1 Getting Started
Video 1: Login & Dashboard Tour ~5:00
INTROOpen the login page. Type in your username and password. Click Sign In.
INTRO"Welcome to EduTrack — this is the school management system built around how a Ghanaian school actually runs, day to day. Let's start by logging in."
SHOWPoint at the "Your Plan" card.
SAY"This top card always shows you which plan you're on, which extra modules are switched on, and how many student slots you've used."
SHOWPoint across the row of KPI cards.
SAY"These numbers are your collections, your expenses, and your balance — for whatever period you've selected."
SHOWClick a different date-range chip, then click "Custom" and "Apply".
SAY"Change the period any time — this week, this month, or pick your own dates — and everything on this page updates immediately."
SHOWPoint at the "Collections vs Expenses" chart and the pie breakdown next to it.
SAY"This is the same picture your accountant used to build by hand at the end of the month, now updating itself every day."
SHOWPoint at the "AI Assistant" panel and its four tiles.
SAY"These are shortcuts into the AI tools — fee reminders, a smart analysis of your numbers, predictions, and answering parent questions. We'll go deeper into these in the AI videos later in the series."
OUTROClose on the dashboard.
OUTRO"Next, we'll set up your school's basic information before we start adding students."
Video 2: System Setup — School Info, Calendar & SBA Weighting ~6:00
INTROOpen Settings from the sidebar.
INTRO"You'll do most of this once, when you first set up — not something you'll touch every day."
SHOWScroll to "School Information" and point at the fields.
SAY"Your school's name, contact details and logo go here — this is what appears on report cards and receipts."
SHOWScroll to "Document Templates".
SAY"This is where you control how your printed report cards and receipts look, with your own branding."
SHOWScroll to "Assessment Weighting (SBA)".
SAY"This decides how much of a student's final grade comes from continuous assessment versus the exam — most schools use 30 percent class score to 70 percent exam, but you can set your own."
SHOWScroll to "School Calendar" and click "Add Term".
SAY"Set your academic year, which term, and the start and end dates."
SHOWFill Academic Year, Term, Start Date, End Date. Click "Save Term".
SAY"Every report card, timetable and fee due-date in the system reads from these dates."
SHOWClick "Add Holiday". Fill Holiday Name, Date, and Note. Click "Save Holiday".
SAY"Add your public holidays too — the system uses this to work out how many actual school days are in a term."
OUTROPoint at "Payment Gateway Settings" and "SMTP Email Settings" without opening them in detail.
OUTRO"These two are usually set up together with our team during onboarding, so we won't go through them here."
2 Students & Staff
Video 3: Classes & Subjects ~4:00
INTROOpen Classes. Click "Add Class".
INTRO"Before we add a single student, we need to tell the system what classes exist."
SHOWFill Class Name, Class Level, Class Teacher, Capacity, Academic Year. Tick Active. Click Save.
SAY"This class now shows up everywhere — Students, Fees, Attendance, all of it."
SHOWRepeat quickly for one or two more classes.
SAY"Set up every class your school runs before you move on."
SHOWOpen Subjects. Click "Add Subject".
SAY"Now the subjects — these are what will appear on report cards and in the exam generator."
OUTROFill Subject Name, Subject Code, and tick which classes take this subject. Click Save.
OUTRO"Only assign a subject to the classes that actually take it — it keeps your report cards clean."
Video 4: Adding & Managing Students ~7:00
INTROOpen Students. Click "Add Student".
INTRO"This one form is the record that every other part of the system reads from — attendance, fees, report cards, the parent portal. You only type a child's details in once."
SHOWOn the Personal Info tab, fill First Name, Last Name, Sex, Date of Birth, Class.
SAY"Start with the basics."
SHOWClick the Parents/Guardian tab. Fill Father's Name, Occupation, Phone, Mother's Name, Occupation, Phone.
SAY"This phone number is important — it's what SMS alerts and attendance notices go to later."
SHOWClick Medical & Languages, then School History, then fill in briefly.
SAY"Fill these in as much as you have — none of it is wasted, it all shows up on the student's profile."
SHOWClick Emergency. Fill Contact Name and Phone.
SAY"An emergency contact separate from the parents, in case they can't be reached."
SHOWClick Photo & Signature. Click "Capture Photo", then "Save Signature".
SAY"A photo on file helps staff recognise students, especially in a big school, and a signature is used on certain school documents."
SHOWClick "Add Student" to submit.
SAY"And that's it — this student now exists everywhere in the system."
OUTROBack on the Students list, point at the view, edit and delete icons on a row.
OUTRO"You can always come back and update a record. Notice you can't delete a student who already has payment history — the system offers to deactivate them instead, so you never lose financial records by accident."
Video 8: Staff Records & User Accounts ~5:00
INTROOpen Staff. Click "Add Staff".
INTRO"This is your HR file — everything about a staff member, whether or not they ever log into the system."
SHOWWalk through the Particulars, Professional, and Bank & Official tabs briefly.
SAY"Contact details, qualifications, SSNIT number, salary — the full file, in one place instead of a folder in a cabinet."
SHOWClick Save.
SAY"Now, if this person actually needs to log in — say, a teacher — that's a separate step."
SHOWOpen User Management. Click "Add New User".
SAY"This is where you create an actual login."
SHOWFill Username, Password, Full Name, Email, Role. Click "Add User".
SAY"The role you pick decides exactly what they can see — a cashier doesn't see payroll, a nurse doesn't see financial reports."
OUTROClick the "User Activity Log" tab.
OUTRO"And you can always see who did what, and when."
Video 8b: Staff Performance, Classification & Bonus ~6:00
INTROOpen Staff Performance. Point at the "Due This Week" list.
INTRO"Every staff member who's teaching a class or subject gets one weekly observation — this list shows who's still due."
SHOWPick a staff member. Score a few of the 12 criteria. Fill Strengths, Areas for Improvement, Comments. Click "Submit Observation".
SAY"Twelve teaching-observation criteria, scored one to five, plus notes — this is the raw evidence everything else is built from."
SHOWOpen Portfolio, search for the same staff member.
SAY"Their whole file lives here — conduct, attendance, portfolio, responsibilities — and it all rolls into one computed score."
SHOWPoint at the Performance Rating card and its per-area breakdown.
SAY"This score, this rating band, this suggested bonus band — none of it is final. It's a suggestion."
SHOWIf this staff member teaches, scroll to "Learner Performance" and point at the Class Δ and Weaker Learners Δ columns.
SAY"For a teacher, it also ties straight to what their students actually did — did the class average move since last time, and did the weakest students catch up or fall further behind."
SHOWScroll to "Professional Development". Click "Log Activity", fill the title, provider and date, attach evidence, and Save. Point at "Achievements" and "Documents" underneath.
SAY"Training attended, certificates earned, contracts on file — it's all logged here with the evidence attached, instead of living in someone's email or a folder in a cabinet."
SHOWUnder "Recent Reviews", click "Request Correction" on a past review, fill a reason, and submit.
SAY"And if a score was genuinely entered wrong, this is the fix — a proper request with a reason, not quietly editing history. A reviewer still has to sign off before it changes anything."
SHOWClick "New Recommendation", pick Classification Change, fill a rationale, click "Submit for Approval".
SAY"Any real change to classification or bonus goes through an approval chain your school sets up — nothing here changes a staff member's record on its own."
OUTROOpen Configuration briefly, point at Assessment Weights and Bonus Bands.
OUTRO"And every number behind this — the weights, the bands — is something your school controls, not something baked into the software."
Video 8c: Staff Attendance Kiosk ~3:00
INTROOpen Staff Attendance. Click "Open Attendance".
INTRO"One click each morning opens the window for staff to clock in — before this, the kiosk stays locked."
SHOWOpen the kiosk screen. Search a name, tap it, enter a PIN, tap "Confirm".
SAY"No login needed at the kiosk itself — just a name and a PIN, and it works out clock-in or clock-out automatically."
OUTROBack on the Settings tab, point at "Default expected clock-in time" and "Grace period".
OUTRO"Set one school-wide expected time, or override it for an individual on their own staff record."
Video 8d: Staff Analytics, Reports & Audit Trail ~6:00
INTROOpen Staff Performance, then click "Analytics & Comparison". Point at the filter row — Department, Period, Staff, Classification, Subject, Class, Rating.
INTRO"Everything on this page can be sliced down to exactly the group you care about — one subject, one class, one rating band, or all of it."
SHOWSet Subject to one subject and Rating to a band. Click "Apply".
SAY"Filter to, say, every Maths teacher rated Good or above, and the whole page updates around that."
SHOWPoint at "Average Score Trend", "Attendance Trend", and "Punctuality Trend".
SAY"Three separate trend lines — teaching score, clock-in rate, and punctuality — so you're not guessing which one is actually the problem."
SHOWPoint at the "By Subject" chart, then click "Clear".
SAY"And this breaks the same score down by subject, so you can see at a glance where teaching is strongest across the school."
SHOWScroll to "Classification & Rating Overview". Point at "Worth a Look", "Staff Requiring Improvement", and "Staff Due for Classification Review".
SAY"Three ready-made worklists — who's overdue a promotion conversation, who needs support, and who hasn't been reviewed in a while."
SHOWScroll to "Bonus Awards". Find one marked "no numeric amount could be resolved automatically", type an amount, click "Apply to Payroll".
SAY"Once management approves a bonus, it doesn't just sit there — supply the amount, apply it, and it lands as an allowance on that staff member's next payslip automatically."
SHOWPoint at a row with a "Reverse" button.
SAY"And if a bonus was applied in error, reverse it — it comes back out of payroll with the same clean record, nothing edited quietly."
SHOWScroll to "Pending Assessment Corrections". Open one, review the requested change, click Approve.
SAY"This is where a correction someone requested from their own portfolio actually gets reviewed — nothing changes on a record until it's approved right here."
SHOWClick "Reports" in the top bar. Scroll to "Monthly / Termly / Annual Performance Report", set the granularity, and click "Download CSV".
SAY"One report, three ways to slice it — a month, a term, or the whole year, per staff member."
OUTROClick "Audit Trail" in the top bar. Filter to one staff member. Point at the colour-coded source badges — Assignment, Recommendation, Attendance, Appeal, Conduct, Bonus, Assessment, Configuration.
OUTRO"And this is the one feed that ties it all together — every score, correction, bonus and configuration change for this person, in one place, in order."
Video 8e: Staff Self-Service Profile Editing ~5:00
INTROOn the Teacher Portal, open the "More" menu and tap "My Profile".
INTRO"Staff don't have to ask the office to fix a wrong phone number or add a qualification anymore — they can propose it themselves, right from their own portal."
SHOWEdit a field, like Phone. Tap "Add a document", pick a type such as "Certificate", and attach a file.
SAY"Change any of your own details, and attach evidence if it's something like a new certificate."
SHOWType a short note to the reviewer. Tap "Submit for Review".
SAY"Submit it — but nothing changes yet. This goes to your school's HR or Registrar first."
SHOWPoint at the pending banner now showing on the My Profile tab.
SAY"You can see your request is waiting, and you can't submit a second one until this one's decided — so there's never two conflicting requests in flight."
SHOWSwitch to the admin app. Open Staff. Click "Profile Edits".
SAY"On the admin side, every one of these lands in a single approval queue, with a badge so nothing sits there unnoticed."
SHOWOpen the pending request. Click "Approve".
SAY"Approve it, and the change applies straight to the real staff record — nothing was ever written there until this exact click."
SHOWOpen another request. Click the reject icon, type a reason, and submit.
SAY"Or reject it with a reason, and the staff member sees exactly why."
SHOWOpen the Staff Profile Kiosk on a shared device. Search a name, tap it, and enter the same PIN used for attendance clock-in.
SAY"And for staff with no portal login at all — support staff, kitchen staff, security — this is the same self-service, from a kiosk, with just a name and their PIN."
OUTROPropose a change and attach a document. Confirm the submission.
OUTRO"It feeds into the exact same approval queue we just looked at — no separate process for anyone to manage."
3 Finance
Video 6: Fees & Payments ~8:00
INTROOpen Fees. Stay on "Fee Structures". Click "Add Fee Structure".
INTRO"First, tell the system what's owed — before you can record what's been paid."
SHOWFill Class, Fee Type, Amount, Term, Due Date, Academic Year. Click "Add Structure".
SAY"Set an amount per class, per term, per fee type — school fees, feeding fees, admission fees, whatever your school charges for."
SHOWClick the "Payment History" tab. Find a student, click the plus (Add Payment) icon.
SAY"Now let's record a payment."
SHOWIn the modal, tick two outstanding fee items for this student — or tick "Select all [Term] items".
SAY"Here's the part worth paying attention to — if a parent is paying more than one fee item at once, tick them all. Watch what happens."
SHOWPoint out the form is now recording one bulk payment.
SAY"That's it — one transaction, one receipt, instead of your cashier processing three separate payments for the same parent."
SHOWFill Amount Paid, Payment Date, Payment Method. Click "Record Payment".
SAY"Cash, card, bank transfer or online — whatever the parent actually used."
SHOWOpen a student's "View All Payments". Point at "Issue Credit".
SAY"If a parent overpays, or a fee needs correcting, use Issue Credit — it records the balance owed back to them, properly, instead of a note on a piece of paper."
OUTROPoint at the "Coupon Code" field on the payment form.
OUTRO"And if your school gives a sibling discount or an early-payment discount, apply the coupon right here and the total adjusts automatically."
Video 7: Expenses & Financial Reports ~7:00
INTROOpen Expenses. Click "Add Expense". Fill category, amount, date, description, and attach a receipt.
INTRO"Every cedi that goes out gets logged here, categorised, so you can see exactly where it went."
SHOWPoint at the "Expenses by Category" breakdown.
SAY"This tells you at a glance what's eating your budget — salaries, maintenance, supplies, whatever it is."
SHOWOpen Reports. Stay on the default Report Type, "Fee Collections". Set a date range and generate.
SAY"This one's grouped by student now — if a parent paid three times this month across different fee items, that's one row for them, not three."
SHOWClick "View More" on a student's row.
SAY"Click View More, and it breaks that total down by fee category — tuition, feeding, whatever they actually paid for — without leaving the report."
SHOWPoint at the "Cashier" filter above the table. Pick one cashier.
SAY"Filter the whole report down to one cashier — handy for reconciling a till at the end of a shift, and a cashier logging in themselves only ever sees their own transactions here."
SHOWClick "Receipt" on a student's row.
SAY"And this prints one consolidated receipt covering everything that student paid across the period — not a separate slip per transaction."
SHOWClick the "Online Payments" tab.
SAY"Every card and Mobile Money payment a parent made from home shows up here now, with its status — success, pending, or failed."
SHOWBack on Current Report, change the Report Type dropdown to "Profit & Loss".
SAY"This is the report your board or your proprietor actually wants to see — collections against expenses, for any period."
SHOWSet a date range and generate the report.
SAY"Six report types are built in — fee collections, expenses, outstanding fees, profit and loss, class summaries, and individual student statements."
OUTROClick "Export to Excel", then "Export to PDF".
OUTRO"Export it, print it, or hand it straight to your accountant — whatever they need it in."
Video 19: Finance & Procurement Approvals ~6:00
INTROOpen Finance & Procurement. Point at the stat tiles.
INTRO"This adds a proper approval chain on top of your regular Expenses — for schools where more than one person needs to sign off on spending."
SHOWClick "New Request" under Expenditure Requests. Fill Date, Amount, Category, Description, Vendor, and attach a receipt photo. Click "Submit Request".
SAY"Any staff member can raise a request with the details and a photo of the receipt or quote."
SHOWOpen the Approvals Inbox. Click "Review" on the pending request.
SAY"Whoever's next in the approval chain sees it land here."
SHOWAdd a comment. Click "Approve".
SAY"Approve it, with a comment if needed — or reject it, and the requester sees exactly why."
SHOWPoint at the "Disburse" button once approved.
SAY"Once fully approved, it's marked ready to pay out."
OUTROOpen Events & Excursions. Click "New Event". Fill Event name, Budget, Location. Save. Open it and click "Bill students".
OUTRO"And for a school trip or an excursion, track the whole budget in one place, and bill each participating student their share directly."
Video 19b: Advanced Discounts & Rebates ~6:00
INTROOpen Advanced Discounts & Rebates, under Finance in the sidebar. Point at the Programmes tab.
INTRO"This add-on automates the discounts your school already gives out by hand — sibling rebates, loyalty, early-payment promotions — so nobody has to remember to apply them at the till."
SHOWClick "New Programme". Fill Programme Name "Parent Rebate", pick Category "Parent Rebate" and Strategy Type "Number of Children".
SAY"Name it, and tell it what kind of rule it is — this one triggers off how many of a parent's children are enrolled."
SHOWAdd three tiers — 3 children at 25%, 4 at 50%, 5 or more at 100%.
SAY"Set your bands — it always uses whichever tier the family's actual number falls into, never a guess in between."
SHOWPoint at the Priority field and the Fee Scope section.
SAY"Priority decides which programme wins if a student qualifies for more than one — only ever one discount applies per fee, never stacked. And Fee Scope lets you restrict a programme to specific fee types or classes, instead of every bill this student gets."
SHOWSave, then set the programme's status to Active.
SAY"Nothing applies until it's Active — build it, check it, then switch it on."
SHOWOpen Fees and record a bulk payment for a qualifying family, or open the parent's Online Payment checkout. Point at the discount being applied automatically to the total.
SAY"And here's the payoff — no coupon code, no manual step. The system recognises this family qualifies and takes the discount off automatically, on a bulk payment or an online one."
SHOWClick the "Discount History" tab. Point at one entry.
SAY"Every discount ever applied is logged here — which programme, which tier, and exactly how much it took off."
OUTROClick the "Staff Linking" tab.
OUTRO"And if your school also runs a Staff Rebate for staff wards, this is where you link a parent-portal account to the staff member — that's what makes them eligible. There's a full written guide for this add-on if you want to go deeper than this video."
4 Academic
Video 5: Taking Attendance & Sending Absentee SMS ~4:00
INTROOpen Attendance. Stay on the "Take Register" tab.
INTRO"This is the daily register — the same one your teachers will use from their own portal, which we'll cover later."
SHOWSelect a Class and today's Date. Click "Load".
SAY"Pick the class and the day."
SHOWClick "All Present". Then flip two or three students to Absent, Late or Excused, and type a note on one.
SAY"Most days, almost everyone is present, so start there and just fix the exceptions."
SHOWClick "Save Register".
SAY"Saved — this now feeds attendance reports and, if a school has it on, the SBA attendance score on the report card."
SHOWClick the "View Records" tab. Filter by class and a date range.
SAY"Look up any past day in seconds instead of digging through an attendance book."
OUTROClick the "SMS Absentees" tab. Show the message box with placeholders. Click Send.
OUTRO"And this is what makes it worth doing every day — parents of absent children get a text the same morning, automatically."
Video 11: Terminal Reports & Report Cards ~7:00
INTROOpen Terminal Reports. Stay on "Score Entry". Pick Class, Term, Academic Year. Click "Load Students".
INTRO"This is where marks turn into an official report card."
SHOWClick a student's row to open the score-entry modal.
SAY"For every subject, you enter a Class Score and an Exam Score."
SHOWType a Class Score and Exam Score for one subject. Point at the grade badge updating.
SAY"The total and the grade calculate themselves the moment you type."
SHOWPause and explain the continuous-assessment system without clicking.
SAY"Behind that Class Score is Ghana's SBA system — class tests, projects, group work and homework all roll up into that one number, usually weighted 30 percent of the final grade against 70 percent for the exam. Your school can set its own split in Settings."
SHOWClick "Save All Scores".
SAY"Save, and this student's grade is locked in for this subject."
SHOWClick the "Generate Report" tab. Pick Class, Term, Year, Student. Click "Generate Report".
SAY"Now the report card itself — subject grades, class position, attendance, conduct, and remarks, with your school's own branding."
OUTROClick "Print Report" or "Download PDF".
OUTRO"Print it, or download it — either way, it's ready to hand to a parent."
Video 12: AI Exam & Question Generator ~8:00
INTROOpen Exams. Click into the "AI Generator" tab.
INTRO"This builds exam questions for you — either from material you already have, or from a plain list of topics."
SHOWChoose "From topics (no upload)". Type two or three topics into "Topics to cover".
SAY"No material to upload? Just type the topics you want covered."
SHOWSet Subject, Class Level, Term, Academic Year, and Difficulty.
SAY"Tell it which class and subject this is for, and how hard the questions should be."
SHOWSet the question-type counts — a few MCQ, a couple of Theory, one Fill Blank.
SAY"Choose your mix of question types, and it'll show you a running total."
SHOWClick "Generate Questions". Let the progress overlay play through its stages.
SAY"It generates the questions, then runs them past a second AI check before saving anything to your question bank — so what lands here has already been reviewed once."
SHOWClick the "Question Bank" tab. Filter by subject and class.
SAY"Every question you've generated or added by hand lives here, searchable."
SHOWClick the "AI Paper Generator" tab. Walk through Step 1 (Class & Subject), Step 2 (Study Materials), and Step 3 (fill Exam Title, Duration, Total Marks).
SAY"This goes a step further — it assembles a complete exam paper, matched to your school's own format."
OUTROClick "Generate Exam Paper". Point at the Student Copy / Teacher Guide preview toggle and the PDF download buttons.
OUTRO"You get a student copy, a teacher's answer guide, and a downloadable PDF — ready to print."
Video 13: Timetable Builder ~5:00
INTROOpen Timetable. Pick a Class, Term, Academic Year. Click "Load Timetable".
INTRO"A weekly grid for one class, one term."
SHOWClick "Add" on an empty period cell. Fill Subject, Teacher, Room.
SAY"Click any open slot and assign the subject, the teacher, and the room."
SHOWDeliberately assign a teacher who's already booked at that time, to trigger the warning.
SAY"And here's the useful part — if that teacher is already teaching somewhere else at the same time, it warns you before you save. No more double-booked teachers."
SHOWClick "Copy From Term". Fill Source Class/Term/Year and Target Class/Term/Year. Click "Copy Timetable".
SAY"Starting a new term with mostly the same schedule? Copy it across instead of rebuilding from nothing."
OUTROClick "Print Timetable".
OUTRO"And print a clean copy for the staff room wall."
Video 16: Lesson Plan Review ~4:00
INTROOpen Lesson Plan Review. Filter Status to "Submitted".
INTRO"Every plan a teacher submits lands here before it's ever taught."
SHOWClick the eye icon on one plan.
SAY"Open it up, and you see exactly the same layout the teacher's own PDF uses — no separate file to request."
SHOWScroll through the preview. Point at the GES-completeness indicator back on the list.
SAY"That little checkmark on the list tells you at a glance whether a plan filled in the GES curriculum fields, not just the free-text ones."
SHOWType a short comment. Click "Approve".
SAY"Approve it, with an optional comment."
SHOWOpen another submitted plan. Type a required comment. Click "Send Back".
SAY"Or send it back — a comment is required here, so the teacher always knows exactly what to fix, not just that it was rejected."
OUTROClick the "Lesson Notes" tab. Open one note, add a comment, save.
OUTRO"Lesson notes work a bit differently — no formal approval, just a visible comment if you want to leave feedback."
5 AI & Analytics
Video 15: Progress Analytics ~6:00
INTROOpen Progress Analytics. Point at the School / Class / Student toggle.
INTRO"The same score data behind your report cards, turned into a picture over time instead of a single term's snapshot."
SHOWSet Year and Term filters, stay on School view.
SAY"Start at the whole-school level."
SHOWPoint at the KPI tiles, then the "Performance trend" chart.
SAY"Is the school improving term over term, or slipping? This answers that in one glance."
SHOWScroll to "Grade distribution" and "Subject performance".
SAY"See which subjects are strongest, and how grades are spread across the school."
SHOWScroll to "Most improved & declined" and the attendance-vs-score scatter chart.
SAY"This flags which students moved the most between the last two terms, and whether poor attendance is actually costing marks."
SHOWSwitch the toggle to "Student". Pick one student.
SAY"Drill all the way down to one child, compared against their own class average."
OUTROClick "Generate summary" on the AI card, if visible.
OUTRO"And if your school has the AI module, it'll write you a plain-English summary of exactly what you're looking at."
Video 30: RBC AI Agent ~5:00
INTROOpen RBC AI Agent. Stay on "AI Chat".
INTRO"This is different from a normal chatbot — it has live access to your school's actual data, and it can take real action, not just answer questions."
SHOWClick the "Fee Reminders" quick action.
SAY"Use a quick action for something you do often."
SHOWType a free-form question into the chat box: "How many students owe fees this term?" Send it.
SAY"Or just ask it directly, in your own words, and watch it pull the real number from your data."
SHOWType: "Generate a Maths exam for Class 5." Send it.
SAY"It can even trigger other parts of the system for you, like generating an exam."
SHOWClick "Task History".
SAY"Everything it's done is logged, so nothing happens without a record."
OUTROClick "Schedules". Click "Add Schedule".
OUTRO"And you can schedule a task to repeat automatically — a fee reminder every Friday, for example."
Video 31: AI Analytics ~4:00
INTROOpen AI Analytics. Point at the "AI Model Status" card.
INTRO"This is different from the AI Agent — no chat here, just predictions, built from your school's own payment history."
SHOWPoint at the four metric tiles.
SAY"Students at risk, a six-month forecast, and what's expected next month."
SHOWPoint at the "Revenue Forecast" chart.
SAY"A six-month forecast, with a confidence range — not a wild guess."
OUTROScroll to "Students at Risk of Late Payment". Click the view icon on one row.
OUTRO"And a list of exactly which students are likely to fall behind on fees, so your office can follow up before it becomes a real problem."
6 Canteen Module
Video 18: Canteen Management ~6:00
INTROOpen Canteen > Session Setup. Click "New Session".
INTRO"This replaces a cash queue at your canteen with a simple scan."
SHOWPick a preset (Breakfast/Lunch/Supper), set Date, Start/End Time, Price per Meal, and tick the classes covered. Click "Create Session".
SAY"Set the price once for the session — this isn't an itemised menu, it's a flat price per meal."
SHOWOpen the Canteen Scanner kiosk screen. Show a QR scan.
SAY"A student scans their card, the system checks their feeding fee is paid, and confirms the meal — no cash changing hands."
SHOWShow the "Add Manually" / Manual Override modal — PIN, student search, reason dropdown.
SAY"If a QR code is damaged or a phone's flat, staff can override manually with a PIN, and the reason is logged."
SHOWOpen the Cook Dashboard, log in with the PIN keypad, point at the live "Confirmed" count.
SAY"Kitchen staff see exactly how many meals have been confirmed, in real time."
OUTROOpen Reports. Pick "Financial Reconciliation". Click "Export PDF".
OUTRO"And at the end of the day, it reconciles itself — meals served against fees paid."
Video 18b: Canteen Matron, Cooks & Feeding Menu ~5:00
INTROLog into Canteen > Matron with a matron account. Point at the five tiles.
INTRO"This is a completely separate flow from meal check-in — this is what the canteen actually buys and stocks."
SHOWOpen "Restock Requests". Click "New Request", fill amount and reason, submit.
SAY"The matron asks for market money, and it routes into the school's normal approval chain."
SHOWOpen "Purchase Inspection" on an approved, disbursed request. Log the actual items bought.
SAY"Once the money's released, she records exactly what was bought — that's what feeds the stock history."
SHOWOpen "Issue to Cooks". Pick a cook, issue stock, flag an item Perishable.
SAY"Stock gets handed out to a named cook, so there's always a record of who has what."
SHOWSwitch device. Open Canteen > Cooks, log in with the cook's PIN. Fill items sold, leftover, and cash received. Submit.
SAY"At the end of the day, the cook files her own report — what sold, what's left, and how much cash came in — on her own PIN-protected screen."
SHOWBack on the Matron dashboard, open "Cook Sales Reports", approve the report.
SAY"The matron reviews and approves it, including what happens to any perishable leftovers."
SHOWOpen "Feeding Menu". Upload a photo or Excel sheet, pick which classes it applies to, save.
SAY"And she can post the actual menu — a photo or a day-by-day sheet — straight to parents."
OUTROSwitch to the Parent Portal. Open "Menu".
OUTRO"Parents see it automatically, filtered to their own child's class."
7 Parent Portal
Video 37: Parent Portal — Getting Started ~3:00
INTROOpen the Parent Portal login page. Type in a phone number and password. Tap "Sign In".
INTRO"You log in with the phone number your child's school registered, and the password they gave you."
SHOWTap "Forgot Password?". Show the OTP flow briefly.
SAY"Forgotten your password? Tap here, and we'll text you a code to reset it — no need to call the school office."
SHOWLand on Home. Point at a child's card.
SAY"This is your home screen — one card for each of your children."
OUTROPoint at the Fee Summary and Upcoming Exams sections on the card.
OUTRO"See what's owed and what's coming up, without digging any further."
Video 38: Parent Portal — Fees, Reports & Progress ~5:00
INTROTap "View Details" on a child's card.
INTRO"Tap into your child's page for the full picture."
SHOWPoint at the "Fee Desk Pass" QR code.
SAY"This QR code is your fee desk pass — show it at the school's payment window instead of remembering an account number."
SHOWTap "View Fees". Point at the Fee Breakdown table. Tap "Pay Online" on one item.
SAY"Or pay straight from here — pick what you're paying, and choose card or Mobile Money."
SHOWWalk through the Payment Method selection and submit.
SAY"MTN, Vodafone Cash, AirtelTigo, or card — whichever is easiest for you."
SHOWGo back. Tap "View Reports". Pick a Term. Tap "Load Report".
SAY"And once the school has released a report card, this is where you'll find it."
OUTROTap "Download Report Card PDF" (or show the "not yet released" message).
OUTRO"Download it, save it, print it — it's yours to keep."
Video 39: Parent Portal — Timetable, Exams, Messages & Settings ~4:00
INTROTap "View Timetable".
INTRO"See your child's weekly class schedule, any time."
SHOWTap "View Exams".
SAY"And their upcoming exam dates, plus past results."
SHOWOpen the Messages tab. Tap "Send Message to School". Fill Subject and Message. Send.
SAY"Got a question for the school office? Send it directly, right here — no need to call or wait for a PTA meeting."
SHOWOpen the Settings tab. Update the Phone or Email field. Save.
SAY"Keep your own contact details up to date."
OUTROTap "Change Password". Fill Current, New, Confirm.
OUTRO"And change your password any time you want to."
8 Communication
Video 9: Alerts & SMS ~4:00
INTROOpen Alerts. Stay on "Send Alert".
INTRO"This is your bulk messaging tool — SMS, Email, or WhatsApp if that's switched on."
SHOWSet Alert Type, and Recipients to "Whole Class".
SAY"Message one student, a whole class, or the entire school."
SHOWOpen the "Use Template" dropdown and pick "Fee Due Reminder". Point at the placeholder badges.
SAY"Use a ready-made template, and these placeholders — the student's name, the amount owed — fill in automatically, personalised for every single parent."
SHOWClick "Send Alert".
SAY"One click, and every parent gets their own version of the message."
OUTROClick the "Notification Logs" and "SMS Logs" tabs.
OUTRO"Everything sent is logged, so you can always check what went out and when."
Video 10: Staff Announcements & Internal Messaging ~3:00
INTROOpen Communication. Click "New Announcement".
INTRO"Alerts is for messaging parents. This is different — it's your staff notice board."
SHOWFill a title and body. Post it. Point at the pin option.
SAY"Post a school-wide announcement, and pin the important ones so they don't get buried."
SHOWClick "Compose". Pick a recipient and send a short message.
SAY"You can also message one person directly, staff to staff."
OUTROPoint at the Inbox and Sent tabs, and the unread badge.
OUTRO"Just like any inbox — nothing gets missed."
Video 21: WhatsApp Communications ~5:00
INTROOpen WhatsApp. Point at the connection status badge.
INTRO"Once we've connected your school's WhatsApp number — which we do together during onboarding — you can message parents right from here."
SHOWType a number into "Send Message", type a message. Click "Send".
SAY"Send a one-off message, exactly like you would from your own phone."
SHOWPoint at the "Recent Messages" log.
SAY"Every message sent or received is logged here."
SHOWOpen Settings and scroll to "WhatsApp Usage This Month", right below the SMS Usage card.
SAY"Just like SMS, WhatsApp runs on its own monthly message budget, so you always know where you stand instead of finding out mid-term when messages stop sending."
SHOWPoint at the usage bar and the Monthly Cap / Top-up Balance / Remaining figures.
SAY"See exactly how many messages you've sent this month, and how many you've got left."
SHOWClick "Request More WhatsApp Budget".
SAY"Running low before the month resets? Request more right from here — same as topping up SMS."
OUTROPause, no click.
OUTRO"One thing worth knowing — WhatsApp only allows free-form messages within 24 hours of a parent's last reply. Outside that window, your message waits until they reply again. That's a WhatsApp rule, not ours."
10 Teacher Portal
Video 32: Getting Started & the Today Tab ~4:00
INTROOpen the Teacher Portal login page. Sign in (or note that it's automatic if you're already logged into the main app).
INTRO"This is your own space, separate from the admin dashboard, built for your phone. If you're already logged in on the main system, it'll sign you straight in — no second password."
SHOWLand on the "Today" tab. Point at the Lessons Done counter.
SAY"This is your day at a glance — how many lessons are done, how many are left."
SHOWPoint at "Attendance Pending".
SAY"This shows exactly which classes you haven't taken attendance for yet."
SHOWTap "Take" on one of the pending cards.
SAY"Tap it, and it jumps you straight into that class's register — no hunting through menus."
OUTROPoint at "Homework Needs Marking".
OUTRO"And this reminds you what's waiting to be marked."
Video 33: Attendance & Marks ~4:00
INTROOpen the Attendance tab. Pick a Class.
INTRO"Same register as the admin side, but this only shows your own classes."
SHOWTap "Mark All Present". Flip two students to Absent or Late.
SAY"Mark everyone present, then fix the few who aren't."
SHOWTap "Save Attendance".
SAY"Done — under a minute."
SHOWOpen the Marks tab. Pick Class and Subject.
SAY"Now let's enter scores."
SHOWType a Class score and Exam score for one student. Point at the grade badge.
SAY"Type both scores, and the grade works itself out."
OUTROTap "Save All Marks".
OUTRO"And these scores are exactly what feeds into that student's report card."
Video 34: Assessments, Homework & Lesson Plans ~6:00
INTROOpen the Assessments tab. Expand "Assessment Components". Tap "Add Component".
INTRO"This is where your class tests, projects and homework scores turn into that Class Score we talked about earlier."
SHOWFill a component name and weight. Tap "Save Components".
SAY"Set up your components — a class test worth this much, a project worth that much."
SHOWPick a component. Enter a score for one student. Point at the live "CA Preview".
SAY"Score it, and see exactly how it'll count toward the final class score before you even save."
SHOWTap "Save Assessment Scores".
SAY"Saved, and it's already rolled into Terminal Reports."
SHOWOpen the Homework tab. Tap "Assign".
SAY"Now let's set homework."
SHOWFill Class, Due Date, Subject, Title, Description. Tick "Visible to parents". Tap "Assign".
SAY"Tick this, and parents see the homework and the due date on their own portal too — no more 'my child didn't tell me'."
SHOWTap "Track" on the assignment. Mark one student's score and status.
SAY"Track who's submitted, who's missing, and mark it as you go."
OUTROOpen Lesson Plans. Tap "New Plan". Fill Class, Week, Objectives, Content. Tap "Save Draft", then "Submit".
OUTRO"And if your school reviews lesson plans, draft it here and submit it for approval when it's ready."
Video 35: Academic Planning ~4:00
INTROOpen the Academic Planning tab, if your school has this add-on. Tap "Assessment Plan".
INTRO"Where Lesson Plans is your week, this is your whole term."
SHOWPick a Class and Subject. Tap "Add Row". Fill Week, Assessment Type, Topic Covered, Max Score.
SAY"Add a row for every test or project you're planning — which week, what it covers, how many marks it's worth."
SHOWTap "Save Draft".
SAY"Save as a draft, and keep adding to it until it's ready."
SHOWTap "Program Outline". Pick the same Class and Subject. Add a row per week with a Topic.
SAY"Switch to Program Outline, and lay out your week-by-week topics for the whole term."
OUTROTap "Submit" on the outline.
OUTRO"Submit it, same as a lesson plan — your admin reviews it and either approves it or sends it back with a note."
Video 36: My Classes, Progress, Notices & Student Support ~5:00
INTROOpen the My Classes tab. Tap a student card.
INTRO"Every student in your classes, one tap away from their attendance history, parent contact, and current scores."
SHOWOpen the Progress tab, if it's on. Pick "My classes".
SAY"If your school has Progress Analytics, you get the same trend charts as the admin dashboard — just scoped to your own classes."
SHOWOpen the Notices tab.
SAY"Anything the school office posts shows up here, with a badge when there's something new."
SHOWOpen Student Support. Pick the "At Risk" tab. Tap a flagged student.
SAY"This flags students who are slipping — on scores, attendance, or homework — before it becomes a bigger problem."
OUTROTap "Log Intervention". Fill Type and Note. Tick "Share with parent" if appropriate. Save.
OUTRO"Log what you're doing about it, and choose whether the parent should see this note too."
11 Add-on Modules
Video 20: Multi-Level Academic Calendar ~3:00
INTROOpen Settings > School Calendar. Click "Add Term".
INTRO"If your school runs more than one level — say, a Creche alongside a JHS — you don't have to force them onto one calendar."
SHOWPoint at the "Programme Level" field. Pick "JHS". Fill dates. Click "Save Term".
SAY"Set this term's dates for just JHS."
SHOWAdd another term entry, this time for "Lower Primary" with different dates.
SAY"And a different set of dates for Lower Primary — each section keeps its own calendar."
OUTROPoint at the live "School Days" count per level.
OUTRO"The school-day count updates per level automatically, based on the holidays you've entered."
Video 22: Leadership & Activities ~3:00
INTROOpen Leadership & Activities. Search for a student.
INTRO"This keeps a student's leadership and activity history on their actual record, not in a teacher's private notebook that gets lost when they leave."
SHOWUnder Leadership Roles, click "+". Fill Role, Year, Term, Note. Click "Save role".
SAY"Log a prefect or leadership position, with the year and term it happened."
OUTROUnder Extracurricular Activities, click "+". Fill Activity name, Type, Year, Position, Achievement. Click "Save activity".
OUTRO"And any club, sport or society — with whatever they achieved in it."
Video 23: Health & Medical Records ~4:00
INTROOpen Health Records. Point at the confidentiality banner. Search for a student.
INTRO"This is confidential medical information, visible only to admin staff and the school nurse — worth saying that out loud on camera."
SHOWFill Blood Group, Allergies, Chronic Conditions, Emergency Contact. Click "Save Profile".
SAY"Set up the medical profile once — allergies, conditions, who to call in an emergency."
OUTROClick "Log visit". Fill Complaint, Temperature, Treatment Given, Outcome. Click "Save visit".
OUTRO"Every time a student visits the infirmary, log it here — what was wrong, what was given, and the outcome."
Video 24: Payroll — SSNIT & PAYE ~6:00
INTROOpen Payroll > "Payroll Register". Click a staff row to open their pay panel.
INTRO"Set this up once per staff member — or upload everyone at once from a spreadsheet."
SHOWFill Basic Salary, Transport/Housing/Other allowances. Click "Recalculate", then point at the pre-filled 13% SSNIT/GROSS/Statutory Deductions/NET SALARY. Click Save.
SAY"Type the basic salary and allowances, hit Recalculate, and it works out SSNIT and PAYE for you, correctly, using Ghana's actual tax bands."
SHOWSwitch to "Payroll Runs". Pick a month. Click "Create Run".
SAY"At the end of the month, create a payroll run."
SHOWOpen the run. Point at the per-staff breakdown table and the totals row.
SAY"See every staff member's pay in one table, with the employer's SSNIT contribution totalled at the bottom."
OUTROClick "Finalize".
OUTRO"Finalising locks the run — no more edits — and generates each staff member's payslip."
Video 25: Biometric Attendance ~5:00
INTROOpen Biometric Attendance > Devices tab. Click "Add Device".
INTRO"This connects a fingerprint or facial terminal, or lets you use a browser face-scan instead."
SHOWFill Name, Serial Number, Type, Connection, IP address. Click Save.
SAY"Register the device once."
SHOWClick "Open Face Kiosk". Show a live camera capture.
SAY"No fingerprint hardware? Any device with a camera works as a face-scan kiosk."
SHOWSwitch to "Recent Punches". Point at an unmatched punch. Click "Assign".
SAY"If a punch can't be matched to a person automatically, staff can assign it manually — nothing gets lost."
OUTROPoint at the "Attendance" checkmark column.
OUTRO"And once it's matched, it's already sitting in your regular Attendance record — no separate step."
Video 26: Clearance & Certificates ~5:00
INTROOpen Clearance & Certificates. Search for a student.
INTRO"Before any student leaves — graduating, transferring, or withdrawing — this is the checklist that makes sure nothing's left hanging."
SHOWPoint at the Fee Balance, Disciplinary Record, and Assets/Property status badges.
SAY"Three things get checked automatically: any fee balance, their disciplinary record, and any school property they still have out — a book, a locker key, sports kit."
SHOWClick into the Assets/Property check and mark an item returned.
SAY"Tick off property as it's returned."
SHOWPoint at a still-outstanding fee balance on the clearance record.
SAY"If there's a fee balance left at this point, the admin or bursar settles it manually — a refund, a waiver, whatever's agreed — and records it right here with a receipt."
SHOWOnce every check is clear, click "Generate Clearance Certificate".
SAY"Once every box is genuinely clear, generate the certificate — ready to print and hand over."
OUTROOpen the Alumni Archive tab.
OUTRO"And every student who's been fully cleared and left stays here, in your alumni record — not just deleted from the system."
Video 26b: Asset Management ~5:00
INTROOpen Asset Management. Click "Add Asset".
INTRO"Furniture, lab equipment, anything the school needs to track — this is a proper fixed-asset register, not a spreadsheet someone forgets to update."
SHOWFill Name, Quantity, Category, Location, Custodian 1. Click Save.
SAY"Set who's responsible for it, and where it lives — you can even name two joint custodians for shared equipment."
SHOWClick "Transfer" on the new asset, change Location and Custodian, click "Record Transfer".
SAY"Move it, and the full transfer history stays on record — who had it, when, and why it moved."
SHOWPoint at the "Due Soon" tab.
SAY"Anything with a warranty expiring or maintenance due shows up here automatically, thirty days out."
OUTROClick "Write Off" on an old asset, pick a method, click "Save".
OUTRO"And when something's finally retired, it moves to Disposed — it's never just deleted, the history stays."
Video 27: Reports Hub & Smart Reports ~6:00
INTROOpen Reports Hub. Point at the category tiles — Finance, Payroll, Attendance, Staff, Welfare.
INTRO"This is a cross-module reporting centre, separate from the exports you already know inside Fees and Terminal Reports."
SHOWClick into "Finance". Set a date range. Click "Export CSV".
SAY"Each category gives you a fixed set of columns — fast, no setup."
SHOWClick "Smart Reports". Pick a category — "Assessment".
SAY"But if you want something more specific, this is Smart Reports — a real custom report builder."
SHOWTick a handful of fields from the field picker (student name, class, subject, total, grade).
SAY"Choose exactly which columns you want — nothing you don't need."
SHOWSet filters — Term, Class. Choose export scope: "One sheet per class".
SAY"Filter it down, and choose how it's split across sheets — one combined sheet, or one per class, or one per term."
SHOWClick "Generate". Point at the live progress bar.
SAY"For a big school this can take a minute — watch it work through your data in real time instead of wondering if it's frozen."
OUTROClick "Download" once complete. Open the file to show multiple sheet tabs.
OUTRO"And you get back a genuine Excel file, multiple sheets and all — not just a CSV pretending to be one."
Video 28: Comprehensive Student Profile ~5:00
INTROOpen Students. Click "Add Student" (or edit an existing one). Click the "Comprehensive Profile" tab.
INTRO"With this add-on on, the student form grows one more tab."
SHOWPick an Admission Category — "Transfer". Fill NHIS Number, GPS Address. Upload a Guardian Photo.
SAY"Was this student fresh, continuing, a transfer, or a re-admission? Their NHIS number, their GPS address, and a photo of the parent or guardian responsible for them."
SHOWSave. Back on the Students list, click the "Comprehensive Profile" icon on that row.
SAY"Save, and now there's a dedicated page for this student — click straight through from the list."
SHOWPoint at the Academic Year, Term, Class and Student filters at the top.
SAY"This page has its own filter bar — jump to any student by year, term and class, without going back to the main list."
OUTROPoint at the two-column layout — student data on the left, parent and guardian information with the photo on the right.
OUTRO"Everything about this student, and everything about their parents and guardian, side by side — one screen, not five tabs."
Video 29: Academic Planning — Termly Review ~5:00
INTROOn the admin side, open Academic Planning. Point at the two tabs — Assessment Plans and Program Outlines.
INTRO"Where Lesson Plans covers one week, this covers a whole term — what a teacher intends to assess, and what they intend to teach, before the term even starts."
SHOWStay on Assessment Plans. Filter to "Submitted". Open one.
SAY"A Termly Assessment Plan is the schedule of tests and projects planned for the term — which week, what topic, how many marks."
SHOWClick Approve, or add a comment and Send Back.
SAY"Reviewed exactly the same way as a lesson plan — approve it, or send it back with a comment."
OUTROClick the "Program Outlines" tab. Open one submitted outline.
OUTRO"A Termly Program Outline is the week-by-week topic list — so you can see whether teaching is on pace before the term ends, not after."