ScholarMatrix ERP — School Management Portal

🔐

Activate Portal

Enter your license key to activate this school portal

License Key

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Visit scholarmatrix.netlify.app to subscribe · Privacy Policy
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Staff Registration

ScholarMatrix ERP — Create your account

🔐 You need the Staff Registration Code from your admin to register. Ask your principal for the code.

Registration Code

Full Name

Role / Position

Phone Number

Create Password

Confirm Password

Passport Photo *

Required for face verification. Use a clear, well-lit, front-facing photo.

📷

Parent Registration

Your phone number must match the one your school has on record for your child.

Full Name

Phone Number

Create Password

Confirm Password

Password Recovery

Select your account type to recover access

🔑 Answer your security question to reset the admin password.

Security Question Answer

New Password

Fees Dashboard

ASAS Schools Complex

2nd Term 2025/2026

Total Students

—

Unpaid

—

Fully Paid

—

Total Owing

—

💰 School Fee Categories

Set fees per category — auto-applies to all students

One SMS per parent. Multiple children = combined message.

✅ Reminder Summary

Student Records

Mark Attendance

—

Key:✅ P=Present🕐 L=Late❌ A=Absent📋 E=Excused

Attendance Report

Staff Attendance Summary

ASAS Schools Complex

📨 Weekly SMS Summary

Send each staff member a personalised weekly attendance summary via SMS — showing their Present, Late, Absent and Excused count for the current week. Requires your Termii API key to be configured in Settings.

🔍 Filter by Staff & Month

Staff Member

Month

Daily Breakdown

Individual Summary

Staff Management

Approve registrations & manage staff

ASAS Schools Complex

📋 Registration Code

Share this code with new staff so they can self-register.

Tap the code or 📋 Copy to share with staff

🔑 Password Reset Code

Share this one-time code with a staff member or parent who has forgotten their password. Generate a new code after each use.

——

Code expires after one successful use

⏳ Pending Approvals

✅ Active Staff

📋 Student Register

Mark daily student attendance

ASAS Schools Complex

Select Class & Date

Class

Date

📋

Select a class and date to mark attendance.

🎓 Student Records

Add, edit and manage students

ASAS Schools Complex

➕ Add New Student

Student Full Name

اسم الطالب بالعربي Arabic Name (optional — used on Arabic report)

Date of Birth (optional — age shown automatically)

Class

Parent / Guardian Name

Parent Phone Number

Term Fee (₦)

Amount Paid (N)

Previous Arrears (N)

Balance (auto)

Passport Photo (optional — shown on student card)

🎓

Total Students

Total Owing

Total Collected

Collection Rate

📊 Per Class Summary

All Students

📚 Subject Management

Assign subjects to classes

ASAS Schools Complex

➕ Add New Subject

Subject Name

Assign to Classes

Tick all classes that offer this subject:

All Subjects

📝 Enter Scores

CA1 + CA2 + Exam scores

ASAS Schools Complex

Select Class & Subject

Class

Subject

CA1 Max

CA2 Max

Exam Max

📝

Select a class and subject to enter scores.

🏆 Results & Rankings

Class positions & report cards

ASAS Schools Complex

Report Language:

Select Class

🏆

Select a class to view results.

💬 Parent Feedback

View & respond to parent comments

—

💹 Financial Report

Revenue, Salaries & Expenses

—

📊 Revenue vs Expenditure

➕ Record Expense

Expense Category

Description

Amount (N)

Date

📋 Expense Records

➕ Record Other Revenue

Income received from sources other than school fees — e.g. grants, donations, canteen, events, rentals, etc.

Revenue Source

Description

Amount (N)

Date

💵 Other Revenue Records

💰 Fee Revenue Breakdown

📅 Academic Session

Manage terms and sessions

Current Session

—

Session

—

Term

—

Records

Move to Next Term/Session

⚠️ Important: Before moving forward, make sure all exam scores, attendance and fees for the current term are complete. Current records will be archived automatically.

📚 Session Archive

All previous terms and sessions are saved here. Tap any to view records.

⚙️ Settings

Attendance & Salary Rules

ASAS Schools Complex

🏫 School Identity

This information appears throughout the app and in SMS messages sent to parents.

School Logo (PNG / JPG / SVG)

🏫
Tap to upload logo

School Name

School Address (optional)

School Motto (optional)

Admin Password

Security Question (for password recovery)

Security Answer

This is used to recover the admin password if forgotten

Bank Name

Account Number

Account Name

📱 SMS Settings (Termii)

ℹ️ To enable SMS reminders:
1. Go to termii.com and create a free account
2. Copy your API key from the dashboard
3. Paste it below and tap Save Settings

Termii API Key

Sender ID (max 11 characters)

This name appears as the sender on parents' phones

🧪 Test Your SMS

Your phone number

Send a test to confirm the API works

🚀 Deployment Configuration

Paystack, Brevo email, portal URL & WhatsApp

▼

🔥 Firebase (Multi-School Cloud)

ℹ️ To enable cloud sync for multiple schools:
1. Go to console.firebase.google.com
2. Create a project → Add a Web app
3. Go to Project Settings → copy each value below
4. Also enable Firestore Database in the console
5. Paste values below and tap Save Firebase Config

API Key

Auth Domain

Project ID

Storage Bucket

Messaging Sender ID

App ID

🕐 Attendance Rules

Resume Time

Late Threshold (minutes)

Close Time

🤖 Auto-Mark Absent

Automatically mark all unmarked approved staff as Absent at a set time each day. Runs in the background while the admin is logged in.

Enable automatic absent marking

Auto-Mark Time

e.g. 10:00 AM — all staff not yet signed in will be marked Absent at this time

🔍 Face Verification

When enabled, staff must pass face verification before signing in or out. Disable this temporarily if staff are having difficulty (e.g. poor lighting, camera issues) or to allow manual sign-in without biometric checks.

Require face verification for staff attendance

⚠️ Security note: Disabling face verification means staff can sign in with password only. Re-enable it as soon as the issue is resolved to prevent proxy attendance.

💸 Deduction Rules

Late Deduction (%)

30min+ Late Deduction (%)

Absent Deduction (%)

Excused Deduction (%)

Early Sign-out Deduction (%)

Deducted when staff signs out before close time

Working Days/Month

🎓 Grade Boundaries (Score %)

Set the minimum % score for each grade. Changes apply to all results immediately after saving.

A — Excellent

% +

B — Very Good

% +

C — Good

% +

D — Pass

% +

E — Below Pass

% +

F — Fail

Below E

🎓 Student Promotion

Set the minimum average score (%) a student must achieve across all subjects to be automatically promoted to the next class when a new session begins. Students below this score will be marked for repeat.

Promotion Pass Mark (%)

e.g. 50 means students averaging 50% or above are promoted

Carry Forward Fees for Promoted Students

Move outstanding fee balance to new term when student is promoted

🏅 Position / Ranking Display

Choose how student positions are displayed in results, rankings tables and on printed report cards. Both systems rank students by their average score — only the label changes.

Positioning System

Ordinal: Students are numbered 1st, 2nd, 3rd… based on total score. Ties share the same rank. 🥇🥈🥉 medals shown on top 3.
Letter Grade: Each student receives A–F based on their average %. Uses the grade boundaries you set above (A=85%+, B=70%+, etc.). Multiple students can share the same letter.

📱 Trusted Clock-In Devices

Register specific devices as permanent Clock-In Stations. A registered device opens automatically every day — no daily key needed. Any unregistered device must still use the daily key below.

🔑 Daily Key (for unregistered devices)

Generate a one-time key for a device you do not want to trust permanently.

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📜 Privacy Policy

Data protection & user rights — tap to read

▼

ScholarMatrix ERP

Last updated: June 2026 · Version 1.0

1. Who We Are

This portal is developed and operated by [YOUR FULL NAME / BUSINESS NAME], based in Nigeria. We provide school management software (the “Portal”) to educational institutions (Subscribers). For questions regarding this policy, contact us at:

📧 Email: [YOUR EMAIL ADDRESS]
📞 Phone: [YOUR PHONE NUMBER]
📍 Address: [YOUR BUSINESS ADDRESS, NIGERIA]

2. What Data We Collect

The Portal collects and processes the following categories of personal data on behalf of Subscriber schools:

👨‍🎓 Students: Full name, Arabic name (optional), class, date of birth, passport photo (optional), fee records, exam scores, attendance records.

👨‍👩‍👧 Parents/Guardians: Full name, phone number, password (hashed), children linked, fee payment communications.

👨‍🏫 Staff: Full name, role, phone number, passport photo (for face verification), password (hashed), attendance records, salary/deduction data.

🏫 School Administrators: School name, address, bank details (for display to parents), admin password (hashed), Firebase configuration, SMS API keys.

3. How We Use the Data

All data collected is used solely for the following purposes:

Managing student enrolment, fees, attendance and academic results
Enabling parent access to their children’s records
Processing staff attendance, payroll and deductions
Sending fee reminders and school communications via SMS (Termii)
Generating report cards and academic transcripts
Providing system administration and technical support

We do not sell, rent, share or use personal data for advertising, marketing to third parties, or any purpose beyond operating the Portal.

4. Data Storage & Security

📱 Local Storage: All data is stored primarily in your device’s browser localStorage. No data leaves your device unless Firebase sync is enabled.

☁️ Firebase (Optional): If the Subscriber configures Firebase, data is synced to Google Firebase Firestore — a secure, encrypted cloud database. Google’s data centres are ISO 27001 certified. See firebase.google.com/support/privacy for Google’s privacy terms.

📱 SMS (Termii): Parent phone numbers are transmitted to Termii’s API solely to deliver fee reminder messages. Termii is a licensed Nigerian bulk SMS provider. See termii.com/privacy for their terms.

🔐 Passwords are never stored in plain text. Admin and staff passwords are obfuscated and stored only on-device or in your Firebase project — which only you control.

5. Data Retention

Data is retained for as long as the school Subscription is active. On subscription expiry or termination, the Subscriber admin may export or delete all records. We do not retain copies of school data after account termination.

6. Your Rights (NDPR Compliance)

Under the Nigeria Data Protection Regulation (NDPR) 2019 and the Nigeria Data Protection Act (NDPA) 2023, you have the right to:

Access — request a copy of personal data held about you
Correction — request correction of inaccurate data
Deletion — request erasure of your personal data
Objection — object to processing of your data
Portability — receive your data in a portable format

To exercise any of these rights, contact us using the details in Section 1. We will respond within 30 days.

7. Children’s Data

Student data (including minors) is entered exclusively by authorised school administrators. Parents/guardians consent to their child’s enrolment data being recorded in the Portal at the point of school registration. We do not collect data directly from children.

8. Third-Party Services

🔥 Google Firebase — cloud database (optional). policies.google.com/privacy

📲 Termii — SMS delivery. termii.com/privacy

🌐 Netlify — app hosting. netlify.com/privacy

We are not responsible for the privacy practices of these third-party services. Their own policies govern how they process data.

9. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be reflected in the “Last updated” date above. Continued use of the Portal after changes constitutes acceptance of the updated policy.

10. Contact & Complaints

For privacy concerns or complaints, contact us at:

📧 [YOUR EMAIL ADDRESS]
📞 [YOUR PHONE NUMBER]

You may also file a complaint with the Nigeria Data Protection Commission (NDPC) at ndpc.gov.ng.

✏️ Your Contact Details (shown in policy above)

Business / Full Name

Email Address

Phone Number

Business Address

These details appear inside the privacy policy text above.

💵 Payroll & Deductions

Salary & Punctuality Deductions

ASAS Schools Complex

🏫 School Summary

👤 Staff Deductions

📊 My Attendance

—

ASAS Schools Complex

👤 My Profile

—

Personal information & qualifications

🖼️ Passport Photo

This photo is used for face verification every time you sign in or out. If your current photo is blurry or does not match your face, replace it here.

Tips for a good photo:
✅ Face the camera directly — no side angles
✅ Good lighting — no dark or shadowy backgrounds
✅ No sunglasses, cap, or face cover
✅ Neutral expression, eyes fully open
❌ Avoid group photos — only your face should be visible

👤

📷 Replace Photo

PNG / JPG · Max 3MB

Tap photo circle or button to change

📋 Personal Details

Full Name

Phone Number

Email Address

Home Address

🎓 Qualifications

Highest Qualification

Field of Study / Specialisation

Teaching Subjects / Expertise

Years of Teaching Experience

🔒 Change Password

Current Password

New Password

Confirm New Password

🏦 Bank Details

Used by management for salary payments.

Bank Name

Account Number (10 digits)

Account Name

🏫

School Portal Setup

School Code

Master Password

📊 ScholarMatrix Subscription Manager

All subscribed schools & billing overview

Subscription Tiers & Pricing

Basic

Up to 200 students

Monthly: ₦5,000

Termly: ₦12,000

Annual: ₦40,000

Standard

Up to 500 students

Monthly: ₦10,000

Termly: ₦25,000

Annual: ₦80,000

Premium

Up to 1,000 students

Monthly: ₦18,000

Termly: ₦45,000

Annual: ₦150,000

Unlimited

Unlimited students

Monthly: ₦30,000

Termly: ₦75,000

Annual: ₦250,000

⚙️ Edit Subscription Tiers & Pricing

🟢 Basic

Max StudentsMonthly (₦)Termly/4mo (₦)Annually (₦)

🔵 Standard

Max StudentsMonthly (₦)Termly/4mo (₦)Annually (₦)

🟣 Premium

Max StudentsMonthly (₦)Termly/4mo (₦)Annually (₦)

⭐ Unlimited

Max StudentsMonthly (₦)Termly/4mo (₦)Annually (₦)

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