Students0All registered learners
Today
Welcome, there
What would you like to do?
Quick actions
Start here
Choose one action. The system will take you directly to the correct page.
At a glance
School overview
Key information only. Detailed records are available in their own pages.
Active Students0Currently enrolled
New Admissions0Added this term
Estimated Annual FeesKES 0Based on current student records
Recent Activity
Needs Attention
Students
Student Records
Search for a learner, open their profile, add one student manually, or import several students from a file.
Find a Student
Search by name, admission number, class, guardian, or phone number.
| Student | Admission No. | Class | Status | Guardian | Actions |
|---|
No student records found.
Settings & Maintenance
Portal Settings
Admin manages school operations. System Admin manages system data and maintenance. Super User has full rights, user/password administration, and audit logs.
Role separation
RoleYour access
Permissions are applied according to the signed-in role.
School operations: students, admissions, staff, fees, attendance, transport, reports and approved imports. No user/password administration, database clearing or audit-log access.
Technical administration: maintenance, imports, database support and read-only audit logs. Cannot create, delete, lock or promote system users.
Complete authority: all school and technical functions, system-user/password management, account locking, role assignment and full audit logs.
Current Role—Role-based permissions active
Users / Roles0Super User, System Admin, Admin, and operational roles
ReportsAllAcademic, fees, attendance, transport, staff
MigrationEnabledExcel, Word, PDF, CSV
Admin Workspaces
Student Section is now managed under Admin. Use these buttons for admin-only student, teacher, guardian, kitchen, security, and general worker views.
Data Maintenance
Clear a selected operational table or clear all demo records. Login users are always kept.
Selected clear: removes only the chosen table. Clearing Students does not remove parents automatically, so records can be checked independently. Fee Payments and Fee Account Charges can also be cleared separately.
Clear all: removes students, parents, admissions, fees, attendance, exams, transport updates, staff, duty roster, notes, import history, backups, and related student module records.
Keeps: users, roles, permissions/settings-style access, and the fixed class list.
Clear all: removes students, parents, admissions, fees, attendance, exams, transport updates, staff, duty roster, notes, import history, backups, and related student module records.
Keeps: users, roles, permissions/settings-style access, and the fixed class list.
V62 • Super User only
System Maintenance Centre
Clean the live installation safely, create and restore backups, maintain the database, clear caches, review system health, and track every portal release from one controlled workspace.
Installed versionV62Build 20260730
Protected operation
Unlock maintenance
Confirm the current Super User password. Access automatically locks after 30 minutes of inactivity.
Installation cleanup
Find unnecessary files
Compares the live portal against the official V62 manifest. Uploads, gallery files, media, configuration and backups remain protected.
Not scanned
Version manager
Release information
Shows the installed build, latest release changes, and the complete VEC Portal history.
Backup manager
Create and restore backups
Backups are stored in a protected folder and can be downloaded, restored, or removed from this page.
No backups loaded.
Database maintenance
Check and optimise MySQL
Run controlled table checks, optimisation, or repair operations without opening phpMyAdmin.
No database maintenance has been run.
Cache management
Clear temporary data
Removes server caches, temporary exports, and this browser's PWA cache. It does not remove school records, uploads, or backups.
Cache status ready.
System health
Hosting and permissions
Checks hosting limits, required PHP extensions, database connectivity, and writable folders.
Unlock maintenance to load system health.
Super User Console
System Users & Passwords
Create accounts, assign roles, reset passwords, lock access and link users to school records. This workspace is restricted to the Super User.
User Management
Create system users, set or reset passwords, lock accounts, and assign System Admin, Admin, or operational roles. Changes are written to the shared database and recorded in the audit log.
| Name | Username | Role | Linked Record | Contact | Status | Actions |
|---|
No users found.
System Accountability
Audit Logs
Persistent activity history loaded from the shared database. System Admin has read-only access; Super User has full access and export rights.
System Audit Logs
Persistent history of logins, user administration, student and staff changes, payments, imports, bulk fees, conflict resolution and maintenance. System Admin access is read-only; Super User has full visibility and export.
0 entries
| Date & Time | User | Role | Action | Details |
|---|
No audit log entries found.
My Account
My Profile
Update your own contact details, profile photo and password. Your username, role and account status remain controlled by the Super User.
Change Password
Enter your current password before setting a new one. Password changes apply immediately on every device.
Use at least 8 characters. A combination of letters, numbers and symbols is recommended.
Teacher Administration
Teacher Section Management
Admin manages class teacher assignments and the Teacher on Duty schedule here. Staff biodata and documents remain in the Staff module.
Assigned Classes0Classes with class teachers
Duty Roster0Planned TOD duty weeks
Class Teacher Assignment
Each class should have at least one class teacher assigned.
| Class | Level | Class Teacher | Status |
|---|
Teacher on Duty Roster
Schedule teachers by week. Weeks start on Sunday; select start and finish dates for each duty period.
| Week No. | Start | Finish | Teacher | Area | Planning Notes | Handover Notes | Actions |
|---|
No teacher-on-duty roster entries yet.
Teacher Workspace
My Dashboard
A simple dashboard. Use the side buttons to open attendance, notes, exam marks, TOD roster, reports, or your profile.
Teacher access only
Class Context
Only assigned classes and subjects are available.
Your assigned classes and subjects will appear here.
Welcome
My Dashboard
This is your clean teacher landing page. Use the side menu buttons for My Profile, Attendance, Student Notes, Exam Marks, TOD Roster, and My Reports.
Teacher access is restricted to assigned classes only. Fees, guardian details, admin users, admissions, staff records, and unrelated sections are hidden.
My Profile
Update your photo and basic contact details.
TP
Class Attendance Register
Mark the register for the selected class and date.
| Photo | Admission No. | Student | Attendance | Attendance Notes |
|---|
Select one of your assigned classes.
Student Notes
Add several dated notes per student. Guardian details are hidden.
| Date | Student | Type | Note | Teacher | Actions |
|---|
No notes yet.
Subject Marks / Exam Results
Load marks by assigned subject, term, and exam.
| Term | Exam | Student | Subject | Marks | Grade | Remarks | Actions |
|---|
No marks captured yet.
Teacher on Duty Roster
Weekly TOD schedule. Teachers can add handover notes only during their own duty week.
Handover notes
If you are the teacher on duty for the current week, a handover notes box will appear on your TOD row. Other TOD rows remain read-only.
| Week No. | Start Date | Finish Date | Teacher | Duty Area | Planning Notes | Handover Notes |
|---|
No teacher-on-duty roster has been planned yet.
My Reports
Reports are limited to your assigned classes, subjects, and students.
Admin • Student Section
Student Dashboard
Admin view of dashboard, notes, fees, health, uniform, subjects, teachers, and guardian details in one light workspace.
Student List
Select a student to open the v27 tabbed student dashboard and details.
Guardian Section
Guardian Portal
For parents/guardians to view learner records, fee balances, attendance, exam reports, notices, and contact details.
Guardian Access Preview
Production login will restrict guardians to their linked child or children only.
Kitchen Section
Kitchen Workspace
Kitchen staff can view expected meal counts, daycare meal needs, dietary notes, and boarding/day school meal lists.
Meal List Preview
Generated from student class, boarding/day status, and medical/dietary notes.
Security Section
Security Workspace
Security can view student pickup/drop-off information, transport status, guardian phone numbers, and gate notes.
Gate / Transport Preview
Security should not access fees or academic marks.
General Worker Section
General Worker Workspace
General workers can view assigned daily tasks, facility notes, and non-sensitive operational notices.
Daily Work Notes
This section is ready for task allocation in the next backend phase.
Task module placeholder
Admin will be able to assign cleaning, garden, maintenance, and facilities tasks here.
Admissions Module
Admissions
Capture enquiries, process applications, track document checks, and convert approved admissions into student records.
Total Applications0All captured applications
Pending Review0Awaiting assessment
Approved0Ready to admit
Documents Missing0Need follow-up
Admission Applications
Track prospective students from enquiry to approval and registration.
| Application No. | Applicant | Applying For | Status | Guardian | Phone | Actions |
|---|
No admission applications found.
Admissions Checklist
- Birth certificateRequired before approval
- Parent / guardian contactMust be verified
- Previous school reportRequired for transfers
Next Step
Approval converts to student record
When an application is approved, use “Admit” to create a student profile with class, guardian, and photo details.
Classes Module
Attendance
Class teachers can select a class and date, mark each learner as present, absent, late, or excused, then save the register for the day.
Students in Class0Based on selected class
Present0Marked today
Late / Excused0Needs attention
Absent0Follow-up list
Register Controls
Select the class and attendance date.
Select a class to see the assigned class teacher.
Class Attendance Register
Saved attendance is stored locally for offline testing.
| Photo | Admission No. | Student | Class | Attendance | Notes |
|---|
Select a class to take attendance.
Transport Module
Transport
Manage transport status, route notes, pickup location, and drop-off location for each student.
School Transport0Students using school transport
Pickup Points0Recorded locations
Drop-off Points0Recorded locations
Missing Details0Need update
Transport Filters
Filter transport records.
Transport List
Use Edit to update pickup and drop-off locations in the student record.
| Photo | Admission No. | Student | Class | Transport | Pickup Location | Drop-off Location | Route Notes | Actions |
|---|
No transport records found.
Staff Module
Staff Records
Manage teachers, admin, garden, security, drivers, general workers, qualifications, and uploaded staff documents.
Total Staff0All active and inactive staff
Teachers0Teaching staff
Staff Filters
Filter staff by role or search by name, phone, qualification, or document label.
Staff Directory
Each staff member can store qualifications and labelled document uploads.
| Staff | Role | Phone | Qualifications | Documents | Status | Actions |
|---|
No staff records found.
Fees Module
Fees and Payments
Use the approved Vihiga Education City fee structures for Daycare, Primary School, and Junior Secondary School. Grade 7 to Grade 9 are grouped as Junior Secondary School.
Students in View0Based on current filters
Ledger ChargesKES 0Active debit charges only
Credits & ReductionsKES 0Credits and credit adjustments
Total PaidKES 0Payments recorded
Net BalanceKES 0Charges less credits and payments
Financial OverviewCollection insights and account priorities
Previous-Year ArrearsKES 0
Current-Term OutstandingKES 0
Current-Year Collection0%
Pending Reconciliations0
Largest Outstanding Accounts
Recent Payments
Current-Year Collection by Class
Student Fee View
Using 2026 fee structures
Controlled Fee Posting
Post a Selected Fee Structure
Nothing is posted automatically. Select the structure and scope, review the exact grade mapping, then confirm the posting batch.
Select a fee structure to preview the grade-by-grade assignment.
Ledger rule: imported outstanding balances are separate entries and never trigger or block fee-structure posting. Every posting receives a batch ID and can be reversed.
Checking legacy charges…
Posting Control
Fee Posting Batches
Review and reverse complete batches without deleting the audit trail.
| Batch | Period | Total | Status | Posted | Action |
|---|
Student Fee Accounts
Term fees, additional charges, payments, and cumulative outstanding balances are shown per student.
| Photo | Admission No. | Student | Class | Level | Charges | Credits / Adjustments | Paid | Balance | Notes | Actions |
|---|
No fee records found.
Approved Fee Structure Reference
Primary, daycare, and Junior Secondary School values loaded from the supplied 2026 documents.
Daycare & Primary School
| Group | Fees | Other Notes |
|---|
Junior Secondary School
| Vote Head | Term 1 | Term 2 | Term 3 |
|---|
Payment notes: Transport fees are separate and must be prepaid monthly. Boarding is KES 10,000 per term. JSS meals are KES 3,500 per term. Primary meals are KES 3,500 for Term 1 and Term 2, and KES 3,000 for Term 3.
Migration Import
Import Records
For student uploads, use the official VEC Web Portal Import 2026 Excel template. VEC loads current students from Active Students Import as Active and previous students from Left Students - Archive as Inactive. Review tabs remain excluded.
Preview Rows0Rows detected from file
Ready to Import0Rows with enough data
File Type—Excel, Word, PDF, CSV, or TXT
Issues0Rows needing review
Upload & Read File
For Students, upload the official VEC Web Portal Import 2026 workbook. For Fees, S/NO is an optional student number and the portal record remains authoritative. Spelling corrections and manual matches are recorded in the Correction Register. Unresolved rows can be deliberately excluded from an import after typed confirmation; those rows are retained in the historical Conflict Review Queue for later resolution. The current preview is rebuilt from the selected workbook only, and hidden sheets or rows are excluded.
Supported columns:
Admission No., Student Full Name, Grade/Class, Guardian/Parent Name, Relationship, Primary Phone, Secondary Phone, Father's Name, Mother's Name, Student Status
Import Preview
Upload a file and click Read File to preview detected records before saving.
| Status | Detected Data | Student Reconciliation |
|---|
No import preview available.
Import History & Rollback
Every confirmed import receives a batch ID. Roll back the latest or a selected batch without clearing whole tables.
| Batch ID | Module | Filename | Date | Imported | Failed | Status | Actions |
|---|
No import batches recorded yet.
Import Governance
Saved Conflict Review Queue
This is a historical queue and is separate from the current import preview. It defaults to records that also exist in the workbook currently loaded or most recently imported. Use the filter to review all pending, resolved, or archived records.
| Status | Source Record | Conflict | Import | Actions |
|---|
Load a workbook to view saved conflicts belonging to that file.
Import Governance
Import Correction Register
Every automatic spelling correction, student-number reconciliation, and reviewed conflict is retained here. A mapping can be corrected later if it was assigned to the wrong student.
| Source | Official Student | Correction | Import | Actions |
|---|
No import corrections have been recorded.
Reports Module
Reports
Generate quick operational summaries from student records and admissions data. Filter by class, status, and report type, then print or export.
Report Filters
Select the type of report you want to view.
Students in Report0Based on selected filters
Classes Covered0Unique classes represented
Admissions Tracked0Applications in admissions module
Missing Docs0Records needing follow-up
Overview Summary
Live report generated from captured records.
No report data found.