and charts
Technical
System Requirements
For Cloud Hosting (Recommended)
- Modern web browser (Chrome, Firefox, Edge)
- Stable internet connection
- Works on desktop, tablet & mobile
- No software installation required
For On-Premise Server
- PHP 8.2 or higher
- MySQL 8.0 / MariaDB 10.6+
- 2 GB RAM minimum (4 GB recommended)
- Apache / Nginx web server
- SSL certificate (HTTPS)
Supported Integrations
- WhatsApp Business API
- SMS Gateway (local providers)
- Email (SMTP / Gmail / Mailgun)
- JazzCash / EasyPaisa (Enterprise)
Roles & Permissions
User Roles
School Tracks supports multiple user roles, each with specific permissions tailored to their responsibilities.
Super Admin
Full system access across all branches. Can manage settings, users, and all modules.
Branch Admin
Manages a specific branch — students, teachers, fees, attendance, exams within their branch.
Teacher
Takes attendance, enters marks, manages assigned courses and LMS content, views timetable.
Parent / Student
Views attendance, fee status, exam results, report cards, and LMS courses through the portal.
Security
Data Security & Backup
Security Measures
- HTTPS Encryption: All data transmitted between your browser and the server is encrypted using SSL/TLS.
- Password Hashing: All passwords are hashed using industry-standard bcrypt algorithm. No plain-text passwords are ever stored.
- Role-Based Access: Each user only sees data relevant to their role. A teacher cannot access fee records; a parent only sees their own children's data.
- Activity Logging: All critical actions are logged with timestamps for audit trails.
Backup & Recovery
- Automated Backups: Database backups run automatically based on your plan (daily, weekly, or monthly).
- Manual Backup: Super admins can trigger a database backup on demand from the settings panel.
- Data Export: Export any data to Excel/CSV/PDF at any time. Your data always belongs to you.
- Disaster Recovery: In case of server failure, we can restore your system from the latest backup within hours.
Need help getting started?
Our team is ready to walk you through the entire setup process. Free demo, free setup, free training.
Or call us directly at +92 300 089 1842 • eywatechnologies.business@gmail.com