ELIMU TRACK — User Guide

The Dashboard & Navigation

The dashboard is your control center. When you first log in, you will see a summary of your school's live data.

🔔 Notifications

Click the bell icon at the top-right. You will receive alerts when a teacher submits marks. Unread notifications show a red badge. Click a notification to mark it as read, or use "Clear All" to dismiss all.

Managing Students

➕ Adding a Single Student

1. Go to Students in the sidebar.
2. Click the green "+ Add Student" button at the top right.
3. Fill in: Full Name, Admission Number, Grade/Class, and Stream. The Stream dropdown will automatically show only the streams registered for the selected class. If a class has no streams, leave the stream blank.
4. Optionally add Date of Birth, Gender, Parent Name, and Parent Phone Number.
5. Click "Save Student". The student immediately appears in your student list.

📤 Bulk Upload via CSV

1. Click "Import CSV".
2. Download the sample template shown in the dialog. Open it in Excel or Google Sheets.
3. Fill in your students: columns must be ADM NO, NAME, CLASS, STREAM.
4. Save the file as CSV and upload it. The system will preview the data before saving.
5. Click "Confirm Import".

✏️ Editing a Student

Click the ✏️ Edit button next to any student. You can update all their details including their portal username and password in the "Student Portal Access" section at the bottom of the edit form.

🗑️ Deleting Students

Click the 🗑️ Delete button next to a student. This permanently removes them and all their marks. This action cannot be undone.

Exams & Mark Entry

📝 Creating an Exam

1. Go to Exams in the sidebar.
2. Click "+ Create Exam".
3. Enter a descriptive name like "Term 1 End-of-Term 2026". This name appears on report cards.
4. Select the Term and Year, then click Save.

🔗 Generating Teacher Entry Links

Teacher links allow your staff to enter marks without needing an admin account. This is the recommended workflow.

1. Go to Exams and click "Teacher Links" on the exam you want.
2. Select the Grade, Subject, and enter the Teacher's Name and Phone Number.
3. Click "Generate Link". A unique secure URL is created.
4. Click the WhatsApp or SMS button to send the link directly to the teacher's phone.
5. When the teacher opens the link, they see only their students. They enter marks (up to 3 assessments) and click "Save".
6. You receive a real-time notification on your dashboard the moment the teacher saves.

📊 Entering Marks Directly

You can also enter marks yourself. Go to the exam, click "Enter Marks", select the grade and subject, and type marks directly into the table.

🎛️ School Level Filtering in Marks Hub

For schools with multiple levels (e.g. Primary, Junior Secondary), the Marks page features **School Level Filter Chips** at the top. When the Class dropdown is set to **"All Classes"**:

• Clicking a level chip (e.g., Junior School) instantly filters the student list, marks entry grid, and view table to only display students and marks belonging to that level.
• The **Analysis Tab** dynamically filters subjects (charts and cards) and recalculates class statistics (Total, Average, Highest, Lowest, Pass Rate) locally from the filtered active level.

Reports & Transcripts

📄 Generating Report Cards

1. Go to Reports in the sidebar.
2. Select the Exam and Grade you want to print for.
3. Click "Generate Reports". A live progress bar shows each student being processed.
4. When complete, click "Print All" to send to your printer, or save individual cards as PDFs.

🏆 Rankings & School Level Filtering

Go to Reports → Rankings. You can view student standings sorted by aggregate points. If the Grade dropdown is set to **"All Classes"**, you can click any of the **School Level Filter Chips** at the top. The rankings list, student count, class context, and subject headings will dynamically filter to show only students and subject averages belonging to that specific school level.

⚙️ Custom Grading Rubric

Go to Settings → Grading Rubric. You can define your own grade levels (e.g., A, B+, C) with custom minimum scores and descriptions. The system automatically recalculates all grades when you save.

Messages & Parent Communication

⚙️ Setting Up Messaging (Do This First)

1. Go to Messages in the sidebar.
2. Click the "⚙️ API Settings" tab.
3. For WhatsApp: enter your ApiWap Token. For SMS: enter your Blessed Text API Key.
4. Select your preferred Default Channel.
5. Click "💾 Save Settings".

📨 Sending Marks Results to Parents

Go to Reports, open a student report card, and click the "Send to Parent" button. The system automatically formats the marks into a professional WhatsApp or SMS message and dispatches it instantly.

📢 Sending a Custom Broadcast

1. Go to Messages → Custom Message tab.
2. Choose the target: Individual phone, specific Grade, or All Parents.
3. Type your message and select the channel.
4. Click "🚀 Send Message".

📥 Parent Inbox (New!)

When a parent sends a message from the Student Portal, it appears here. Click the "📥 Parent Inbox" tab to view all incoming messages. Unread messages are shown in bold with a green highlight. Click "Mark Read" to clear them.

Student Portal Access

The Student Portal (reporting.elimutrack.com) allows parents to log in and view their child's academic records. You must first set up credentials for each student.

🔑 Setting Up Student Credentials (Bulk)

1. Go to Students in the sidebar.
2. Click the "✉️ Send Portal Logins" button at the top.
3. Choose the target: individual student, a specific grade, or the whole school.
4. Select the Username Format (e.g., Admission Number) and Password Format (e.g., Parent Phone Number).
5. Enter the Portal URL: https://reporting.elimutrack.com/dashboard
6. Select the messaging channel (WhatsApp or SMS).
7. Click "🚀 Process & Push Credentials". The system generates the credentials, saves them to the database, and sends login details to each parent's phone automatically.

✏️ Updating a Student's Credentials Manually

1. Go to Students and click ✏️ Edit next to the student.
2. Scroll to the "🔑 Student Portal Access" section.
3. Enter the new Username and/or Password.
4. Click "Save Student".

📱 Parent Login Experience & Portal Features

Parents visit the Student Portal URL (https://reporting.elimutrack.com/dashboard) and enter the credentials sent to their phone. Once logged in, the portal provides a fully interactive interface containing:

• Termly Progress Tracking: Interactive charts detailing subject performance trends term-over-term and year-over-year.
• Official PDF Downloads: Parents can view and download high-resolution official PDF transcripts and terminal report cards with class/stream rankings and teacher remarks.
• Live Stream Rankings: Displays where the student ranks inside their stream and their entire class category for every completed term.
• Two-Way Parent-School Communication: Parents can send secure feedback, enquiries, or check-in messages directly to the administration inbox from their dashboard.

📲 ELIMU TRACK Mobile Android App

For on-the-go access, ELIMU TRACK has a dedicated native Android App package:

• How to Install: Download the installer package directly from the sidebar on your main school portal or from the link https://www.elimutrack.com/assets/elimu-track.apk and install it on your Android device.
• Optimized Mobile Forms: Full support for quick marks entry grids, student registration, and automatic timetables tailored to smaller mobile displays.
• Offline Access & Auto-Revalidation: The mobile app caches core profiles locally, allowing you to check class lists and timetable schedules offline. It silently updates files and cached data in the background once you are reconnected.

Stream Management — Class Hub

Streams are sections or divisions within a class (e.g., Form 1 North, Form 1 South). ELIMU TRACK now supports class-specific streams, meaning each class can have entirely different stream names. This is ideal for schools that use different section names per form or grade level.

🏫 Where to Manage Streams

All stream management is done in the Class Hub. Go to Classes in the sidebar. You will see two sections:

📋 Step-by-Step: Adding Streams for a Class

1. Go to Classes (sidebar) → you land on the Class Hub page.
2. Under "Manage Streams", make sure the "📋 Bulk Add by Class" tab is active.
3. Use the "Select Class / Grade" dropdown to pick the class you want (e.g., Form 1, Grade 5).
4. In the large text area, type your stream names — one per line, or comma-separated (e.g. North, South, East, West).
5. Click "💾 Save Streams". All typed streams are immediately saved for that class only.
6. Repeat for each class. Each class stores its own independent set of streams.

🌎 Shared (Global) Streams

If you add a stream without selecting a specific class (choose "🌎 Shared"), that stream appears for all classes that don't have their own streams. This is useful when every class uses the same stream names (e.g., A, B, C across all grades).

✏️ Editing or Removing Streams

1. In the Class Hub, click the "📂 All Streams" tab.
2. Find the stream you want to change and click the ✏️ Edit button next to it.
3. You can change the stream name and/or which class it belongs to.
4. To remove, click the 🗑️ Delete button. Students already placed in that stream remain unchanged — you will need to manually update their stream via bulk edit or individual student edit.

👥 Placing Students into Streams

Once streams are registered for a class, they will automatically appear in the student form dropdowns:

1. Go to Students → Add Student or Edit Student.
2. Select the student's Grade/Class. The stream dropdown will automatically filter to show only streams for that class.
3. Select the appropriate stream from the dropdown.
4. Save the student. Their class + stream placement is now recorded.

For moving a large number of students to a new stream (e.g., after class promotions), use the Bulk Promote / Move tool in the Students page.

Teachers Hub & Subject Assignments

Teachers Hub is a centralized portal for registering teachers, setting up subject specialties, allocating streams, and assigning specific subjects to teachers per stream. It can be accessed directly from the Teachers Hub link in the main navigation menu.

➕ Registering a Teacher

1. Go to Teachers Hub in the sidebar.
2. Click the blue "➕ Register Teacher" button at the top right.
3. Fill in the teacher's Full Name and Phone / TSC Number (required). Optionally enter the Department and Teacher Code.
4. Click "Save Teacher".

📚 Assigning Teaching Subjects (Specialties)

A teacher's specialties dictate which subjects they are qualified to teach. To configure specialties:

1. Locate the teacher's card in the grid.
2. Under "Teaching Subjects", tap/click the subject chips to toggle them. Checked subjects (with a tick mark) represent their specialties. Unchecked chips represent subjects they do not teach.
3. The specialty settings save instantly in the database with no extra buttons to click.

🏫 Allocating Streams & Specific Subjects

To assign a teacher to classes and streams and specify exactly what subject they teach in each stream:

1. On the teacher's card, click "🏫 Allocate Streams".
2. In the 2-column modal:
   • Left Column (Classes): Check the classes this teacher will teach.
   • Right Column (Streams & Subjects): The streams for checked classes load automatically. Under each stream checkbox, check the specific subjects the teacher will teach in that stream.
3. Click "Save Allocations". The card will update to show their allocated streams and assigned subjects.

Class Timetables & Smart Scheduling

The Timetable module enables your school to generate, view, edit, and print beautiful, conflict-free weekly schedules. It is fully optimized for desktop, landscape printing, and mobile phone screens. Access it instantly from the sidebar — no setup wizard required.

👨‍🏫 Step 1: Set Up Teachers, Specialties, and Stream Allocations

Before using the auto-generator, ensure that all teachers are registered and assigned to their respective classes, streams, and subjects in the Teachers Hub (sidebar → Teachers). This provides the smart distributor with conflict-free rules to schedule teachers.

1. Go to Teachers Hub. Register teachers with mandatory phone numbers.
2. Toggle their teaching subjects (specialties) on each card.
3. Click "Allocate Streams" to choose classes/streams, and assign specific subjects for each stream checkbox.

📚 Step 1B: Configuring Subject Lesson Counts per Class

By default, the scheduler budgets 5 lessons per week for regular subjects and 1 lesson for special subjects (P.E, Creative Arts, PPI). To customize how many lessons each subject gets per week for the class timetable:

1. Select the Class and Stream you are scheduling for.
2. In the Grid Layout & Structure Config toolbar, click the "📚 Manage Lessons" button.
3. A modal opens showing all subjects. Type the number of lessons per week for each subject.
4. Click "Save Lesson Counts". The auto-scheduler will use these values during automatic generation.

⚙️ Step 2: Configuring the Timetable Structure & Propagation

You can dynamically tailor the structure of your school's weekly timetable from the Grid Layout & Structure Config toolbar:

1. Select the Class and Stream from the dropdowns. If a class has no streams, the system will show "No Streams" and allow a single streamless timetable.
2. Total Lessons: Set the total lessons in a week (e.g., 40 lessons for 8 lessons per day).
3. 🕒 Configure Times (Sequential Auto-Propagation): Enter the First Period Start Time (e.g. 07:10) and a default duration. Editing any single lesson or break duration in the setup list automatically shifts and recalculates start/end times sequentially for all subsequent slots in real-time.
4. AM/PM Formatting: Displayed and printed timetables hide raw "Period 1/2" labels and instead display clean 12-hour formatted time ranges (e.g., 7:10 am - 7:50 am) for a professional look.
5. Simple View: Toggle between a clean spreadsheet-style print layout and a modern screen-optimized layout.

🤖 Step 3: Fast, Constraint-Based Auto-Generation

The upgraded auto-scheduler runs on a high-performance asynchronous engine, showing live progress updates (e.g., Generating timetable for Form 1 East (1/12)…) and yielding to the browser to prevent freezing. It strictly enforces the following rules:

1. Click the gold "Generate Automatically" button.
2. 🌅 Morning Priority Scheduling (New): The algorithm automatically prioritizes morning periods (slots before lunch) for core academic subjects (such as Mathematics, English, Kiswahili, Science, and Social Studies) to optimize student performance. Light or co-curricular lessons (like P.E. and Creative Arts) are deferred to afternoon slots.
3. 📚 Curriculum-Based Subject Filtering (New): The scheduler automatically filters the selectable subject list per class depending on the school's curriculum model (CBC vs. 8-4-4). For example, Junior Secondary-only subjects (e.g. Pre-Technical Studies) are restricted from lower classes, ensuring no out-of-curriculum assignments.
4. Daily Subject Limit: The scheduler ensures that no subject appears more than **2 times in a single day** per class. User-locked slots count toward this limit but are never overridden.
5. Daily Teacher Limit per Class: To distribute workload and prevent burnout, a teacher is restricted to teaching a maximum of **3 periods in a single day** in the same class/stream.
6. Double Periods / Practicals: Toggle double periods for science or practical lessons and specify target classes.
7. Clash-Free Checking: The generator guarantees no teacher or classroom double-booking occurs across the entire school.
8. Click "Generate Now" to start the asynchronous engine.

✏️ Step 4: Manual Tweaks & Drag-and-Drop Move

You have full manual control over the grid:

1. Drag-to-Move: Drag a lesson card from one grid slot and drop it into another. This acts as a Move action, automatically clearing the source cell and leaving it blank. Dragging from the sidebar budget list acts as a Copy/Assign.
2. Assign Lesson Modal (Bulk & Migrate): Click any slot to open the modal:
   • Check "Apply this slot to all classes & streams" to copy the lesson school-wide in one click (the system automatically resolves teacher assignments for each class).
   • Use the migration dropdowns to copy or move the slot directly to another class/stream. Check "Move (delete from current class)" to remove it from the source slot.
3. Real-Time Conflicts: When editing manually, the system flags teacher clashes, room double-bookings, and unavailable slots immediately.