DAC Academy — Master Standard Operating Procedures (SOP)

---

SECTION 1: INTRODUCTION

1.1 About DAC Academy

DAC Academy is an educational institution management system built as a web application. It manages the complete student lifecycle from initial inquiry through admission, fee management, hostel management, and alumni tracking.

1.2 System Access

• URL: (varies by deployment — ask your IT administrator)
• Supported Browsers: Chrome, Firefox, Edge (latest versions)
• Mobile: Responsive design works on smartphones and tablets

---

SECTION 2: SYSTEM OVERVIEW

2.1 Core Modules

---

SECTION 3: USER ROLES

3.1 Role Overview

---

SECTION 4: LOGIN

4.1 How to Login

1. Open your browser and navigate to the system URL
2. Click on the Login button (or you'll be redirected automatically)
3. Enter your Email address
4. Enter your Password
5. Check Remember Me if you're on a personal device
6. Click Sign In

4.2 After Login

• Parents: You'll see the Parent Dashboard
• All other roles: You'll see the Staff Dashboard

4.3 Troubleshooting Login

4.4 Logout

Click your avatar/name in the top-right corner, then click Sign out.

---

SECTION 5: NAVIGATION

5.1 Staff Sidebar

The sidebar on the left side of the screen shows all available modules. Which items you see depends on your role.

• Dashboard — Overview metrics
• Leads — Manage prospective students
• Admissions — Enroll new students
• Students — Manage active students
• Fees — Fee ledger and payments
• manual Receipts — Generate one-off receipts
• Hostel — Hostel management
• Users — Manage staff accounts (Admin only)
• WhatsApp Log — View sent messages (Admin only)
• Audit Log — View system changes (Admin only)
• Announcements — Send messages to parents (Admin only)
• Settings — Configure system (Admin only)

5.2 Header

• Branch Filter (Admin/Counselor only): Filter data by branch/location
• Search: Quick search across entities
• User Menu: Your name, role, and logout button

5.3 Parent Navigation

The parent portal has its own navigation bar at the top:

• Dashboard — Overview of your children's information
• Hostel Outing — Request outings for hostel students
• Medical Requests — Submit medication requests
• Receipts — View payment receipts
• Staff Portal (if you are also staff): Switch to staff view

---

SECTION 6: DASHBOARD (STAFF)

6.1 What You See

The dashboard shows cards with the following metrics (role-dependent):

Admin & Counselor View:

• Total Leads — All prospective students in the pipeline
• Hot Leads — High-priority leads marked "hot"
• Admissions — Number of students enrolled
• Students — Currently active students
• Revenue — Total fees collected (in ₹)
• Pending Outings — Hostel outings waiting for approval
• Pending Medical — Medical requests waiting for acknowledgment
• WhatsApp Messages — Total notifications sent
• Charts: Lead distribution by status, Fee collection over time

Warden View (simplified):

• Hostel Students — Students in your hostel
• Pending Outings — Outings waiting for your approval
• Pending Medical — Medical requests in your hostel
• Currently Out — Approved outings not yet returned

6.2 Recommended Actions

---

SECTION 7: LEADS (CRM)

7.1 Purpose

The Leads module tracks every prospective student from initial inquiry through to admission or loss.

7.2 Lead Lifecycle

New → Contacted → Interested → Registered → Admitted ↓ Lost (can happen from any non-terminal state)

7.3 Lead Status Definitions

7.4 Lead Probability

7.5 Creating a New Lead

Steps:

1. Click Leads in the sidebar
2. Click New Lead button (top-right)
3. Fill in the form:
   • Required: Student Name, Target Exam, Class, Parent Name, Parent Phone, Branch
   • Recommended: Probability (Hot/Warm/Cold), Source (how they heard about us)
   • Optional: DOB, City, School, Board, Notes, etc.
4. Click Submit

After Creation: The lead appears on the Kanban board in the "New" column.

7.6 Following Up on a Lead

1. Click on a lead name to open the Lead Detail page
2. In the Follow-up Timeline section:
   • Enter your follow-up notes
   • Set the follow-up date/time
   • Click Add Follow-up
3. All follow-ups are recorded with timestamps for audit

7.7 Phone Actions

On the Lead Detail page, you'll see phone action buttons:

• 📞 Call — Opens your phone dialer with the parent's number
• 💬 WhatsApp — Opens WhatsApp chat with the parent

7.8 Registering a Lead (Payment Collected)

1. On the Lead Detail page, click Register
2. In the dialog, enter:
   • Amount — Registration fee collected (defaults to ₹3,000)
   • Payment Mode — Cash, UPI, Bank Transfer, etc.
   • Transaction ID — If applicable
   • Payment Screenshot — Upload a photo of the payment proof
3. Click Submit
4. A receipt is generated automatically
5. WhatsApp notification is sent to the parent

7.9 Converting to Admission

1. The lead must be in Interested status (or any status except Lost/Admitted)
2. Click Convert to Admission on the Lead Detail page
3. You'll be taken to the Admission form pre-filled with lead data
4. Follow the Admission workflow (Section 8)

7.10 Viewing Leads (Kanban Board)

The default view shows a Kanban board with columns for each status:

• Each column shows the count at the top
• Preview cards show first few leads
• Click any column to drill down into a detailed table view

7.11 Filtering Leads

Use the filter bar at the top to filter by:

• Branch — Select a specific branch
• Date Range — Created between dates
• Search — Search by student name or parent name

---

SECTION 8: ADMISSIONS

8.1 Purpose

The admission process creates a fully enrolled student with fee structure, parent account, hostel allocation, and document tracking.

8.2 Pre-requisites

Before you can create an admission:

• An Active Academic Session must exist (ask Admin if not)
• At least one Document Checklist Item must be configured (ask Admin if not)
• The Batch must not be full, completed, or cancelled

8.3 Starting an Admission

Option A: From a Lead

1. Go to the lead that's ready for admission
2. Click Convert to Admission
3. The form is pre-filled with lead data

Option B: Fresh Admission (no lead)

1. Click Admissions in the sidebar
2. Click New Admission
3. Fill in all required fields

8.4 Admission Form — Step by Step

Student Details:

• Enter the student's full name
• Select class and target exam
• Optionally enter date of birth

Contact Details:

• Enter parent's email — if provided, a parent portal account will be AUTO-CREATED
• Enter parent's phone number (required)
• Optionally add father/mother/local guardian phone numbers

Academic Info:

• Select Course and Batch
• Optionally enter board, school name, medium of instruction
• Enter state and full address

Hostel (if applicable):

• Select Admission Type:
  • Tuition Only — Day scholar
  • Tuition + Hostel — Residential student
  • Tuition + School — Day scholar with school tie-up
  • Tuition + Hostel + School — Full residential
• If hostel is selected, pick the hostel, room, bed, and locker

Fee & Payment:

• Admission Fee — Defaults from batch. Enter 0 to use batch defaults. Enter a custom value to override.
• Hostel Fee — Defaults from batch (if hostel).
• Amount Paid — How much the parent is paying right now
• Payment Mode — Cash, UPI, Bank Transfer, etc.
• Transaction ID — For tracking (must be unique system-wide)
• Payment Screenshot — Upload proof of payment

Installments:

• The system will auto-generate future installments based on the batch payment schedule
• You can override with custom installments if needed

Documents:

• Upload scanned copies of required documents
• Document types are configured by Admin in Settings

Admission Items:

• Items to be provided to the student (uniform, books, ID card, etc.)
• Mark each as "Given" or "Remaining"

Student Photo: Upload a passport-style photo

8.5 After Submission

The system creates ALL of the following in one transaction:

1. ✅ Student Record — The student is now in the system
2. ✅ Lead Updated — Lead status changes to "Admitted"
3. ✅ Parent Account — If email was provided, parent can now login
4. ✅ Fee Record — Complete fee structure with installments
5. ✅ Receipt — Payment receipt with unique number
6. ✅ Hostel Allocation — Room and bed assigned (if hostel opted)
7. ✅ Document Checklist — Document tracking initialized
8. ✅ Admission Items — Items to be given tracked
9. ✅ WhatsApp Notification — Parent receives admission confirmation

8.6 Parent Account Credentials

If an email was provided during admission:

• Login: The email address entered
• Password: Parent@XXXX (generated automatically)
• The password is shown ONCE on the admission success screen
• Save this password — it cannot be retrieved later (only reset)

---

SECTION 9: STUDENTS

9.1 Purpose

The Students module manages all enrolled students, their profiles, documents, fees, and lifecycle events.

9.2 Viewing Students

1. Click Students in the sidebar
2. Use filters to find specific students:
   • Branch, Course, Batch, Class, Status
   • Hostel (Opted/Day Scholar), Admission Type
   • Session, Search by name
3. Click a student's name to view their full profile

9.3 Student Profile Sections

Header: Photo, name, batch, branch, status badge, session status

Personal Info: Full name, DOB, class, target exam, board, school, address

Contact Info: Parent name, phone, WhatsApp status, father/mother/guardian phones, email

Hostel Info: Room number, bed number, locker, hostel name (only if hostel-opted)

Admission Snapshot: Fee structure at the time of admission (HISTORICAL — use fee record for live data)

Documents: Checklist of submitted documents with status (pending/received/verified)

Admission Items: Items given/remaining (uniform, books, etc.)

Fee Record: LIVE fee data — total fee, paid amount, remaining balance, payment progress bar

Payment History: Each payment transaction with receipt links. Options to edit, void, or pay installments.

Enrollment History: Timeline of sessions the student has been enrolled in

9.4 Editing a Student Profile

1. Navigate to the student's detail page
2. Click Edit Profile
3. You can update: name, class, contact info, address, hostel status, documents
4. Cannot change: Batch (use Batch Transfer), Branch (no workflow available)

9.5 Student Lifecycle Actions

IMPORTANT: Before marking a student as Left/TC/Removed, ensure all fee dues are cleared.

9.6 Resetting Parent Password

1. On the student detail page, click Reset Parent Password
2. System generates a new password Parent@XXXX
3. Show the new password to the parent
4. The old password is immediately invalid

9.7 Creating Parent Account (Manual)

If a parent account wasn't created during admission:

1. On the student detail page, click Create Parent Account
2. Enter the parent's email
3. System creates the account and shows credentials

---

SECTION 10: FEES

10.1 Fee Structure

Every student has a Fee Record that tracks:

• Total Fee — Total amount the student must pay
• Paid Amount — Sum of all payments received
• Remaining — Outstanding balance

Rule: Total = Paid + Remaining (enforced by the system)

10.2 Viewing Fee Records

1. Click Fees in the sidebar
2. The table shows all students with:
   • Name, Batch
   • Total Fee, Paid, Outstanding
   • Status Badge (Paid ✅, Partial 🟡, Overdue 🔴, Pending ⚪)
   • Receipt Count
3. Click a row to view full payment history

10.3 Recording a Payment

Steps:

1. Navigate to the student's Fee section (or click from Fees table)
2. Click Record Payment
3. Enter:
   • Amount — How much is being paid
   • Payment Mode — Cash, UPI, Bank Transfer, etc.
   • Transaction ID — Optional but recommended
   • Payment Screenshot — Optional
4. Click Submit
5. A receipt is automatically generated
6. WhatsApp notification is sent to the parent

10.4 Payment History Actions

10.5 Understanding Fee Status

10.6 Voiding vs. Deleting

• Voiding cancels a payment but keeps the receipt for accounting
• Deleting removes the installment only if it hasn't been paid
• Receipts can NEVER be deleted (immutable by law)

---

SECTION 11: SESSIONS

11.1 What is an Academic Session?

An academic session represents one academic year (e.g., "2025-26").

11.2 Session Lifecycle

1. Create — Admin creates the session with start and end dates
2. Activate — Only ONE session can be active at a time
3. Use — All new admissions enroll in the active session
4. Promote — At year-end, students are promoted to the next session
5. Deactivate — After all students are promoted

11.3 Year-End Process

1. Admin creates next year's session
2. Admin activates the new session (auto-deactivates the old one)
3. Staff promotes each student to the new session
4. Fee records are created for the new session

---

SECTION 12: HOSTEL

12.1 Purpose

The Hostel module manages student accommodation, room allocation, outings, and medical requests.

12.2 Hostel Directory

• Click Hostel → Directory tab
• Shows: Room number, student name, branch, contact, presence status
• Wardens: see only their hostel. Admin: sees all hostels.

12.3 Outings Management

Parent Request Flow:

1. Parent logs into Parent Portal
2. Goes to Hostel Outing
3. Selects student (if multiple children)
4. Fills: start date, end date, reason, accompanied by, expected return
5. Submits request
6. WhatsApp notification sent to warden

Warden/Admin Review Flow:

1. Navigate to Hostel → Outings tab
2. Find pending outings (filter by status)
3. Click on an outing to view details
4. Click Approve or Reject
5. Optionally add review notes
6. WhatsApp notification sent to parent

Return Process:

1. Once student returns, find the approved outing
2. Click Mark Returned
3. System records the return time

12.4 Medical Requests

Parent Submission:

1. Parent goes to Medical Requests in Parent Portal
2. Selects student, enters: disease, medicine, dose quantity, dose time
3. Optionally: consulted doctor name, additional notes
4. Submits

Warden/Admin Processing:

1. Go to Hostel → Medical Requests tab (or Warden Portal → Medical Queue)
2. Review the request details
3. Click Acknowledge to confirm receipt
4. After medication is administered, click Complete
5. OR click Reject with a reason (if inappropriate)
6. WhatsApp acknowledgment sent to parent on acknowledgment

---

SECTION 13: PARENT PORTAL

13.1 What Parents Can Do

13.2 What Parents CANNOT Do

• ❌ Edit student information
• ❌ View other students' data
• ❌ Make payments (staff records payments)
• ❌ Approve/reject outings
• ❌ Acknowledge medical requests
• ❌ View system settings

13.3 Logging In for the First Time

1. Go to the system login page
2. Enter the email provided during admission
3. Enter the temporary password (Parent@XXXX)
4. You'll be prompted to change your password
5. Save your new password securely

13.4 Parent Dashboard

The dashboard shows:

• Your linked students (as cards)
• Summary of fees (upcoming installments)
• Recent receipts
• Recent outing requests
• Recent medical requests
• Academy announcements

---

SECTION 14: WHATSAPP NOTIFICATIONS

14.1 Automatic Notifications

The system sends WhatsApp messages automatically for:

14.2 Viewing WhatsApp Log

Admin can view all sent messages:

1. Click WhatsApp Log in the sidebar
2. Filter by status, event type, date range, or recipient
3. Each entry shows: recipient, template used, delivery status

14.3 Troubleshooting WhatsApp

---

SECTION 15: SETTINGS (ADMIN ONLY)

15.1 Academy Settings

15.2 Branches

Add, edit, or deactivate academy locations. Each branch has its own name, address, and phone.

15.3 Courses

Define academic programs (JEE, NEET, Foundation, etc.). Each course has a base fee and description.

15.4 Batches

Critical: Each batch has:

• Linked Course and Branch
• Fee components: Tuition, Hostel, Admission, Material, Caution Deposit, Facility, Mess
• Payment Schedule — Defines how installments are calculated
• Capacity — Maximum students that can be enrolled
• Status — Upcoming, Active, Completed, Cancelled

15.5 Sessions

Create and activate academic sessions. Only one session can be active at a time.

15.6 Hostels

Define hostels per branch with room capacity.

15.7 Document Checklist

Configure required documents for admission (e.g., Aadhaar card, mark sheets, photos)

15.8 WhatsApp Notifications

Toggle notification types on/off:

• Admission notifications
• Registration notifications
• Outing notifications
• Medical acknowledgment notifications

---

SECTION 16: USERS (ADMIN ONLY)

16.1 Creating a New User

1. Click Users in the sidebar
2. Click Add User
3. Fill in: Name, Email, Role (Admin/Counselor/Warden/Parent), Branch, Phone
4. For Wardens: assign a Hostel
5. Click Submit
6. System generates a temporary password

16.2 Managing Users

• Toggle Active Status — Deactivate a user who should not access the system
• Reset Password — Generate a new temporary password
• Edit — Change name, role, branch, hostel assignment

---

SECTION 17: AUDIT LOG (ADMIN ONLY)

17.1 Purpose

The audit log records every state-changing action in the system: who did what, when, and what changed.

17.2 Viewing the Audit Log

1. Click Audit Log in the sidebar
2. Filter by: Entity Type, Action, Date Range, Text Search
3. Each entry shows:
   • Timestamp
   • User who performed the action
   • Action type
   • Entity affected
   • Summary of what changed

17.3 Investigating Issues

To investigate a data issue:

1. Search the audit log for the affected entity or user
2. Review the before/after data snapshots
3. Identify who made the change and when
4. Take corrective action if needed

---

SECTION 18: DATA EXPORTS

18.1 Student Export

1. Go to Students page
2. Click Export to Excel
3. System generates an Excel file with all student data
4. Filters are respected in the export

18.2 Outings Export (Admin only)

1. Go to Hostel → Outings
2. Click Export
3. Filter by status and date range
4. System generates an Excel file

---

SECTION 19: DAILY CLOSING PROCESS

End of Each Day:

• Check Dashboard for new leads
• Process any pending outings
• Acknowledge pending medical requests
• Register any leads with payment collected
• Record all payments collected during the day
• Print and file receipts for the day

---

SECTION 20: TROUBLESHOOTING GUIDE

Login Issues

Admission Issues

Payment Issues

Parent Portal Issues

---