User Guide

Welcome to the CampusTrack User Guide. This guide is for all staff members — teachers, administrators, support staff, and anyone who uses CampusTrack as part of their daily routine. It covers everything from your first login to checking in, requesting leave, and staying connected with your school.

Getting Started

When your school admin adds you to CampusTrack, you will receive an invitation with a link to log in. CampusTrack supports three login methods — your school admin will let you know which one to use.

Google SSO — click "Sign in with Google" and select your school Google Workspace account. You are logged in instantly.
Microsoft SSO — click "Sign in with Microsoft" and use your school Microsoft 365 account.
Employee ID + PIN — enter your employee ID and the PIN provided by your school admin. You can change your PIN after your first login from the Profile section.

Guided onboarding tour

On your first login, a guided tour will walk you through the main areas of CampusTrack — your dashboard, check-in button, leave section, and profile. Follow along to get comfortable with the interface. You can replay the tour at any time from the Help menu.

Face registration (optional)

If your school has enabled face verification for check-in, you will be prompted to register your face during onboarding. Here is how it works:

Allow camera access when your browser asks for permission.
Position your face in the center of the frame. Make sure you are in a well-lit area, facing the camera directly.
Hold still while the system captures 3 frames of your face from slightly different angles. This takes just a few seconds.
Identity verification runs automatically to confirm a real person is present (not a photo or video). You may be asked to blink or turn slightly.
Registration is a one-time process. Your face data is encrypted and stored securely. If your appearance changes significantly (new glasses, major hairstyle change), contact your admin to re-register.

GPS consent

During onboarding, you will also see a GPS consent dialog. CampusTrack uses your device location only at the moment of check-in and check-out to verify you are within your assigned school zone. Your location is not tracked continuously. Tap Allow to grant GPS permission.

Dashboard

Your personal dashboard is the first screen you see after logging in. It gives you a quick snapshot of your day and quick access to common actions.

Today's attendance status — shows whether you have checked in, not yet checked in, or are on leave for the day.
Leave balance cards — displays your remaining balance for each leave type (annual, sick, casual, etc.) at a glance.
Quick action buttons — one-tap access to Check In/Out, Apply Leave, Calendar, and Notices.
Week summary — a compact view of your attendance for the current week, showing each day's status (present, late, absent, leave, or holiday).

Checking In & Out

Checking in and out is the core action you perform each working day. Here is the step-by-step process:

Open CampusTrack on your phone or computer. If you have installed it as a PWA (see Mobile Access below), tap the icon on your home screen.
Tap Check In — your browser will request GPS permission if it has not been granted already. CampusTrack captures your current location and verifies that you are within your school's geofence zone.
Select your work mode — choose the option that matches your day: On Campus, Remote Work, or Field Duty (depending on what your school has enabled).
Face verification (if enabled) — your device camera will open briefly. Look at the camera and hold still for a second. The system matches your face against your registered profile. Once verified, your check-in is recorded.
Check Out — at the end of your working day, open CampusTrack and tap Check Out. The same location verification and (optional) face verification apply.

What if you are outside the zone?

If the system detects that you are not within your assigned school geofence, your check-in will be flagged. You will see a message explaining that your location is outside the expected area. If you believe this is an error, you can submit an attendance correction request (see Attendance Correction below). If you are working remotely or on field duty, select the appropriate work mode before checking in.

Attendance History

The Attendance History section lets you review your daily attendance records over any period.

Monthly grid view — each day is color-coded for quick scanning: green for present, red for absent, yellow for late, and blue for leave. Holidays and weekends are greyed out.
Drill down by date — tap any day to see your exact check-in and check-out times, total working hours, work mode, and GPS coordinates recorded at check-in.
Export your records — download your attendance data as a report for your own records. Available in PDF and CSV formats.

Applying for Leave

To request time off, navigate to the Leaves section from your dashboard or the main menu.

Submit a new request — select the leave type (annual, sick, casual, emergency, or any custom type your school has configured), choose your start and end dates, and add a reason or note.
View your leave balances — your remaining balance for each leave type is displayed on the leave request screen, so you always know how many days you have available.
Half-day and hourly leave — if your school supports half-day leave, toggle the half-day option and select morning or afternoon. Some schools also allow hourly leave for short absences.
Track request status — after submitting, your request goes through the approval chain (usually your line manager or department head). You can track its status at any time: pending, approved, or rejected. You will receive a notification when a decision is made.
Cancel a pending request — if your plans change, you can cancel a leave request as long as it has not been approved yet. Go to your leave history, find the pending request, and tap Cancel.

Attendance Correction

If you missed a check-in, forgot to check out, or checked in late due to a valid reason (such as a school event or technical issue), you can submit a regularization request.

Submit a correction — go to the Attendance Correction section, select the date in question, and provide a reason for the correction. You can also attach supporting evidence (such as a photo or email) if needed.
AI suggestions — CampusTrack may automatically suggest corrections based on detected patterns. For example, if you checked in but forgot to check out, the system may pre-fill a suggested check-out time based on your usual schedule.
Multi-level approval — correction requests go through the same approval chain as leave requests. You can track the status of your request (pending, approved, or rejected) from the Attendance Correction screen.

My Profile

Your profile contains your personal and employment information.

Personal information — view your name, email address, phone number, and employee ID.
Employment details — see your department, designation, assigned branch, zone, shift, and reporting manager.
Profile photo — upload or update your profile photo. This photo appears in your profile card and is separate from your face registration data.
Face registration status — check whether your face has been registered for verification. If it shows as not registered and your school requires it, contact your admin to complete the process.

Announcements

Stay informed with school-wide and department-specific announcements posted by your administration.

View announcements — browse all current announcements from the Announcements section. School-wide announcements are visible to everyone; department-specific ones appear only for your team.
Acknowledge / mark as read — some announcements require you to confirm that you have read them. Tap Acknowledge to mark them as read. Your admin can see who has and has not acknowledged each notice.
Search and filter — use the search bar to find past announcements by keyword. Filter by date, department, or priority level.
Priority levels — announcements are tagged as normal, important, or urgent. Urgent announcements appear highlighted at the top of your list and may trigger a push notification.

School Calendar

The School Calendar gives you a clear view of the academic year, holidays, and events.

Academic year and term — see which academic year and term is currently active, along with the term start and end dates.
Holidays and events — upcoming public holidays, school holidays, and special events are listed and color-coded on the calendar. You do not need to check in on holidays.
Monthly view — switch between months to plan ahead. Each day shows relevant events and your attendance status.
Today at a glance — the calendar highlights today's date with a summary of any events, your shift time, and attendance status.

Staff Wellbeing

CampusTrack includes tools to support your wellbeing and help your school create a healthier work environment.

Daily wellbeing check-in — once a day, you may see a short prompt asking you to rate your mood (1 to 5), energy level, and workload. This takes about 10 seconds and is completely optional.
Personal wellness score — view your wellbeing trends over time in a simple chart. This helps you notice patterns in how you feel throughout the term.
Support request — if you are going through a difficult time, you can submit a confidential support request to your school's HR or wellbeing team directly from this section.
Peer recognition — send kudos to a colleague to recognize their help, teamwork, or great work. Kudos are visible to the recipient and their manager.
Pulse surveys — your school may occasionally send short surveys (3 to 5 questions) to gather staff feedback on specific topics. Your responses help the administration make improvements.

Notifications

CampusTrack keeps you informed through in-app and push notifications so you never miss an important update.

Notification bell — the bell icon in the top navigation shows a red badge with the count of unread notifications. Tap it to see your notification list.
Push notifications — if you have installed CampusTrack as a PWA and allowed notifications in your browser, you will receive push alerts even when the app is not open.
Types of notifications — you will receive alerts for leave approvals and rejections, new announcements, upcoming calendar events, feedback prompts, attendance reminders, and approval requests (if you are a manager).

Feedback

CampusTrack may occasionally ask for your feedback to help your school improve day-to-day operations.

Star rating popup — after a check-in or check-out, you may see a quick star rating prompt (1 to 5 stars). Tap a star to rate your experience.
Anonymous feedback — your rating is anonymous and cannot be linked back to you. It helps the school understand how staff feel about processes and operations.
Skip if you prefer — the feedback prompt is optional. You can dismiss it by tapping the close button or simply waiting a few seconds.

Shifts & Schedules

View your assigned work schedule and understand your shift details.

Your shift — see your assigned shift including start time, end time, and grace period (the number of minutes after your shift start before you are marked as late).
Today's roster — view who else is on duty today in your department or branch.
Split shifts — if your school uses split shifts (for example, morning and afternoon sessions with a break in between), both segments will be displayed with their respective check-in and check-out expectations.

Mobile Access

CampusTrack is a Progressive Web App (PWA), which means it works on any smartphone browser without downloading anything from an app store.

Works on any device — open CampusTrack in Chrome, Safari, Firefox, or Edge on your phone, tablet, or computer.
Add to home screen — for an app-like experience, add CampusTrack to your home screen. On most phones, tap the browser menu (three dots or share icon) and select "Add to Home Screen." You will get a dedicated icon and full-screen experience.
No app store required — there is no separate download from the Apple App Store or Google Play Store. The PWA receives updates automatically.
Camera access — required only if your school has enabled face verification for check-in. Grant permission when prompted by your browser.
GPS access — required for location-based check-in. Grant permission when prompted. CampusTrack only reads your location at the moment of check-in and check-out.

Troubleshooting

If you run into an issue, try these common fixes before contacting your admin.

GPS not working

Make sure location services are turned on in your device settings.
In your browser settings, check that CampusTrack has permission to access your location. On Chrome, go to Settings > Privacy > Location. On Safari, go to Settings > Safari > Location.
If you are indoors, move closer to a window. GPS signals can be weak inside buildings.
Try refreshing the page and tapping Check In again.

Face verification failing

Make sure you are in a well-lit area. Avoid backlighting (bright light behind you).
Remove sunglasses, hats, or anything covering your face.
Face the camera directly and hold still for a moment.
If your appearance has changed significantly since registration (new glasses, major hairstyle change), contact your admin to re-register your face.

Cannot check in

Verify that you are within your school's geofence zone. Check-in is only allowed within the designated area.
If you are on campus but the system says you are outside the zone, your GPS may be inaccurate. Try moving outdoors or to a different spot and retry.
If you are working remotely or on field duty, make sure you have selected the correct work mode before checking in.

Forgot your PIN

Contact your school admin. They can reset your PIN from the admin panel. You will receive a temporary PIN to log in, and you can set a new one from your Profile section.

Browser compatibility

CampusTrack works best on the latest versions of Chrome, Safari, Firefox, and Edge.
Make sure your browser is up to date. Older browser versions may not support camera access or GPS features.
If you experience issues on one browser, try switching to Chrome, which has the broadest support for PWA features.