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EduTrack is a comprehensive, cloud-based school management system built specifically for Ghanaian educational institutions. It brings together student records, fee collection, attendance, examinations, staff management, parent communication, and AI-powered tools into one connected platform accessible from any browser on any device — no software installation required.

EduTrack is a product of Oric Network Limited, a technology company based in Kwabenya, Accra, Ghana.

EduTrack is built for private and public schools across Ghana, including:

• Nursery, KG, and primary schools
• Junior High Schools (JHS)
• Senior High Schools (SHS)
• Combined basic schools (KG through JHS 3)

Whether your school has 80 students or 2,000+, EduTrack scales to fit. The three-tier plan structure (Starter, Growth, Premium) means small new schools and large established schools both get a plan that fits their needs and budget.

No. EduTrack is entirely web-based. All you need is a browser (Chrome, Firefox, Edge, or Safari) and an internet connection. There is no desktop software to install, no server to manage on your end, and no app download required for staff. The Parent Portal is available as an installable PWA (Progressive Web App) — parents can add it to their phone's home screen directly from the browser in two taps.

EduTrack is fully responsive and tested on:

• Desktop / Laptop — Windows, Mac, Chromebook
• Android phones and tablets — Chrome or any modern browser
• iPhones and iPads — Safari or Chrome

The Canteen Scanner and Express Fee Collection pages are specifically optimised for use on mobile phones held in one hand at 360px screen width. Teachers can take attendance, enter scores, and view their timetable from their personal phone without logging in on a school computer.

EduTrack is built and optimised for Ghana — GES grading scales (A1–F9, class score/exam score split), Ghana Cedi (GHS) currency throughout, Ghanaian mobile money networks (MTN MoMo, Vodafone Cash, AirtelTigo), Ghanaian phone number formats for SMS, and BECE-style terminal report cards. Schools in other countries can use EduTrack, but the system is particularly well-suited to the Ghanaian education context.

We recommend Google Chrome (any modern version) for the best experience. Mozilla Firefox and Microsoft Edge also work fully. Safari on iPhone and iPad is supported for most features. Internet Explorer is not supported — it is an outdated browser that no modern web application supports.

For the Canteen Module's fingerprint verification feature (optional add-on), Chrome 90+ or Edge 90+ is required, as other browsers do not fully support the WebAuthn standard.

EduTrack is a product of Oric Network Limited, a software company based in Kwabenya, Accra, Ghana. We build digital management tools for African schools and businesses. You can reach us at:

📞 +233 537 793 106 (WhatsApp also)
📧 info@oricnetwork.com
🌐 oricnetwork.com

EduTrack has three monthly subscription plans, all priced in Ghana Cedis:

• Starter — GHS 180/month — Up to 200 students. Core modules: students, attendance, fees, staff, SMS alerts.
• Growth — GHS 320/month — Up to 500 students. Starter + online payments (MoMo/card), terminal report cards, parent portal PWA, timetable, exams & AI question generator, coupons.
• Premium — GHS 550/month — Unlimited students. Growth + progress analytics dashboards, and the full AI suite: RBC AI Agent, AI Analytics Assistant, at-risk detection, revenue forecasting, scheduled AI tasks, AI parent letters, custom report cards, priority support.

On top of any plan, a set of optional add-on modules can be attached individually: Canteen Management (GHS 80/month), WhatsApp Communications (GHS 150/month), Payroll (GHS 50/month), Biometric Attendance (GHS 50/month), Health & Medical Records (GHS 60/month), Finance & Procurement Suite (GHS 30/month), and Multi-Level Academic Calendar and Leadership & Activities (GHS 40/month each) — plus several more listed in the next question.

Add-ons attach to any plan — Starter, Growth, or Premium — and can be added or removed from your next billing cycle:

• Canteen Management — GHS 80/month — cashless meal check-in and sales reconciliation.
• WhatsApp Communications — GHS 150/month — reports and reminders sent on WhatsApp.
• Payroll (SSNIT & PAYE) — GHS 50/month — Ghanaian statutory payroll with payslips.
• Biometric Attendance — GHS 50/month — fingerprint/facial check-in, synced to attendance.
• Staff Performance — GHS 50/month — weekly conduct/teaching reviews, classification & bonus workflow linked to payroll, portfolio, audit trail, and AI-powered analytics & comparison.
• Health & Medical Records — GHS 60/month — infirmary visits, medical history, nurse login.
• Reports Hub — GHS 60/month — cross-module report rollups (finance, payroll, attendance, staff) plus the custom Smart Reports builder.
• Finance & Procurement Suite — GHS 30/month — expense approvals, receipts, event/excursion accounts.
• Clearance & Certificates — GHS 30/month — fee/discipline/asset sign-off workflow and printable leaving certificates.
• Asset Management — GHS 40/month — fixed-asset register for furniture, ICT, lab equipment, and vehicles.
• Stores / POS — GHS 40/month — barcode or tap-to-add till with separate stock per location.
• Comprehensive Student Profile — GHS 40/month — extra biodata fields, guardian photo, and a full student profile view.
• Academic Planning — GHS 40/month — termly assessment plan and programme outline, reviewed like lesson plans.
• Multi-Level Academic Calendar — GHS 40/month — separate term dates per school level.
• Leadership & Activities — GHS 40/month — prefectship, clubs, extracurricular history.
• Wallet — GHS 30/month — prepaid student balance, topped up by cash or online, spent at any till or against fees.
• Advanced Discounts & Rebates — GHS 20/month — automated discount/rebate engine (Parent Rebate, Staff Rebate, Loyalty, Cumulative Spending, Promotion, Concession).

Three more items are bundled free into Premium but can also be added individually to Starter or Growth: Progress Analytics (GHS 100/month), AI Analytics Assistant (GHS 100/month), and the RBC AI Agent (GHS 100/month). Contact us on WhatsApp to add or remove any module.

Yes. Every new school gets a 30-day free trial with full access to all features on their chosen plan. No payment details or credit card is required to start your trial. At the end of the 30 days, we contact you to guide you through payment and renewal before anything is suspended.

When your 30-day trial expires, your account enters a 7-day grace period during which the system continues to function normally. We will contact you via WhatsApp or phone before your trial ends. If payment is not received within the grace period, the account is temporarily suspended. All your data is fully preserved and the account is restored immediately upon payment — nothing is lost.

We accept:

• MTN Mobile Money (MoMo)
• Vodafone Cash
• AirtelTigo Money
• Bank transfer to our Oric Network account

We do not process international cards for subscription payments at this time. For schools outside Ghana, contact us to discuss payment options.

Yes. Schools that pay for 12 months upfront receive 2 months free — equivalent to approximately 17% off the monthly rate. For example, a Growth plan school paying annually pays for 10 months and gets 12. Contact us on WhatsApp to arrange annual billing.

The monthly subscription covers full platform access, updates, and standard technical support. There are no setup fees for new schools (the GHS 800 setup fee is currently waived for the first 20 schools). There are no hidden charges. SMS notifications use your Hubtel SMS credit which is billed separately by Hubtel at their standard per-message rate — EduTrack does not mark this up.

Your account enters a grace period (typically 7 days) during which the system remains fully active. If payment is not received within the grace period, the account is suspended and staff cannot log in. No data is ever deleted due to a missed payment. The account is restored immediately and completely when payment is made. Parents can still view their child's information in the Parent Portal during the grace period.

Yes. Upgrades take effect immediately — you gain access to the new features right away and the price difference is prorated for the remaining days in your billing period. Downgrades take effect at the start of your next billing cycle. Contact us via WhatsApp to request a plan change. Note: downgrading removes access to features not included in the lower plan (e.g., downgrading from Premium removes AI Agent access).

The Canteen Module is a separate paid feature (GHS 80/month) available on any plan. It adds:

• QR-based Express Fee Collection at the fee desk
• QR-based canteen session scanner at the canteen window
• Daily session pass generation for enrolled students
• Cook's live dashboard (no EduTrack login needed for cook)
• Student QR Identity tokens on printed ID cards and parent portal
• Offline scanner mode with automatic sync
• Canteen-specific reports

It begins with a 30-day free trial alongside your main EduTrack trial.

Most schools are fully operational within one business day. The typical timeline is:

• Day 0: WhatsApp or call us — account activated within 2 hours.
• Day 1: Our team walks you through adding your school information, classes, and staff (30–45 minutes by phone/WhatsApp). Students can be imported from Excel in under an hour.
• Days 2–5: Staff learn their specific roles (cashier, teacher, headteacher) with our guided training. Most users are confident by Day 3.

Yes, full setup assistance is included for free. We provide:

• Remote setup support — Our team guides you step-by-step via WhatsApp voice call or phone while you set up. No need for in-person visits for basic setup.
• On-site training — For schools that prefer in-person training, we visit your school and train your staff directly. Transport costs may apply depending on your location in Ghana.
• Video tutorials — Available in the system's Help section.
• This user guide — A complete written guide covering every feature.

Yes. EduTrack provides a downloadable Excel/CSV template with the exact column format required. Fill in your students' details (name, date of birth, sex, class, parent/guardian contacts, etc.) and upload the file. Hundreds of students can be imported in a single upload in a few minutes.

The import shows a detailed results report — how many succeeded, how many failed, and exactly which rows had issues and why. Common issues are easily fixed (wrong class name format, missing phone number).

If you have data in a spreadsheet or CSV format from another system, we can help you migrate it. Contact us with a sample of your data and we will advise on the column mapping. We have successfully migrated data from various Excel-based systems, older school management software, and Google Sheets. There is no charge for standard data migration assistance.

Yes. EduTrack fully supports concurrent users with no degradation in performance. A typical school might have the bursar recording fee payments, three teachers taking attendance simultaneously, the admin updating student records, and the headteacher reviewing reports — all at the exact same time with no conflicts.

EduTrack is designed for typical Ghanaian internet conditions. A standard 3G mobile data connection is sufficient for all features. The system is data-efficient — taking attendance for a class of 40 students uses less than 100KB of data. Loading the fee collection page uses approximately 150–200KB.

For the Canteen Scanner, if the morning network is unreliable, the scanner pre-downloads all entitlements at the start of the session and operates fully offline for the rest of the session.

Go to Settings → Academic Settings, update the Current Academic Year and Current Term, then click Save Settings. All new records (fees, attendance, reports) from that point will use the new year. Old records from previous years are preserved and accessible by filtering by year in each module.

Yes. Teachers (Tutors) in EduTrack see only the attendance register and terminal report entry for their assigned class. They cannot see other classes' data, fee records, financial information, or admin settings. Each role has a clearly scoped view so staff only see what is relevant to their job.

Yes. EduTrack produces terminal report cards that follow Ghana Education Service (GES) standards:

• Class Score and Exam Score with configurable weighting (e.g., 30% class / 70% exam)
• Total score, grade (A1–F9), and class position
• Aggregate score calculation (for JHS)
• Teacher remarks and headteacher remarks
• School logo, student photo, class name, term, and academic year
• Branded PDF — ready to print, no additional formatting needed

Report cards can be downloaded individually or as a batch PDF for the entire class with one click.

Yes. The exams and terminal reports module supports the Class Score / Exam Score split (30%/70% or any custom weighting you configure), aggregate score computation, and class position ranking — consistent with JHS BECE preparation practices. The grading scale (A1–F9) follows GES standards. SHS schools can configure their own grading scale.

Parents log into the Parent Portal on their phone, tap Fees, find the outstanding fee, and tap Pay Online. They choose their payment method — MTN MoMo, Vodafone Cash, AirtelTigo Money, or debit/credit card — and complete payment through a secure Paystack or Hubtel checkout. The fee status updates in EduTrack immediately, and the parent receives a receipt. The money goes directly to the school's configured bank account — no manual transfers needed.

Yes. The standard Payments module lets you record any payment regardless of method: Cash, Cheque, Bank Transfer, Mobile Money (recorded manually), or Card. The cashier selects the method, optionally enters a reference number (cheque number, MoMo reference, etc.), and records the payment. An automatic SMS confirmation is sent to the parent.

After taking the daily register, the system identifies all absent students. The teacher or admin clicks SMS Absentees and the system automatically sends an SMS to the parent of each absent student: e.g., "Dear Mr. Asante, your child Kofi Asante of Basic 4 was absent from school today, 15 Jan 2025. Please call the school if this is unexpected." SMS sending requires a Hubtel SMS API key configured in Settings.

Yes. The Expenses module lets you log every school outgoing: category (Maintenance, Supplies, Utilities, Salaries, Transport, etc.), description, amount, payment method, and vendor. The dashboard shows a running total of expenses, and you can generate expense reports by date range or category as CSV or PDF.

Yes. The Coupons module lets you create discount codes with either a fixed amount (e.g., GHS 50 off) or a percentage (e.g., 10% off). You can set a usage limit per code, making it easy to give specific families a one-time discount. Common uses: staff children's discounts, scholarship recipients, and early payment incentives. The cashier or parent enters the code when recording a payment to apply the discount automatically.

There is no limit on fee types. You can create as many as your school needs: Tuition Fee, Feeding Fee, PTA Levy, Development Fund, Exam Fee, ICT Fee, Sports Fee, Library Fee, and so on. Each fee type can have a different amount per class — for example, Tuition for Basic 1 might be GHS 600 while Tuition for JHS 3 is GHS 900.

Yes — on the Growth and Premium plans. Parents log into the Parent Portal and tap Results or Reports. They see their child's scores for all subjects, their grade, class position, and teacher remarks for the term. Results are published to the portal by the school admin — parents cannot see results until the school publishes them.

Yes. EduTrack supports three terms per academic year (Term 1, Term 2, Term 3), which matches the Ghana school calendar. You can switch between terms in Settings → Academic Settings. All fee structures, attendance records, and terminal reports are tagged to the specific term and year, so switching terms never overwrites previous data.

When you assign a teacher to a class period in the timetable, EduTrack checks all other class periods at that same day and time. If the same teacher is already assigned elsewhere at that time, the system shows a warning: "Teacher [Name] already has [Subject] with [Class] at this time." You can override the warning if needed (e.g., a different section of the same class), but the warning ensures you catch genuine conflicts before publishing the timetable.

EduTrack's AI features are available on the Premium plan. They include:

• RBC AI Agent — A chat interface where you type plain-English commands and the AI takes actions in the system (send SMS reminders, generate reports, create entitlements, draft letters).
• AI Exam Question Generator — Upload any PDF (textbook, past paper, notes) and the AI generates up to 50 exam questions in under 60 seconds. Available on Growth and Premium plans.
• At-Risk Student Detection — Uses attendance and score trends to flag students likely to underperform, typically 3–4 weeks before exams.
• Revenue Forecasting — Predicts next month's fee income based on historical patterns.
• Scheduled AI Tasks — Automatic weekly feeding summaries, Friday analytics reports, and at-risk alerts.
• AI Parent Letters — Draft personalised letters to parents about performance, attendance, or fees.

The RBC AI Agent understands natural language and can execute a wide range of commands:

• "Send fee reminders to all JHS 3 parents" — SMS all JHS 3 parents with outstanding balances
• "How many students haven't paid tuition in Basic 5?" — Query the database and return a list
• "Generate 20 science MCQ questions for Basic 6" — Create exam questions using AI
• "What is our total fee collection this term?" — Return a financial summary
• "Draft report card remarks for JHS 2" — Generate personalised teacher remarks
• "Who are the at-risk students?" — List students flagged by the detection model
• "Cancel today's canteen lunch session" — Update the canteen session and notify parents
• "Record canteen for Basic 6 today" — Create canteen entitlements in bulk

If the AI isn't sure about a command, it will ask for clarification rather than guessing.

The AI Exam Generator uses the AI to create questions from content you provide. Here's how:

1. Go to Exams Generator → AI Generate tab.
2. Upload a PDF (textbook chapter, past paper, study notes — any educational document).
3. Set: Subject, Class, number of questions (up to 50), type (MCQ, Essay, or Mixed), and difficulty level.
4. Click Generate — within 60 seconds the AI produces a complete exam paper with questions, multiple-choice options (for MCQs), and the correct answers marked.
5. Review and edit any questions, then save to the question bank or download as PDF for printing.

The generator works best with structured educational content. BECE past papers, GES syllabuses, and standard textbooks all produce excellent results.

At-risk detection is a machine learning model that continuously monitors two signals for each student:

• Attendance trend — Is the student's attendance declining? Students below 75% attendance in a term are flagged.
• Score trend — Are the student's scores declining across the term's assessments?

Students where both signals are negative are flagged as "at risk" with a risk score. The model flags students approximately 3–4 weeks before the end of the term, giving teachers and parents time to intervene.

The accuracy improves with more data — the model is more reliable in the second and third term of a school year than in the first week. It is a decision-support tool, not a definitive prediction — teachers should review flags and use their own judgment.

EduTrack uses a chain of four AI providers with automatic failover:

1. Claude (Anthropic) — Primary provider. Best reasoning and instruction-following.
2. Groq — Fast inference fallback.
3. Gemini (Google) — Second fallback.
4. OpenAI (GPT) — Final fallback.

If Claude is unavailable, the system automatically switches to Groq, then Gemini, then OpenAI — without any action needed from you and without interrupting your work. Each provider requires its own API key, configured in Settings → AI Settings. You only need to configure the providers you want available.

The AI Exam Generator is available on both Growth and Premium plans. Progress Analytics, the AI Analytics Assistant, and the RBC AI Agent are bundled free into Premium, but Starter and Growth schools don't have to upgrade the whole plan to get them — each can be added individually as a paid add-on (Progress Analytics GHS 100/month, AI Analytics Assistant GHS 100/month, RBC AI Agent GHS 100/month). At-Risk Detection, Revenue Forecasting, Scheduled AI Tasks, and AI Parent Letters are part of the AI Agent/Analytics add-ons.

All plans benefit from AI indirectly too — for example, the canteen module's Cook's Dashboard uses basic forecasting to project arrival rates, and the payment confirmation SMS is triggered automatically on payment recording.

No. The AI Agent will always describe what it intends to do and ask for your confirmation before sending any SMS messages or making any changes that affect parent-facing data. For example, if you type "Send fee reminders to JHS 3 parents," the Agent will respond with "I will send [X] SMS messages to [Y] parents with outstanding balances in JHS 3. Confirm?" and wait for you to type "yes" before sending. Scheduled AI tasks (like the weekly feeding summary) are configured in advance by an admin and send to specified recipients automatically.

The Canteen Module is a paid add-on (GHS 80/month) that eliminates the two morning queues that most school canteens create:

• Queue 1 — The fee desk queue: Students wait while the cashier searches their name, records the feeding fee, and prints a receipt (~45 seconds per student). Replaced by Express Fee Collection — a QR scan takes 2–3 seconds.
• Queue 2 — The canteen window queue: Students wait while canteen staff verify their entitlement (~60 seconds per student). Replaced by the Canteen Scanner — a QR scan takes 2–3 seconds.

For a school of 300 students, this can save over 4 hours of queue time every morning.

The QR-based features require zero additional hardware. Any Android phone with a camera can be the canteen scanner — ORIC provides the software only. The phone that the cashier or canteen staff already uses is sufficient.

Optional biometric features (fingerprint or facial recognition) require school-purchased hardware:

• Fingerprint scanner: FIDO2/WebAuthn-compatible USB fingerprint reader (GHS 280–500). Tested models: Hamster Pro 20, Digital Persona U.are.U 4500.
• Webcam for face ID: USB webcam minimum 720p (GHS 80–260). Tested: Logitech C270, C920.

ORIC Network provides software only and is not responsible for hardware costs, supply, compatibility, or repair.

There are two different QR code types — they look different in the parent portal and are validated by separate systems:

Type 1 — Identity QR (permanent): Generated once when a student enrols. Never expires. Stored in the parent portal under "Fee Desk Pass." Used only at the Express Fee Collection desk. Scanning it loads the student's record and outstanding fees.

Type 2 — Session Pass QR (daily): Generated each day when a feeding fee payment is recorded (or automatically for enrolled classes). Expires at midnight. Stored in the parent portal under "Canteen Pass — Today." Used only at the canteen window scanner. Scanning it confirms the student's meal.

Each scanner rejects the other type's QR — a student cannot use their daily session pass at the fee desk, and cannot use their permanent identity QR at the canteen window. This is a security feature.

Every page that scans a QR code also has a 5-digit Student ID fallback. The student gives their student ID number (printed on their school badge or ID card), the staff member types it in, and the system verifies their identity or confirms their meal. This fallback is always available and cannot be disabled.

Yes. The canteen scanner is designed for offline operation. When the scanner loads in the morning (with internet), it pre-downloads a signed cache of all today's entitlement tokens to the device. If the internet drops mid-session, the scanner continues to work — all scans are stored locally on the device. When internet is restored, the scanner automatically syncs the offline scans to the server. The header shows an "OFFLINE MODE" amber badge when working without internet.

No. The Cook's Dashboard is accessible with a separate 4-digit PIN set in Canteen Settings. The cook bookmarks the URL on their phone or the kitchen tablet, enters the PIN, and sees the live meal confirmation dashboard. They do not need to know anything about EduTrack — the dashboard shows only the information relevant to them: meals confirmed, meals expected, and arrival rate.

Yes. You can create as many session types as your school needs: Breakfast, Mid-Morning Snack, Lunch, Supper. Each session has its own enrolled classes, price per meal, start and end time, and generates its own set of daily session passes. The Quick Setup button can create your default sessions (e.g., today's Breakfast and Lunch) for all enrolled classes in one click.

When a cashier records a feeding or canteen fee payment (either via Express Collection or the standard Fees page), the system automatically:

1. Finds the active canteen session(s) for today that include the student's class.
2. Creates a session pass entitlement for the student in each matching session.
3. Generates the daily QR token for each entitlement.
4. Makes the session pass QR visible in the student's parent portal immediately.

No manual step is needed — the payment and the canteen pass are linked automatically.

Yes. Facial recognition data (MediaPipe face mesh descriptors — 468 landmark points, not actual photos) is stored only in your school's database on our secure servers. No student facial data or images are ever transmitted to ORIC Network or any external AI service. All face matching runs entirely within the browser on your school's own device using MediaPipe — a local JavaScript library. Fingerprint verification uses WebAuthn — the browser's built-in standard that never exposes raw fingerprint data. The system fully complies with Ghana's Data Protection Act 2012 (Act 843). Biometric enrollment requires administrator consent acknowledgment before it can be enabled.

The Parent Portal is a separate, dedicated web application for parents — it has a different URL from the staff system and a different login. Parents log in with their phone number (as the username) and a password set by the school. From the portal, parents can:

• View their child's outstanding and paid fees
• Pay fees online using MoMo or card
• See their child's attendance record with a colour-coded calendar
• View exam results and term report cards
• See their child's weekly class timetable
• View their child's session pass QR code (Canteen Module)
• Download payment receipts

A parent account must be created by the school admin or registrar. The process is:

1. Admin/Registrar goes to Parent Accounts → Link Parent Account.
2. Selects the student — the parent's name and phone number auto-fill from the student record.
3. Sets a temporary password and shares it privately with the parent.

The parent then logs in using their phone number and the temporary password. They can change their password after first login. The phone number must match what is on the student's record.

PWA stands for Progressive Web App. It means the Parent Portal can be installed on a parent's phone home screen (like a native app) directly from the browser — without going to the App Store or Play Store.

Benefits for parents:

• Opens instantly from the home screen, even on slow internet
• Works fully offline — the parent can view their child's fee balance, attendance summary, and Canteen QR codes even without any internet connection
• Always up to date — no app updates to download
• Lightweight — uses less phone storage than a native app

To install: open the portal in Chrome on Android → tap ⋮ → Add to Home screen. On iPhone: open in Safari → tap Share → Add to Home Screen.

Yes. If a parent has two or more children enrolled in the same school, the school creates a separate parent account link for each child using the same phone number. When the parent logs in, all their children appear in a dropdown selector at the top of each page. Switching between children takes one tap.

Yes — when the Canteen Module is active. The parent portal shows two QR cards per child:

• Fee Desk Pass (permanent): The student's Identity QR — always visible, works offline, for use at the fee desk only.
• Canteen Pass — Today (daily): The session pass QR — appears only on days when the student has an active session entitlement. Shows a countdown timer ("Expires in 4h 32m") and turns into a "✓ Meal confirmed at [time]" badge once the student has been scanned at the canteen. Disappears at midnight.

The Parent Portal uses role-based access control — each parent account is strictly linked to their own child (or children). It is technically impossible for a parent to see another child's fees, attendance, or results. All data is transmitted over HTTPS (encrypted). Passwords are stored as bcrypt hashes — not plain text. The system logs all login attempts and automatically locks accounts after multiple failed login attempts.

Your data is stored on secure, professionally managed servers hosted in a data centre with physical access controls, redundant power, and network monitoring. Oric Network manages all server infrastructure — your school does not need its own server, IT department, or technical staff to run EduTrack.

Only authorised users within your school (people with accounts you create) can access your data. Oric Network technical staff may access data for debugging or support purposes only with your permission and only when you have reported an issue. We do not access your data for any commercial purpose, and we do not sell or share your data with any third party.

Yes. Daily automated backups are performed for all school databases. Backups are stored in a separate location from the primary server. In the event of a technical issue, we can restore your data from the most recent backup, typically with less than 24 hours of data loss in a worst-case scenario.

If you cancel your subscription, your data is retained for 90 days. During this period, you can request a full export of your data in CSV or Excel format at no charge — including all student records, payment history, attendance, and scores. After 90 days, data is permanently and securely deleted from our servers. We will email and WhatsApp you a reminder before the 90-day deletion window.

Yes. Security measures include:

• HTTPS — All data in transit is encrypted (TLS).
• Bcrypt password hashing — Passwords are never stored in plain text.
• Role-based access control — Users only see modules their role permits.
• Session management — Sessions expire after inactivity; concurrent logins from different devices are monitored.
• SQL injection prevention — All database queries use prepared statements.
• Rate limiting — Login endpoints and sensitive AJAX endpoints have request rate limits to prevent brute-force attacks.
• HMAC-signed tokens — Canteen QR tokens are cryptographically signed and tamper-evident.

EduTrack is designed to comply with Ghana's Data Protection Act 2012 (Act 843). We do not sell, share, or monetise your school's data. Students' personal data (names, photos, attendance, results) is processed solely for educational management purposes. For biometric features (fingerprint/facial recognition), explicit consent acknowledgment from the school administrator is required before enabling, and a mandatory privacy notice is displayed during student enrollment. See our Privacy Policy for full details.

Yes. You can export your data at any time without waiting for cancellation. From each module, export buttons allow CSV or PDF downloads of records. The Data Migration section also provides bulk export functionality. If you need a complete database export in a specific format, contact our support team and we will provide it within 48 hours.

Yes. Student photos are stored on the server with access restricted to authenticated users with appropriate roles. Photos are never publicly accessible via a guessable URL — they require a valid authenticated session to load. Photos are not included in any analytics or AI training.

The fastest way is to WhatsApp us at +233 537 793 106. We respond to WhatsApp messages within the hour during business hours (Monday–Saturday, 8am–6pm Ghana time).

You can also:

• 📞 Call: +233 537 793 106 or +233 540 885 509
• 📧 Email: info@oricnetwork.com

For non-urgent issues, email is fine. For urgent issues during a school day, WhatsApp or phone is best.

Monday to Saturday, 8am–6pm Ghana time (GMT+0). For urgent issues outside these hours (e.g., a system issue the evening before a results day), WhatsApp us and we will respond as soon as possible — we monitor messages outside business hours for critical issues.

Critical issues are those that prevent the school from operating normally during the school day:

• Cannot log in to the system
• Fee payments cannot be recorded
• Canteen scanner completely non-functional during a session
• Data missing or corrupted

These are prioritised immediately and typically resolved within 1–2 hours. Non-critical issues (cosmetic bugs, feature requests, questions) are addressed within 24 hours.

Yes. All new schools receive free onboarding training:

• Phone/WhatsApp training — Our team calls and walks your staff through the system role by role (cashier, teacher, headteacher, admin).
• On-site training — We can visit your school and train staff in person. This is particularly recommended for schools with 5+ staff who will use the system. Transport costs may apply depending on your location in Ghana.
• Refresher sessions — Available when new staff join or when you upgrade to a new plan with new features.

Send us a WhatsApp message describing the issue. If possible, include:

• What you were trying to do
• What happened instead
• A screenshot (especially useful for error messages)
• Your school name

We investigate most bugs within the same business day. Bugs that affect core functions (fee recording, attendance, report cards) are fixed within 24 hours. We will keep you updated via WhatsApp on the resolution.

Absolutely. EduTrack is built on continuous feedback from Ghanaian schools. If there is a feature your school needs — a specific report format, a new fee type handling, a different attendance workflow — tell us via WhatsApp or email. We review all feature requests and those with broad applicability are added to our development roadmap. Popular requests are typically implemented within 1–3 months. You will be notified when your requested feature goes live.

Yes. EduTrack includes comprehensive documentation:

• This FAQ — Answers to the most common questions across all topics.
• Complete User Guide — A full step-by-step guide covering every module, every feature, and every role. Available at your EduTrack URL /guide.php.
• Video Tutorials — Screen-recorded walkthroughs of each major module. Available at /video_guide.php.
• In-system help — Contextual help text throughout the interface.

All documentation is kept up to date with each system update.

Student ID cards with the Identity QR code can be printed in two ways:

• From the Parent Portal: Parents can tap "Print ID Card" on their child's Fee Desk Pass QR card in the portal. The card opens in a print-optimised A6 format showing the school logo, student photo, name, class, student ID number, and QR code.
• From the admin panel: Go to Canteen → Student ID Cards (or Admin → Print Student ID). You can print individual cards or batch print all students at once as a PDF.

Updates are deployed automatically — there is nothing for you to do. When you open EduTrack after an update, you will see a notification of what changed. No data is affected by updates. New features are always additive — existing workflows are not broken. Major updates (like new plan features) are announced in advance via WhatsApp to all active schools.