EduTrack Features
Explore the comprehensive, all-in-one school automation suite combining AI Facial Recognition, Smart QR Gate Attendance, DepEd SF2 & Form 137/138 automation, Parent Mobile App, Staff DTR logging, and 24/7 Gemini AI Messenger Assistant.
Administrator & Registrar Module
Interactive Dashboard Overview
Real-time attendance metrics, active student counts, grade-level breakdowns, gender ratios, and dynamic monthly attendance trend graphs.
Batch Import & Smart Parser
Seamlessly enroll thousands of students or faculty from DepEd Masterlist CSV/XLSX spreadsheets with automatic name parsing and LRN validation.
Visual Class Scheduler
Drag-and-drop or visual schedule builder for class periods, section assignments, teacher time slots, and room allocations.
Comprehensive Student Directory
Centralized student database with complete profile cards, guardian contacts, section transfers, photo management, and instant search.
Automated DepEd SF2 Generator
One-click export of official DepEd School Form 2 (Daily Attendance Report of Learners) with exact calculations of consecutive absences and totals.
Early Warning Dropout Alerts
Automatically detects students with 3+ consecutive unexcused absences or chronic tardiness, generating early intervention alerts for advisers.
Account Approval Workflow
Teacher self-registration verification pipeline where administrators review and approve pending accounts before granting system access.
One-Click Database Backup
Instantly export a complete SQL backup archive of attendance records, grades, biometrics, and user databases to prevent accidental data loss.
School Bulletin & Announcements
Broadcast urgent advisories, weather suspension alerts, and school events directly to the Parent Mobile App and teacher dashboards.
AI Face Recognition & Biometric Attendance
Neural Face Feature Matching
Powered by deep convolutional neural networks (Face-API.js), extracting 128-dimensional biometric facial vectors for sub-second accurate matching.
Dual Verification Mode
Flexible gate operation: Standalone Face Recognition, Standalone QR Scanning, or High-Security Dual Check (QR verification confirmed by Face match).
Guided Multi-Frame Enrollment
Interactive enrollment portal (face_registration.php) featuring real-time alignment guidelines, lighting quality checks, and multi-angle capture.
Anti-Buddy Punching Photo Audit
Automatically snaps a webcam photo audit trail on every time-in and time-out, completely eliminating unauthorized proxy attendance.
Unified Student & Staff Biometrics
Single biometric database managing both student learners and faculty members, routing scans to their appropriate attendance ledgers automatically.
Sub-Millisecond Indexed Querying
High-performance database indexing ensuring instantaneous face descriptor lookup even when handling thousands of enrolled school members.
Teacher & Classroom Module
Teacher Advisory Dashboard
Personalized dashboard showing advisory section attendance, daily presence/tardy counts, and monthly progress charts.
Subject-Level Period Attendance
Allows subject teachers to record attendance per period (class_attendance.php) to cross-check gate entry and detect class cutting.
My Classes Management
Dedicated teacher portal (my_classes.php) to view handled sections, scheduled periods, enrolled students, and subject rosters.
Routine Classroom Reports
Generate printable Daily, Weekly, and Monthly attendance sheets formatted for DepEd homeroom guidance records.
Smart Absence Alerts & Dispatch
Instantly triggers alerts when an advisory student reaches consecutive absences and automatically prepares notification queues.
Advisory SF2 Direct Export
Enables advisers to generate DepEd SF2 reports in seconds, drastically reducing monthly administrative paperwork.
Academic Grades & DepEd Forms Module
Quarterly Grade Encoding
Intuitive interface to encode 1st, 2nd, 3rd, and 4th Quarter grades with automatic final grade averaging and Passing/Failing remarks.
Batch Excel Grade Import
Download standardized grading templates (download_grades_template.php) and import entire section grades simultaneously.
Teacher Subject Authorization
Strict authorization checks ensuring teachers can only input grades for sections and subjects officially assigned to them in the scheduler.
DepEd Form 137 & 138 Automation
Compiles academic marks into DepEd-compliant Form 137 (Permanent Record) and Form 138 (Learner's Progress Report Card).
Student Grade Portal View
Students and parents can inspect quarterly report card grades, honors standing, and subject remarks directly via portal or mobile app.
Smart Grade Merging
Intelligent update engine that merges newly encoded quarterly ratings without overriding previously submitted terms.
Parent Portal & Android Mobile Application
Native Android APK App
Downloadable lightweight Android app (edutrack.apk) providing instant mobile access for parents and guardians on their smartphones.
Live Gate Snapshot Viewing
Parents can inspect the actual photo snapshot captured by gate security cameras the exact moment their child scans in or out of school.
Multi-Child Sibling Switcher
Easily link and toggle between multiple enrolled siblings from a single parent account without logging in and out repeatedly.
Full Attendance History & Stats
Complete chronological timeline of student attendance records, monthly attendance percentages, and exact time-in/out timestamps.
Push Advisories & News Feed
Direct feed displaying official TVNHS advisories, PTA meetings, suspension notices, and academic reminders right on the home screen.
RESTful API Architecture
High-security REST API (parent_api.php) with tokenized authentication, multi-tenant school support, and sub-second payload responses.
Security Personnel & Gate Scanner System
Ultra-Fast QR & Barcode Scanner
High-speed contactless check-in/out via webcam or dedicated 2D hardware barcode scanners with sub-second student profile retrieval.
Voice & Sound Audio Feedback
Integrated Web Speech API voice synthesis greeting students by name ("Welcome to TVNHS"), with distinct chimes for success, warnings, and errors.
Anti-Passback Cooldown Engine
Prevents duplicate scans within configurable time limits, ensuring students cannot pass their ID card backward to scan friends.
Offline Scan Caching & Auto-Sync
Continues scanning even during sudden internet drops. Scans are safely stored in browser IndexedDB/LocalStorage and sync when online.
Manual Student Lookup Override
Quick manual search by Student LRN or Full Name allowing duty guards to verify identity and record attendance if physical ID is lost.
Strict Guard Duty Accountability
Every attendance scan and visitor log records the active duty guard's name, providing an unbreakable audit trail for school security.
Smart Visitor Pass & Practice Logs
Digital Registration
Captures visitor full name, destination office, person to visit, and visit purpose digitally, replacing messy paper logbooks.
Webcam Photo Capture
Snaps a real-time photo of the visitor via the guard scanner camera, embedding their photo onto their temporary record.
Printable QR Pass
Instantly prints a thermal or paper QR Visitor Badge with scan barcode for easy checkout upon departure from the school.
Visitor History Logs
Centralized visitor logs in admin (visitor_logs.php) tracking total visits, active campus visitors, time-out records, and audit photos.
Facebook Messenger AI Assistant (Powered by Gemini AI)
24/7 Official Page AI Chatbot
Integrates directly into TVNHS's official Facebook Page, responding instantly to parent and student messages 24 hours a day, 7 days a week.
Google Gemini AI NLP Intelligence
Powered by Google Gemini AI API, understanding natural language Tagalog and English inquiries regarding school schedules, policies, and reminders.
Direct Messenger Scan Notifications
Parents linked with their Messenger PSID receive direct Facebook Messenger chat messages whenever their child scans in or out at the school gate.
Live Student Status Inquiries
Parents can chat "Pumasok na ba si Juan?" and Gemini AI securely looks up the live attendance database to confirm exact arrival timestamps.
Custom School Persona & Context
Administrators can configure customized school context and guidelines in settings to align AI responses with DepEd and school handbooks.
Secure Webhook Architecture
Robust webhook pipeline (webhook.php) featuring signature verification, rate limiting, and automated fallback messaging.
Personnel & Staff Attendance (Form 48)
Faculty Gate Logging
Dedicated faculty time-in and time-out tracking (staff_attendance.php) via QR ID badge or facial biometrics with audit photo.
Configurable Official Shift Hours
Set personalized or standard shift schedules per staff member (official_time_in / official_time_out, e.g. 7:00 AM - 4:00 PM).
Late & Undertime Calculation
Automated calculation of exact tardy minutes and undertime hours compliant with DepEd and Civil Service Commission standards.
DepEd Form 48 / CS Form 48 DTR
Instantly print official Civil Service Form 48 Daily Time Records with signature blocks ready for Principal endorsement.
Staff Excel Roster Import
Upload faculty and non-teaching personnel masterlists in one step, generating employee accounts with default credentials.
Role-Based Staff Access
Granular permissions distinguishing Teachers, Non-Teaching Staff, Registrars, and Security Guards to prevent unauthorized access.
Multi-Channel Queue & Offline GSM Bridge
Asynchronous Priority Queue
Decouples gate scanning from message sending, ensuring gate scanning never hangs even when hundreds of messages are in queue.
Hardware Gammu GSM Modem Bridge
Direct bridge to local USB GSM modems via Gammu (gammu_bridge.php), allowing offline SMS dispatch without third-party API fees.
SMTP Rotation Mailer Pool
Rotates multiple Google/SMTP outbound mailer accounts automatically to bypass daily email sending quotas and prevent blacklisting.
Automated Retry & Error Logging
Failed dispatches are automatically retried with exponential backoff and logged with exact error codes for diagnostic transparency.
Live Worker Heartbeat Monitor
Real-time status indicator on the admin sidebar displaying active background worker status, active queue sizes, and delivery speeds.
Multi-Tenant API Endpoints
Endpoints like get_pending_sms.php and process_queue.php support cron jobs and hardware gateways reliably.
Security, Privacy & Single Sign-On
Google OAuth 2.0 Single Sign-On
One-click secure authentication allowing teachers and staff to log in securely using their official Google Workspace or DepEd accounts.
Two-Factor OTP Verification
Time-based One-Time Password (OTP) verification layer (verify_otp.php) securing sensitive administrator actions.
RA 10173 Data Privacy Compliance
Engineered in compliance with the Philippine Data Privacy Act of 2012, featuring privacy policies, terms, and a User Data Deletion portal.
Bcrypt & Argon2 Password Hashing
All student and personnel credentials are cryptographically secured using salted Bcrypt and Argon2 algorithms with CSRF protection.
Auto-Session Guard & Timeout
Guards and administrative sessions timeout gracefully after periods of inactivity, preventing unauthorized gate terminal tampering.
System Tier & License Engine
Built-in product key licensing infrastructure supporting institutional tiering, lifetime activations, and developer key validation.
Multi-Channel Notification Matrix
Automated alerts across SMS, Email, Facebook Messenger, and the Parent Mobile App keep families, teachers, and school administrators connected in real time.
| Attendance Event | Database Record | SMS Text Alert | Parent Mobile App | Messenger AI | Email Notification |
|---|---|---|---|---|---|
| Normal Time-In (Gate Scan) | |||||
| Normal Time-Out (Campus Exit) | |||||
| Tardy / Late Arrival | |||||
| 3+ Consecutive Absences Warning | |||||
| Quarterly Report Card Release | — | ||||
| Visitor Pass Entry & Exit Log | — | — | — | — |