Quick Start Guide
Welcome to AcademyPro! This guide walks you through the initial setup process so you can start managing your academy within minutes. After signing up and creating your academy, you'll land on the admin dashboard where the onboarding wizard helps you configure essential settings like academy name, logo, and academic year.
- Sign up at ams.clicktaketech.com with your academy name, email, and a unique subdomain.
- Complete the onboarding wizard to set your academic year, grading scale, and communication preferences.
- Invite your first teachers and staff members via email from the User Management section.
- Create your class structure (batches, sections, subjects) to begin enrolling students.
- Configure attendance rules and fee structures so daily operations can begin immediately.
Complete the onboarding wizard in one sitting — it pre-fills your timetable templates, default fee categories, and notification templates, saving you hours of manual configuration later.
Adding Users
AcademyPro supports multiple user roles including Admin, Teacher, Student, Parent, and Visitor. You can add users individually through the dashboard or import them in bulk using a CSV file. Each user receives a secure login credential and role-based access to the platform.
- Navigate to Users > Teachers or Users > Students from the admin sidebar.
- Click the + Add button and fill in the required fields: name, email, phone, and role.
- For bulk imports, download the CSV template, populate it with user data, and upload it via the import button.
- Users receive an automated welcome email with their login credentials and a link to set their password.
Setting Up Classes
Organize your academy's academic structure by creating classes (batches), sections, and subjects. This hierarchical setup ensures that attendance, fees, timetables, and reports are all linked to the correct class groups.
- Go to Academics > Classes and click + Add Class to create a batch (e.g., Grade 10, Class A).
- Assign a class teacher who will have attendance and marks entry privileges for that class.
- Under Academics > Subjects, create subjects and link them to the relevant classes.
- Enroll students into classes from Users > Students by selecting the class during student creation or editing.
Attendance Configuration
AcademyPro offers flexible attendance tracking including manual marking, QR code check-in, geofence-based attendance, and face recognition. Configure the method that best fits your academy's workflow.
- Navigate to Settings > Attendance to set the default marking method (manual, QR, geofence, or face recognition).
- Define attendance rules: minimum required percentage, late arrival threshold, and early departure rules.
- Enable GPS geofencing with custom radius and allowed check-in time windows for location-based attendance.
- Set up automatic notifications to parents when their child is marked absent or late.
Admin Dashboard
The admin dashboard is your command center. It provides a real-time overview of key metrics including total students, teachers, today's attendance rate, pending fees, and upcoming events. The dashboard is designed to give you an at-a-glance view of your academy's health.
User Management
Manage all users in your academy from a centralized panel. Create, edit, deactivate, and export user records. The system supports role-based access control (RBAC) so each user only sees features relevant to their role.
- Admin — Full access to all features, settings, and user management.
- Teacher — Access to attendance marking, marks entry, timetable view, and leave requests.
- Student — Access to fee invoices, results, attendance history, and QR code entry.
- Parent — Same view as student, linked to their child's records.
- Worker — Staff access for non-teaching employees with salary and leave tracking.
Attendance
As an admin, you have full visibility into attendance records across all classes and dates. You can view daily summaries, filter by class or student, export reports, and manually correct entries if needed.
- View attendance by date range, class, section, or individual student.
- Export attendance data as CSV or PDF for record-keeping and regulatory compliance.
- Override or correct teacher-marked attendance with an audit trail of changes.
- View real-time attendance dashboards with charts and trend analysis.
Fee Management
The fee management module handles the complete fee lifecycle: defining fee structures, generating invoices, collecting payments via multiple gateways (Stripe, PayPal, bank transfer), and tracking outstanding balances. Automate recurring fees and send reminders to parents.
- Create fee categories (tuition, transport, lab, exam fees) with custom amounts per class.
- Generate bulk invoices for an entire class or individual students with one click.
- Accept payments online via Stripe, PayPal, or bank wire transfer.
- Set up automatic reminders for overdue fees via email and push notifications.
Timetable
Create and manage weekly timetables for all classes. Assign subjects, teachers, and time slots with a drag-and-drop interface. Teachers automatically see their personal timetable on their dashboard.
Avoid conflicts by using the built-in conflict detection that alerts you when a teacher is double-booked or a room is assigned to two classes simultaneously.
Leave Management
Teachers and workers can submit leave requests which admins can approve or reject. The system tracks leave balances, types (sick, casual, earned), and maintains a complete leave history for each staff member.
- Staff submits a leave request with type, dates, and optional reason.
- Admin receives a notification and can approve, reject, or request more information.
- Approved leaves automatically adjust the leave balance and update the attendance record.
Salary & Payroll
Manage teacher and worker salaries with automated payroll processing. Define salary structures, add deductions and allowances, generate payslips, and track payment history. The system integrates with leave records to handle absent-day deductions automatically.
Enable auto-payroll to generate salary sheets at month-end with pre-configured deductions for absences, late arrivals, and tax withholdings.
CRM
The built-in CRM helps you manage prospective students and leads. Track inquiries from first contact through enrollment, assign follow-up tasks to staff, and measure conversion rates to optimize your admissions funnel.
Reports
Generate comprehensive reports across all modules: attendance analytics, fee collection summaries, student performance trends, and staff payroll reports. All reports support date filtering, CSV/PDF export, and visual charts.
Settings & Branding
Customize your academy's identity by uploading logos, setting brand colors, and configuring the communication preferences. You can also set up custom email templates, notification channels, and academic year parameters.
Subscription
View your current subscription plan, usage statistics, and module access. Upgrade or downgrade your plan based on your academy's needs. The subscription page shows real-time usage meters for students, teachers, and storage.
Mark Attendance
Teachers can mark attendance for their assigned classes directly from the dashboard. Select the class, date, and mark each student as present, absent, late, or excused. The system saves automatically and notifies parents of absences in real-time.
- Open the Attendance section from your teacher dashboard sidebar.
- Select the class and date. The student list loads automatically.
- Click the status icon next to each student to cycle through Present / Absent / Late / Excused.
- Click Save. Parents of absent students receive an instant notification.
Marks Entry
Enter exam marks and assessment scores for your students. Support for multiple exam types (midterm, final, quiz), custom grading scales, and automatic GPA calculation based on your academy's configured grading policy.
Timetable View
View your personal teaching schedule in a clean weekly calendar format. The timetable shows your assigned classes, subjects, and time slots. Any changes made by the admin are reflected in real-time.
Leave Requests
Submit leave requests directly from your dashboard. Select the leave type (sick, casual, earned), specify the date range, and add an optional reason. Track the status of your requests and view your leave balance history.
Fee Invoices
Students and parents can view all fee invoices, download PDF copies, and make online payments directly from the dashboard. The invoice shows a detailed breakdown of each fee category, due dates, and any applicable discounts or late fees.
Click the Pay Now button on any pending invoice to pay securely via Stripe, PayPal, or bank transfer. Payment confirmation is sent to your email instantly.
Results & GPA
View exam results, subject-wise marks, and cumulative GPA. Students can track their academic progress over time with visual charts showing performance trends across multiple exams and semesters.
Attendance Tracking
Students and parents can view the complete attendance history with daily records, monthly summaries, and overall attendance percentage. Filter by date range or subject to get detailed reports.
QR Code Entry
Students can check in to class by scanning a QR code displayed in the classroom. The phone camera opens automatically, scans the code, and marks attendance instantly. This is especially useful for large academies with multiple entry points.
Notifications
Receive real-time push notifications and email alerts for attendance updates, fee reminders, exam schedules, and announcements. Parents get instant alerts when their child is marked absent or late.
Check-In Process
Visitors can check in at the academy's front desk using a self-service kiosk or a staff-assisted entry. They provide their name, phone number, purpose of visit, and the person they are meeting. A visitor pass is generated automatically.
- Visit the visitor check-in URL or use the tablet at the front desk.
- Enter your name, phone number, and select the purpose of your visit.
- Choose the person you are meeting from the staff directory.
- Receive a digital visitor pass with a unique QR code for identification.
Visitor Pass
Each checked-in visitor receives a digital pass that includes their photo (if captured), name, visit purpose, host name, and check-in time. The pass can be displayed on a mobile device or printed for badge display.
Check-Out
When the visit is complete, visitors check out using their QR code or by providing their phone number at the kiosk. The system records the check-out time and calculates the total visit duration for security and reporting purposes.
Platform Dashboard
The super admin dashboard provides a bird's-eye view of the entire SaaS platform. Monitor total tenants, active subscriptions, revenue metrics, system health, and recent audit events. This view is exclusively available to platform administrators.
Super admin access is restricted to ClickTake Technologies platform administrators. Contact your platform manager if you need elevated access.
Tenant Management
Create, configure, and manage tenant academies. Each tenant operates as an independent academy with its own data, branding, and user base. The super admin can suspend, activate, or delete tenants and manage their custom domains.
Plans & Modules
Define subscription plans (Free, Basic, Pro, Enterprise) and control which features (modules) are available in each plan. Set pricing, trial periods, and limits (max students, teachers, storage) for each tier.
Revenue Engine
Configure payment gateways (Stripe, PayPal, bank wire) at the platform level. The revenue engine manages global payment settings and ensures all tenant transactions flow through the correct enabled gateways.
Audit Logs
Track every administrative action across the platform. Audit logs record who did what, when, and from where. This is essential for security compliance, dispute resolution, and maintaining accountability across all tenant operations.