Admin Guide

This guide covers everything a School Admin or Super Admin needs to configure and manage CampusTrack. Each section corresponds to a module in the Settings area.

1. System Setup

System setup is completed during onboarding. As an admin, you can review and adjust these settings at any time from the Settings dashboard.

• School profile — school name, logo, academic year, contact information, and timezone settings.
• Branches — each campus operates as a branch with its own staff roster, GPS zones, and reporting. Create or edit branches from Settings → Branches.
• Departments & designations — organize staff into departments (e.g., Academic, Administration, Operations) and assign designations (e.g., Teacher, Coordinator, IT Support).
• Roles & permissions — CampusTrack includes five built-in roles: Super Admin, School Admin, Principal/SLT, Manager, and Employee. Each role has preconfigured permissions for dashboard access, data visibility, and approval capabilities.

2. Staff Import

Staff can be added individually or imported in bulk using a CSV file.

• CSV format — download the template from Settings → Staff Import. Required fields: Employee ID, Name, Email, Department, Designation, Branch.
• Validation — the system validates data before import and flags duplicates, missing fields, and format errors. Fix issues in the preview before confirming.
• SSO linking — if staff emails match their Google or Microsoft accounts, SSO is auto-linked on import. Staff can log in immediately without any additional setup.

3. Zone Configuration

GPS zones define the geographic boundary for on-campus check-in.

• Creating a zone — navigate to Settings → GPS Zones. Click the map to set the center point, then adjust the radius. Name the zone and assign it to a branch.
• Multiple zones — a school can have multiple zones (e.g., main campus, sports ground, satellite building). Staff within any assigned zone can check in.
• Radius tuning — start with a 200-meter radius and adjust based on campus size. The map shows a visual overlay of the zone boundary.
• Work modes — staff outside all zones can check in using Remote Work or Field Duty modes, if enabled by the admin.

4. Shift Setup

Shifts define the expected working hours and break rules for staff.

• Shift templates — create named shifts (e.g., Morning Shift 07:00-14:00, Full Day 08:00-16:00) with start time, end time, and break duration.
• Grace periods — configure grace minutes for late arrival and early departure. Check-ins within the grace period are counted as on-time.
• Assignment — assign shifts to departments, designations, or individual employees. Default shifts apply unless overridden.
• Overtime rules — define how overtime is calculated (fixed threshold, percentage above shift hours, or manual approval).

5. Leave Configuration

Leave types and policies are configured per school.

• Leave types — create types such as Annual Leave, Sick Leave, Emergency Leave, and Unpaid Leave. Each type has its own balance, accrual, and carry-forward rules.
• Approval workflow — define who approves leave requests. Options include direct manager, department head, or multi-level approval chains.
• Balances — set annual allocations per leave type. Balances are tracked automatically and visible to both staff and managers.
• Half-day and hourly — enable half-day or hourly leave options for specific leave types.

6. Security Settings

Security configuration controls authentication, session management, and data access.

• SSO providers — enable Google OAuth 2.0, Microsoft OAuth 2.0, or both. Staff log in with their existing school accounts.
• Session timeout — configure automatic logout after a period of inactivity. Default is 30 minutes.
• Face verification — enable or disable face verification globally or per role. When enabled, staff must complete face registration before their first check-in.
• Audit trail — all admin actions are logged with timestamp, user, and action details. View the audit log from Settings → Audit Trail.