TRACKER How-to Manual

1. What TRACKER is

TRACKER records when a learner enters or leaves a room or the school gate by scanning a QR code. It is used for daily class attendance, gate check-in, and official reports (SF2 / SF4).

Each school device is tied to a keycode issued and approved by the designated hosting provider / supplier. That keycode decides which school you are punching for, and which Subject / Room lists you see.

2. What you need

• A laptop, tablet, or phone with a camera and internet
• Chrome or Edge (allow camera when asked)
• Your school keycode (issued and approved by the designated hosting provider / supplier)
• Printed or phone-saved learner QR codes

The same browser keeps your keycode, last Subject, last Room, and recent picks. If you clear site data or use another browser, you must set up the device again.

3. Set up a device (first time)

Open Student-IN or Student-OUT. If the device is not yet registered, the keycode box appears.

1. Type a Room Name (at least 5 characters), for example Grade 8 - Edison or School Gate.
2. Type the school Keycode.
3. Tap the check icon beside the keycode.

If you see Invalid keycode or School subscription problem, stop and ask the designated hosting provider / supplier. Do not guess another school’s keycode.

4. Register a learner

Open Registration on a device that already has a valid keycode.

1. Enter the 12-digit LRN.
2. Enter the name as Last Name, First Name, Middle Name.
3. Select Sex, Grade Level, and School Year. For Section, type the section name only (example: Celsius or Zara), not Grade 9 - Celsius or G7 Zara.
4. Enter the 11-digit guardian mobile number, example 09701234567.
5. Add remarks only if needed.
6. Click Register.

On success, TRACKER generates a QR and downloads a PNG named after the learner. Print that QR and keep it on the ID, notebook, or a classroom set.

If you see Student already exist, that LRN is already in TRACKER. Use Load Learner to edit it. Do not invent a second LRN.

5. Edit a registered learner

Use this when the name, section, grade, contact, or school year is wrong. You need a 9-digit TIN issued by Division ITO (not the school keycode).

1. On Registration, type the 12-digit LRN.
2. Click Load Learner (beside the LRN box).
3. If the LRN exists, a popup asks for the TIN. Enter it and click Load Student Record.
4. Correct the fields. The LRN stays locked.
5. On the same button row as Clear, click Save Changes. The form then clears and leaves edit mode.
6. Or click Download QR on that same row if the name changed or the printed QR was lost. The form stays open so you can still save.

6. Student-IN and Student-OUT

Use Student-IN when the learner arrives and Student-OUT when the class or the day ends. Set these three fields before you scan:

• Subject Title — the class (or a gate title; see below)
• Subject Teacher
• Room Name

Allow the camera. Hold the QR steady. A success tone and message means the punch was saved. The scanner pauses while the message is on screen, then continues.

If a learner INs to a new subject while another class is still open, TRACKER auto-OUTs the old class. One learner is not left IN to two classes at once.

Need to change room or subject mid-session? Click the field and pick or type the new name. The next scan uses the new values.

7. Subject and Room names

Click the Subject Title or Room Name box to see the list for this school’s keycode only. Another school’s rooms will never appear on your device.

The list is built in this order:

1. Names you recently picked or typed on this device (top)
2. Names already used by this school this school year
3. The rest, A–Z

Type a new name if it is not in the list. TRACKER title-cases subjects and rooms when you leave the field or save a punch. For rooms, prefer this style:

Grade 8 - Edison   Grade 11 - Euclid   Kindergarten - Rose

8. School gate vs class

Gate check-in is not a class. Use a title such as Gate 1 only at the gate. Do not use gate titles for SF2, section reports, or class late/skipped tagging.

Class reports need a real Subject Title and Teacher. If you left a gate title on the IN page, change it before opening Reports.

9. Reports

Open Reports on the same registered device. Subject and Teacher must already be set on Student-IN (they are remembered for the browser tab).

Today’s class

1. Select School Year, Grade, and Section.
2. Leave the date as today, or pick another date.
3. Click Get Students.

Cards show enrolled, present, late, absent, and skipped. Click Late, Absent, or Skipped to see the names and download a PDF.

On the student list you can tag Late, Skipped, or Excused for that subject and day. Tag again to remove it.

• Present — IN punch, not tagged late/skipped/excused
• Late — tagged late (grace is 15 minutes from first class IN)
• Skipped — tagged skipped, or the class ended and the learner punched another subject instead
• Absent — class ended, no punch, not excused
• Excused — tagged excused

Attendance risk

After Get Students, High Risk and Watchlist appear for that section this school year. They use weekday IN punches only. Saturday and Sunday never count. A day tagged Excused counts as an absence (same as SF2 E), not as present. Use the lists for follow-up, not as a final grade.

SF2 and SF4

1. Select Grade and Section (required for SF2).
2. At the bottom, pick Month and Year.
3. View SF2 PDF opens the official section monthly report.
4. View SF4 PDF opens the school monthly consolidation.

SF2 needs a real class subject/teacher in the tab. Gate titles will be rejected.

10. Live school dashboard

For a lobby TV or admin monitor, open:

https://tracker.depedagnor.com/XXXXXX

Replace XXXXXX with the 6-digit School ID (example: 500047).

Optional color: add /dark, /light, /dim, /warm, or /contrast after the School ID.

The board refreshes by itself. It shows today’s mix, every section on the accounted chart, ongoing classes, and attendance risk. It does not need the classroom keycode on that TV.

Section bars come from each learner’s Grade and Section on the registration record — not from a teacher’s saved rooms. If two spellings were encoded (example: Celsius and Grade 9 - Celsius), they show as two bars. Encode Section as the name only, then ask Division ITO if old duplicates need merging.

11. Learner / parent lookup

Anyone with the LRN can open:

https://tracker.depedagnor.com/XXXXXXXXXXXX

That page asks for the learner’s last name (the part before the comma). If it matches, it shows the record, recent IN/OUT, and simple analytics. A wrong last name does not reveal the record.

This is view-only. It cannot edit the learner. Edits go through Registration + TIN.

12. Guardian SMS

When a punch is saved and the learner has an 11-digit guardian number, TRACKER queues a short Filipino message (time in / time out / auto-OUT).

If a message for that same learner and number is still waiting to send, a second one is not queued. Siblings who share one phone still each get their own message, because the queue is per learner.

13. Common problems

Daily checklist

• Device already has a keycode (no setup screen)
• Subject, Teacher, and Room are set for this period
• Use Student-IN at the start, Student-OUT at the end
• Do not scan gate titles as a class
• Register new enrollees before their first scan. Type Section as the section name only.
• Print replacement QRs from Registration → Load Learner → Download QR (same row as Save Changes)