TutorMate User Manual

1Introduction

1.1 About TutorMate

TutorMate is a tuition management application designed to help individual teachers efficiently manage their students, classes, attendance, fee payments, reports, and related administrative activities.

The application provides a simple and organized way to maintain student information while reducing manual record-keeping.

1.2 Key Features

• Student Management
• Class Management
• Student ID Card Generation
• Attendance Management
• Fee Management
• Automatic Data Backup
• Manual Data Backup
• Student Import Using Excel
• Reports and Payment History
• Multi-Language Support
• SMS Notifications
• Student and Class Information Management

2Getting Started

After opening TutorMate, the Dashboard provides access to the main functions of the application. The main areas are:

• Dashboard
• Classes
• Students
• Fees
• Attendance
• Reports
• Settings

3Student Management

The Students section allows teachers to maintain complete student records.

3.1 Create a Class

Before adding students, you need to create at least one class to assign them to.

1. Open Classes.
2. Select Add Class.
3. Enter the class details (e.g., class name, grade, subject, fee rate).
4. Save the class record.

3.2 Add a Student

TutorMate provides two convenient options for onboarding students:

1. Add Students Individually
   Teachers can add students one by one by entering the required student information manually. This option is suitable when adding a small number of students or registering students individually.
2. Import Students Using Excel
   Teachers can add multiple students at once by importing an Excel file. An Excel template is available under Settings → Information to help ensure that the student data is entered in the correct format before importing.

3.3 Student ID

TutorMate can generate a unique Student ID for each student. The generated ID can be used to identify students consistently throughout the application, including attendance, fee records, reports, and other student-related activities.

4Student ID Card

TutorMate provides a facility to generate student ID cards automatically.

4.1 Generate an ID Card

1. Open the Students section.
2. Select the required student.
3. Select Generate ID Card.
4. Review the student information.
5. Generate or print the ID card.

The ID card can contain relevant student details such as:

• Student Name
• Student ID
• Grade/Class
• Student Photograph
• Teacher/Class Information

This feature eliminates the need to manually design an individual ID card for each student.

5Class Management

The Classes section allows teachers to organize students according to their tuition classes.

5.1 Create a Class

1. Open Classes.
2. Select Add Class.
3. Enter the class information.
4. Save the class.

Classes can then be associated with students and used for:

• Attendance
• Fee management
• Student management
• Class reports

6Attendance Management

TutorMate allows teachers to maintain attendance records digitally.

6.1 Mark Attendance

Mark attendance quickly using the QR Scanner and the student's generated ID card.

1. Open the TutorMate QR Scanner.
2. Scan the student's QR code from their TutorMate ID card.
3. The student's attendance will be marked automatically.
4. Continue scanning the remaining students' ID cards to complete the attendance.

This QR-based attendance process helps teachers record attendance quickly and reduces the need for manual attendance marking.

6.2 Attendance History

Previously recorded attendance can be reviewed to understand a student's attendance history and class participation.

7Fee Management

TutorMate provides a centralized system for managing student tuition fees.

7.1 Record a Fee Payment

1. Open the TutorMate QR Scanner.
2. Scan the student's QR code from their TutorMate ID card.
3. Enter the payment details.
4. Confirm the payment.
5. Save the transaction.

The payment history is associated with the relevant student and can be reviewed later.

7.2 Payment History

TutorMate maintains payment records so teachers can review:

• Previous payments
• Payment dates
• Payment amounts
• Student payment history

This reduces the need to maintain separate manual payment records.

7.3 Outstanding Fees

The application can identify students with outstanding payments. The Outstanding Fee Report can be used to quickly identify students who have unpaid or pending fees.

8Reports

TutorMate provides reports to help teachers monitor student and financial information. Available reports include:

8.1 Student Report

Provides an overview of registered students and their relevant information.

8.2 Class Report

Provides information organized according to classes. This can be useful for reviewing the number of students and class-related information.

8.3 Outstanding Fee Report

Displays students with outstanding or pending fee payments. This helps teachers follow up on unpaid fees.

8.4 Payment History Report

Provides a record of fee transactions and payment history. Teachers can use this report to review historical payments for students.

9Student Import Using Excel

TutorMate supports importing student information using an Excel file. This feature is particularly useful when adding a large number of students.

9.1 Download the Excel Template

TutorMate provides an Excel template that should be used when preparing student information for import. The template can be found under:

Settings → Information → Student Import XLSX Sample

9.2 Prepare the Excel File

1. Download the Excel template.
2. Enter the student information into the appropriate columns.
3. Review the information for accuracy.
4. Save the Excel file.

9.3 Import Students

1. Open the Student Import option.
2. Select the prepared Excel file.
3. Review the information detected by TutorMate.
4. Confirm the import.
5. TutorMate will create the corresponding student records.

Before importing a large number of students, it is recommended to review the Excel file carefully to avoid incorrect or duplicate information.

10Automatic Backup

TutorMate provides automatic backup functionality to help protect important application data. Automatic backup reduces the need for teachers to manually create backups on a regular basis.

The backup process is designed to help preserve important information such as:

• Student records
• Class information
• Fee records
• Attendance records
• Other application data

11Manual Backup

TutorMate also allows users to create a backup manually.

11.1 Create a Manual Backup

1. Open Settings.
2. Go to the Backup & Restore section.
3. Select Create Backup.
4. Follow the instructions displayed by the application.
5. Store the backup safely.

Manual backup can be useful when:

• Moving to another device
• Reinstalling the application
• Before making major changes
• Keeping an additional copy of important records

12Restore Data

If TutorMate provides a restore option in the current version, users can restore previously backed-up data. Before restoring a backup, ensure that the backup file is valid and belongs to the required TutorMate account/data set.

13Multi-Language Support

TutorMate supports multiple languages to provide a more accessible experience for teachers.

13.1 Change Application Language

1. Open Settings.
2. Go to Profile → Regional Setting → Language.
3. Select the preferred language.
4. The application interface will be displayed in the selected language.

The available languages depend on the current TutorMate release. Language support allows teachers to use TutorMate in their preferred language without changing the underlying student or financial records.

14SMS Notifications

TutorMate provides SMS functionality to help teachers communicate with parents or students. SMS can be used for purposes such as:

• Fee payment notifications
• Payment confirmations

14.1 Send an SMS

1. Open the TutorMate QR Scanner.
2. Scan the student's QR code from their TutorMate ID card.
3. Record the payment.
4. Select the SMS option.
5. Review the recipient's mobile number.
6. Review or enter the message.
7. Select Send SMS.

15Data Security and Backup

Student, attendance, and financial information is important and should be handled carefully. Users are recommended to:

• Keep regular backups.
• Protect their device with a secure screen lock.
• Avoid sharing backup files with unauthorized persons.
• Verify imported student information.
• Keep contact information up to date.
• Perform a manual backup before changing or replacing devices.

16Recommended User Workflow

For efficient day-to-day management, teachers can follow this workflow:

17Troubleshooting

18Best Practices

For reliable and organized record management, TutorMate users should:

• Use a consistent naming format for students.
• Keep parent/guardian contact numbers updated.
• Record payments immediately after receiving them.
• Mark attendance on the correct date.
• Review outstanding fees regularly.
• Use the official Excel template for bulk imports.
• Maintain regular backups.
• Keep at least one additional backup when changing devices.
• Review reports periodically to identify missing or incorrect records.

19TutorMate Pricing and Lifetime License

TutorMate is available under a one-time payment model. There are no monthly or annual subscription fees. The license price is based on the maximum number of students supported:

Lifetime Access

The payment is a one-time purchase that provides lifetime access to the selected TutorMate student capacity. There are no recurring monthly or annual license fees.

20Summary

TutorMate brings essential tuition management activities into a single application. Teachers can manage students and classes, generate student ID cards, record attendance and fees, monitor outstanding payments, generate reports, import student information through Excel, communicate through SMS, and maintain data through automatic and manual backups.

By using these features consistently, teachers can reduce manual administrative work and maintain their tuition records in a structured and accessible manner.