ScholarMatrix ERP — School Management Portal

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ScholarMatrix ERP

School Management Platform

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ScholarMatrix ERP v103

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Staff Registration

ScholarMatrix ERP — Create your account

🔐 You need the Staff Registration Code — register with either your school's Registration Code or an Invite Code from your admin. An invite code activates your account straight away; with the registration code an admin approves you first.

Registration Code

Invite Code (if your school gave you one)

With an invite code your account is active immediately. Without one, an admin must approve you first.

Full Name

Role / Position

Phone Number

Create Password

Confirm Password

Passport Photo *

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

📷

I agree to the Privacy Policy governing how my name, phone number, passport photo and attendance data are stored.

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

I agree to the Privacy Policy governing how my name, phone number and password are stored, and how I'm linked to my child's records.

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

My School

2nd Term 2025/2026

Total Students

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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

✉️ Send Custom SMS to Parents

Send any announcement to all parents, an entire level (e.g. all SSS 1 streams), or any combination of specific classes. School name is added automatically.

Send To

Message

School name prepended automatically. Uses N-Alert sender (bypasses DND).

Student Records

Mark Attendance

—

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

Attendance Report

Staff Attendance Summary

My School

📨 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

My School

📋 Registration Code

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

🎫 Staff Invites — no approval needed

The code above still works, but a teacher who uses it must wait for you to approve them. An invite code expires, has a limit, can be revoked — and activates the teacher immediately.

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.

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Code expires after one successful use

⏳ Pending Approvals

✅ Active Staff

📋 Student Register

Mark daily student attendance

My School

Select Class & Date

Class

Date

📋

Select a class and date to mark attendance.

🎓 Student Records

Add, edit and manage students

My School

➕ Add New Student

Registration Number (auto-generated on save)

---

Assigned
on save

Format: SCHOOLCODE/YY/SERIAL e.g. HBC/26/0006

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

🎓 This student is on scholarshipAvailable for every class — overrides the class fee

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

🎓 Scholarships & Fee Waivers

All Students

📚 Subject Management

Assign subjects to classes

My School

➕ Add New Subject

Subject Name

Teacher (optional — powers the Teacher/Subject Load panel in Analytics)

Assign to Classes

Tick all classes that offer this subject:

All Subjects

📝 Enter Scores

CA1 + CA2 + Exam scores

My School

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

My School

Report Language:

Select Class

🏆

Select a class to view results.

💬 Parent Feedback

View & respond to parent comments

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💬 Messages

Messages parents have sent directly to you

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💹 Financial Report

Revenue, Salaries & Expenses

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📊 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

🧾 Payment Method Breakdown

💵 Cash to Remit — by Bursar

Who collected cash in this period, and how much each still has to hand over. Use the Monthly / Termly / Session tabs above to change the period.

💰 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.

🧠 CBT Exam System

Create question banks, activate exams, view results

📚 Resource Library

Upload and download schemes of work, syllabi, lesson plans and more

📣 Announcements

School-wide news and notices from your admin

⚙️ Settings

Attendance & Salary Rules

My School

🗄️ Device Storage

💾 Backup & Restore

Saves everything — students, staff, subjects, scores, attendance, fee records and settings — to one file on this device. Take one after any large data-entry session, and before changing devices.

Restoring replaces everything on this device. A safety copy of the current data is downloaded first, so it can be undone.

🏫 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

📱 Admin Phone Number

This number will be used for:
📢 Platform broadcasts — urgent announcements sent by ScholarMatrix ERP to all schools
🚨 System alerts — critical notices from the ScholarMatrix ERP daily health monitor
This is NOT used for fee reminders or parent messages — those use your Termii key below.

⚠️ Important: This number receives:
• 🚨 Urgent broadcast SMS blasts
• 🏥 Daily health check alerts
• ⚠️ Critical system warnings

Bank Name

Account Number

Account Name

📅 Current Session & Term

Set the current academic session and term. Appears on report cards, receipts and all documents.

Academic Session

Format: YYYY/YYYY

Current Term

📄 Report Card Header

These names appear on the signature lines at the bottom of every printed report card.

Class Teacher / Principal Name

Head Teacher / Proprietor Name

🔏 School Stamp / Signature

Upload your school stamp or principal signature. Appears on printed report cards and payslips.

🖨️ Receipt Print Format

Choose the format that matches your printer. Set once — every printed receipt (single payment or a parent's combined payment) uses this from then on.

💬 WhatsApp Support Number

Your school's WhatsApp number. A floating support button appears in the portal so parents and staff can contact you directly.

WhatsApp Business Number

International format starting with 234. Leave blank to hide the support button.

🏆 Online Results Publishing

Control whether parents can view their children's results online. All other portal tabs (Fees, Attendance, Materials, Feedback) are always accessible — only the Results tab is affected by this setting.

Publish results — allow parents to view children's results online

📋 When unticked: The Results tab shows "Results not yet published. Please collect your child's report card from the school office."
✅ When ticked: Parents can view full results and scores online immediately.

👩‍🏫 Parent–Teacher Messaging

Control whether parents can send messages directly to their child's class teacher from the Feedback tab. General feedback to the school office is always available — only direct parent-to-teacher messaging is affected by this setting.

Allow parents to message their child's class teacher

📋 When unticked: The teacher message box is replaced with a short notice, and parents are pointed to school feedback instead.
✅ When ticked: Parents can message their child's class teacher, who sees it in their 💬 Messages tab and can reply.

🌐 Exam Interface Language

Choose the language displayed to students during CBT exams — login screen, questions, options, timer and result card. Independent of the report card Arabic toggle.

✅ Exam interface: English (default)

💳 Online Fee Payment (Paystack)

Allow parents to pay school fees directly from the parent portal using Paystack. You need your own Paystack account — money goes directly to you.
Create a Paystack account →

Enable online fee payment for parents

Paystack Public Key

From Paystack dashboard → Settings → API Keys → Live Public Key

Paystack Secret Key

From Paystack dashboard → Settings → API Keys → Live Secret Key. Never shared with parents — used only for server verification.

Minimum Payment Amount (₦)

Parents cannot pay less than this amount. Recommended: ₦500 minimum.

Also allow parents to pay in USD (diaspora families)

⚠️ Paystack charges 1.5% + ₦100 per transaction (capped at ₦2,000, waived for payments under ₦2,500).

Who pays the Paystack processing fee?

📱 SMS Settings (Termii)

⚠️ IMPORTANT — SMS Billing Policy
All SMS messages sent from your portal (fee reminders, attendance alerts, parent notifications) are charged directly to your own Termii account. ScholarMatrix does not cover SMS costs.

✅ Set your Termii API key below to enable SMS.
📲 If no key is set, messages will automatically fall back to WhatsApp instead — no SMS will be sent and no charges will apply.

ℹ️ To get your Termii API key:
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

Leave as N-Alert unless you have your own sender ID registered and approved by Termii. N-Alert is the generic ID pre-approved to bypass DND on Nigerian numbers, so it always delivers. A custom sender ID that Termii has not approved for DND will silently fail to reach most Nigerian phones — if your SMS stops delivering after changing this, set it back to N-Alert. 3–11 letters/numbers only.

🧪 Test Your SMS

Your phone number

Send a test to confirm your API key works

🕐 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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💬 Share Your Feedback

Tell us about your experience with ScholarMatrix. After review by our team, your words may appear on our website to help other schools decide. Please keep it general — do not include student or staff personal details.

Your rating

☆☆☆☆☆

Your feedback

🛟 Need help?

Contact ScholarMatrix support. Your school code, plan and app version are attached automatically.

📱 Install App

Install ScholarMatrix on this device so it opens from the home screen like any other app and keeps working when the network drops.

If your browser has already offered this and it was dismissed, this button shows the manual steps for your device instead.

🧾 Subscription Receipt

Print your subscription acknowledgement for school records

📜 Privacy Policy

Data protection & user rights — tap to read

▼

ScholarMatrix ERP

Last updated: July 2026 · Version 2.0

1. Who We Are

This portal is developed and operated by ScholarMatrix ERP Digital Solution (CAC BN 9637404), based in Nigeria. We provide school management software (the “Portal”) to educational institutions (Subscribers). For questions regarding this policy, contact us at:

📧 Email: admin@scholarmatrix.com.ng
📞 Phone: Available on request via email
📍 Address: Kano, 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, password (hashed), attendance records, salary/deduction data, and — where the school enables face-verified attendance — a biometric face template (a 128-number mathematical descriptor derived from the face; see Section 4.1). The template is not a photograph and cannot be reversed into one.

🏫 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

📱 On your device: The Portal works local-first — your school’s working data lives in the browser on your own devices, so day-to-day use works even with poor internet.

☁️ Cloud backup & sync (Google Firebase): School data is synchronised to Google Firebase Firestore — a secure, access-controlled, encrypted cloud database — so records survive a lost or damaged device and stay consistent across the school’s devices. Access is restricted by security rules to authenticated members of your school only: knowing a school code alone grants no access. Google’s data centres are ISO 27001 certified; see firebase.google.com/support/privacy.

🖥️ Server-side processing (Netlify Functions): Logins, registrations, exam submissions, payment verification and receipt QR-verification are validated by our serverless functions rather than trusted from a device. These functions process only the data needed for each request and store no independent copies beyond the school’s own records.

💳 Payments (Paystack): Online fee payments are processed by Paystack, a CBN-licensed payment processor. Card details are entered directly into Paystack’s secure checkout and never touch our servers or the school’s devices. We receive only the payment outcome (amount, reference, status). See paystack.com/privacy.

🧾 Receipt verification: Printed fee receipts carry a QR code linking to a verification page. That page discloses only details already printed on the paper receipt itself (receipt number, amount, date, method) — never a student’s name, class, phone number or balance.

📱 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.

4.1 Biometric Face Data (Special Category)

Where a school enables face-verified staff attendance, the Portal processes biometric data, which the Nigeria Data Protection Act 2023 treats as sensitive personal data. We handle it as follows:

• What is stored: a 128-number mathematical face template (descriptor) — not a photograph, and not reversible into one. The staff passport photo used for comparison is stored on the school’s device only.

• Consent: a face template is only ever created through a deliberate, supervised enrollment step, and the staff member is informed and asked to consent at that moment. A school may also disable face verification entirely in Settings, in which case attendance uses password sign-in.

• Where it lives: on the school’s enrolled device(s) and within the school’s own cloud backup, protected by the same authenticated-members-only security rules as all school data. It is never used for any purpose other than confirming the enrolled staff member’s own attendance, and is never shared with or sold to anyone.

• Deletion: a staff member may ask their school administrator to delete their face template at any time (the admin re-enrolls or removes the staff record); deletion requests can also be sent to us using the contact details in Section 1.

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

💳 Paystack — payment processing. paystack.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:

📧 admin@scholarmatrix.com.ng
📞 Available on request via email

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.

📦 Learning Materials

Checklists per class — track what students have

—

📝 Create Materials List

List Name

Assign to Classes

Select which classes this list applies to:

Items & Prices

📋 All Material Lists

✅ Mark Student Checklists

Select Class

Select Materials List

📦

Select a class and list to mark checklists.

🛡️ Super Admin Console

Keys · Firebase · Paystack · Disputes

ScholarMatrix ERP Master Control

All Generated Keys

Tap "View All Keys" to load.

🗓️ Class Timetable

Set schedules for each class

—

📅 Create / Edit Timetable

Timetable Name

Class

Assigned Staff (teacher)

📋 Schedule (tap a cell to edit)

Period	Mon	Tue	Wed	Thu	Fri

📋 All Timetables

💵 Payroll & Deductions

Salary & Punctuality Deductions

My School

🏫 School Summary

👤 Staff Deductions

📊 My Attendance

—

My School

👤 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

🌴 My Leave

Your leave balance and history for this year. Recorded by your school admin — contact them to apply for leave.

🎓

Student Exam Portal

ScholarMatrix ERP · Secure CBT

🎓

Student Exam Portal

Enter your details to access your exams

School Code

Provided by your school administrator

Registration Number

Class Password (if set by your teacher)

🔒 Your exam is secured and monitored.
Contact your teacher if you have trouble logging in.

🏫

School Portal Setup

🔑 Returning school? Sign in with your School Code and Master Password — all your data is safe in the cloud, even on a new device. Do not register again.

School Code

Master Password

Go straight to the admin / staff / parent sign-in.
Your cloud connection is not changed.

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ScholarMatrix ERP v103

📊 ScholarMatrix Subscription Manager

All subscribed schools & billing overview

Current Subscription Pricing

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