SUPPORT
Common questions from centres using SchoolTracs every day — choosing a system, billing, timetable, and apps.
SchoolTracs is an all-in-one course management system for tutoring schools, language centers, and music & arts studios. It handles class scheduling, invoicing, attendance, and parent communication in one platform, and is trusted by 450+ education centers across Hong Kong, Singapore, Taiwan and the UK.
Pricing is per branch per month, based on your number of active students: US$40 for up to 100 active students, US$70 for 101–250, US$105 for 251–500, and US$135 for 501–1,000. All plans include the Student and Teacher Apps, unlimited employee accounts, and free support — with no long-term contract.
Yes. You can start a free trial without a credit card, and import your existing students, class fees, and rooms from CSV during the trial so you can evaluate SchoolTracs with your real data.
No. SchoolTracs is a pay-as-you-go monthly subscription. To cancel, simply give one month's notice before your desired end date.
Tutoring schools, language centers, music schools, art and dance studios, STEM and enrichment centers, sports clubs, preschools, and NGOs. Centers with multiple branches can run all locations under one account with consolidated reporting.
SchoolTracs is built for education centers in Asia: bilingual English and Chinese interface, regional payment methods such as FPS in Hong Kong and PayNow in Singapore, multi-branch management under one account, and included parent and teacher mobile apps with instant push notifications — backed by local support.
Yes. Invoices can be voided in the Accounting module. If the void option is not visible, your staff account may be missing Accounting Management permission — check Role settings under Staff.
Configure recurring invoice rules in Invoice Settings or the Course section. Once set up, SchoolTracs generates invoices automatically at the start of each billing cycle based on each student's enrollment — no manual action needed each month.
Check whether any payments are still marked as pending or unassigned in the system. All received payments must be confirmed as received in SchoolTracs before the figures will align with your bank statements.
Yes. Discount rules — such as sibling discounts or early-bird offers — can be configured in your course fee settings. Once defined, SchoolTracs applies them automatically during invoice generation.
Parents can pay via credit card or bank transfer directly through the Student App. Supported payment gateways vary by region — contact us to confirm which options are available for your location.
Overpayments are automatically logged as credit in the student's account and can be applied to future invoices. If a cash refund is needed, process it through Accounting → Refund to keep your records accurate.
Yes. SchoolTracs supports multi-branch operations within a single account. Each branch runs independently with its own timetable, staff, and reports, while management can view consolidated reporting across all locations. Contact support to provision a new branch.
Attendance can be marked in three ways: directly in the Timetable on the web admin, through the Teacher App in real time, or by scanning student QR codes on arrival. All three methods sync immediately to the admin dashboard.
Yes. Use the Make-up function in the Timetable module to assign a student to an alternative class. If you see an error, check two things: that the student has make-up credit available, and that the target class has not reached its capacity limit.
Cancel the lesson in the Timetable. If push notifications are enabled in your settings, SchoolTracs automatically notifies enrolled students and teachers through the app — no separate message needed.
Yes. Teachers can add remarks during attendance or through the Student Journal in the Teacher App. Notes are visible to parents in the Student App, keeping communication transparent without extra back-and-forth.
Yes. The Timetable module includes an ICS export option. Teachers can subscribe to their personal schedule so their external calendar — including Google Calendar — updates automatically whenever changes are made in SchoolTracs.
The SchoolTracs Student App is available on iOS (App Store) and Android (Google Play). Search for "SchoolTracs" to install it. Once a parent logs in, their account links automatically to their child's profile in your admin panel.
Yes. In the admin panel under App Settings, you can configure which modules — such as Timetable, Payments, and Journal — are visible to students and parents.
Most login issues are caused by an incorrect email address. Check that the email saved in the student's profile matches what they are entering. You can resend login details or reset their password from the Admin panel.
Yes. Teachers use the SchoolTracs Teacher App, available separately on iOS and Android. An admin must enable Teacher App access in the staff member's profile before they can log in.
Yes. SchoolTracs provides an API key that enables integration with Zapier, allowing automated workflows between SchoolTracs and third-party tools such as email marketing platforms or CRM systems.
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