AlatiphA SchoolHub v40 Complete User Guide
AlatiphA SchoolHub v40 Complete User Guide
This guide explains the current version of AlatiphA SchoolHub from the perspective of a Guest, Head Teacher and Teacher. It also explains every major tab in the application as a separate chapter.
Table of Contents
- Introduction
- SchoolHub Accounts
- Home Dashboard
- School Setup
- Manage Teachers
- Staff
- Classes
- Students
- Subjects
- Attendance
- Grade Entry
- Remarks
- Reports
- Term History
- Activity Log
- Billing & Credits
- Offline Mode & Synchronisation
- Data Protection & Recovery
- Profile Menu & Help
- Installing SchoolHub as an App
- Save vs Update
- Recommended School Workflow
- Conclusion
Chapter 1: Introduction
Managing a school involves much more than entering examination scores. Administrators have to manage pupils, teachers, attendance, school calendars, remarks, reports, term changes and historical records while ensuring that important information is not accidentally lost.
AlatiphA SchoolHub brings these activities into one application. It is designed as a Progressive Web App (PWA), which means it can be opened in a browser and can also be installed on supported phones and computers like a normal application.
The current SchoolHub provides tools for:
- School and academic-term setup
- Role-based Head Teacher and Teacher accounts
- Guest trial access
- Staff management
- Class management
- Student records
- Subject management
- Student and teacher attendance
- School calendar exceptions such as holidays and midterms
- Grade entry
- Student remarks
- Report-card generation
- Attendance reports
- Term history
- Activity logging
- Cloud synchronisation
- Offline-first access for previously verified users
- Backup and recovery
- Academic-year rollover
- Emergency year-end restoration
Chapter 2: SchoolHub Accounts
SchoolHub uses different account types because not every user should have access to every part of a school's information.
2.1 Guest Account
Guest Mode is designed for someone who wants to try SchoolHub before creating a school account.
The current application provides a 7-day guest trial.
In Guest Mode, you can experiment with features such as School Setup, Classes, Subjects, Staff, Students, Attendance, Grades, Remarks and Reports.
2.2 School / Head Teacher Account
The Head Teacher account is the main administrative account for a SchoolHub school.
A Head Teacher can manage School Settings, Staff, Classes, Subjects, Students, Teacher applications and approvals, Teacher assignments, Student attendance, Teacher attendance, School Calendar, Grades and Remarks, Reports, Term History, Academic Year Rollover, Backup and Recovery, System Health and Sync information.
After a school is created, teachers can join the school using its join process. Their access does not automatically become active. The Head Teacher approves the teacher and determines the classes and subjects the teacher can use.
2.3 Teacher Account
A Teacher joins an existing SchoolHub school rather than creating another school.
- Create or sign in to a SchoolHub account.
- Join the required school.
- Wait for Head Teacher approval.
- The Head Teacher assigns permitted classes and subjects.
- The teacher works only within those approved assignments.
Chapter 3: Home Dashboard
The Home tab acts as the main starting point after entering SchoolHub. It provides quick access to the areas available to the current user's role.
Major areas include Setup, Manage Teachers, Staff, Classes, Students, Subjects, Attendance, Grades, Remarks, Reports, Billing & Credits, Activity Log and Term History.
The floating quick-navigation pill also provides fast access to frequently used sections such as Home, Attendance and Reports. Head Teachers may also see Billing & Credits.
Chapter 4: School Setup
The Setup tab contains the main configuration for the school.
4.1 School Information
School settings include Teacher Name where applicable, School Name, Address, Email, School Logo, Current Term, Academic Year, Term Opening Date, Term Closing Date, Calculated Times Open, Next Term Begins and Head Teacher for report-card signatures.
4.2 Report Settings
SchoolHub supports two main report layouts:
| Layout | Description |
|---|---|
| Standard | Uses both Class Score and Examination Score. |
| Simple | Uses Examination Score only. Class Score is hidden and unused. |
The current build also contains eight report-card themes:
- Black & White
- SchoolHub Professional
- Modern Academic
- Classic Academic
- Executive
- Sage Minimal
- Blue Air
- Rose Editorial
4.3 Backup & Restore
SchoolHub can export a school backup in JSON format. The Export Backup (.json) option provides an additional copy of important school information outside the application.
4.4 PIN Lock
The optional PIN Lock provides an additional privacy screen on a device where SchoolHub may be accessible to other people.
4.5 Cloud Sync
The Cloud Sync section shows the connection and synchronisation state of the school workspace. When needed, Sync Now can be used to trigger synchronisation.
4.6 Academic Year Rollover
At the end of the academic year, SchoolHub provides a structured rollover process.
Each student can be reviewed as Promote, Repeat, Graduate / Complete, or Transfer / Leave.
SchoolHub creates a protective year-end backup/archive as part of the rollover process and provides a Restore Year-End Backup option for emergency reversal.
Chapter 5: Manage Teachers
The Manage Teachers tab is a Head Teacher administrative area used to review teacher requests, approve teachers, assign classes and subjects, update active assignments and disable access where necessary.
Chapter 6: Staff
The Staff tab keeps structured staff information such as name, sex, date of birth, Staff ID, registration/licence details, EMIS, SSNIT, Ghana Card ID, rank, dates, qualifications, bank details, phone, email, role and signature.
Tools include Staff Search, Bulk Add, Excel export, Excel template download, Staff spreadsheet import, Print / Save as PDF, and missing-staff recovery checks.
Chapter 7: Classes
The Classes tab is used to create and organise the school's classes and can link each class to a Class Teacher.
Chapter 8: Students
The Students tab manages pupil records such as Full Name, Sex, Date of Birth, Age, Student ID, Disability status, Guardian Name, Parent Phone, House Number / GhanaPost GPS and Class.
Students can be searched across the school, filtered by class, added individually or in bulk, and checked against saved recovery sources when records appear missing.
Chapter 9: Subjects
The Subjects tab defines the subjects taught in the school. Users can add subjects, edit existing subjects and arrange subject order.
Chapter 10: Attendance
10.1 Student Attendance
Choose a class and date, mark the pupils and save the attendance record. Date navigation controls make it easier to move between attendance dates.
10.2 Teacher Attendance
Head Teachers can maintain teacher attendance separately from pupil attendance.
10.3 Calendar
The Calendar is used to manage school-day exceptions such as holidays and midterms. Editing an event updates the existing record, and changing its date moves it rather than creating a duplicate.
10.4 Summary
The Summary area provides consolidated attendance information for the selected period.
10.5 Analytics
The Analytics section helps turn recorded attendance into information that can be reviewed more easily than individual daily registers.
10.6 Attendance Reports
Attendance reports can be prepared for printing and downloading using a common modern report presentation.
Chapter 11: Grade Entry
The Grade Entry tab is where assessment scores are entered for pupils. It supports manual entry, saving class grades, exporting to Excel and importing from Excel.
On desktop, the grade ledger can scroll horizontally when many subjects are present, and grade inputs support full three-digit values.
Chapter 12: Remarks
The Remarks tab provides the non-score information used on pupil reports. Available actions include Save Remarks and Save & Next.
Chapter 13: Reports
13.1 Report Card Themes
Schools can select from the available report-card themes before producing reports.
13.2 PDF Reports
SchoolHub can prepare individual and class report-card PDFs. The current workflow includes visible generation progress and a Report ready stage.
- Save PDF
- Open / Print PDF
These actions use the already-prepared report rather than unnecessarily generating the same PDF again.
13.3 CSV Results
Results can also be exported in CSV format for spreadsheet work, record keeping or further analysis.
Chapter 14: Term History
The Term History tab is used to browse older term/year information and export historical results. It includes Term / Academic Year selection, Class selection, historical report generation, CSV export and Start New Term.
Chapter 15: Activity Log
The Activity Log provides a record of important actions performed within the school workspace.
Chapter 16: Billing & Credits
SchoolHub contains Billing & Credits infrastructure for report-card generation.
Chapter 17: Offline Mode & Synchronisation
A previously verified signed-in account on the same device can reopen locally stored school information if Firebase is temporarily unavailable.
If a supported change is made locally and has not yet reached the cloud, SchoolHub can show a pending synchronisation state.
When the internet returns, SchoolHub revalidates the account, confirms school access, sends pending local edits, acknowledges successful writes, and refreshes cloud information.
Chapter 18: Data Protection & Recovery
The current SchoolHub safety architecture includes local recovery snapshots, a durable local save journal, persistent pending-sync information, protection against incomplete cloud hydration, explicit deletion tracking, selected recovery tools, cloud-side validation and rollover archives.
Chapter 19: Profile Menu & Help
The Profile menu provides access to tools such as Go to Setup, Show Guided Tour, Help & FAQ, Privacy, Terms of Use, Install SchoolHub, About SchoolHub, Sync Center, System Health, Billing & Credits for authorised users, and Login/Logout.
Help, Privacy and Terms are integrated into the SchoolHub interface and follow the application's theme.
Chapter 20: Installing SchoolHub as an App
Because SchoolHub is a Progressive Web App, supported browsers can install it without requiring a traditional app-store package. When available, use Profile → Install SchoolHub.
Chapter 21: Save vs Update
| Button | Meaning |
|---|---|
| Save | Create or save a new entry. |
| Update | Apply changes to an existing record being edited. |
Chapter 22: Recommended SchoolHub Workflow
- Create the Head Teacher school account.
- Complete School Setup.
- Add Staff.
- Create Classes.
- Create Subjects and arrange their order.
- Add Students to their classes.
- Approve Teachers and assign their classes/subjects.
- Configure Calendar holidays and midterms.
- Record Attendance.
- Enter Grades.
- Add Remarks.
- Review and generate Reports.
- Export regular backups.
- Start a New Term when appropriate.
- Use Academic Year Rollover at the end of the year.
Chapter 23: Conclusion
AlatiphA SchoolHub has developed from a simple school-record system into a broader school-management platform covering the daily workflow of Head Teachers and Teachers.
Its role-based accounts help separate administrative responsibilities from classroom access. The Staff, Classes, Students, Subjects, Attendance, Grades, Remarks, Reports and Term History tabs provide the main working environment, while backups, cloud synchronisation, offline support and year-end rollover help manage the longer-term life of school records.
The current v40 safety architecture places particular emphasis on protecting school data by preserving pending edits, controlling sensitive cloud operations, maintaining recovery information and reducing the risk of incomplete local data overwriting fuller cloud records.
For schools using SchoolHub, the best practice remains simple: keep records current, monitor synchronisation, use role permissions carefully, and maintain regular backups.
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