SchoolHub PH

1 Getting started

Signing in

On the sign-in screen, enter your name, choose your role, type your school code, and (if your school requires one) your PIN. Then select Sign in.

• Setting up a new school? Sign in as School Admin / Principal with a brand-new school code — you'll create the school and become its founding principal. You can rename it later in School Setup.
• Teacher or department head? Your principal must add you to the school roster first, then you sign in with the same name they registered.

Just exploring? Use the demo

The sign-in screen has one-tap demo buttons (school code DEMO, no PIN needed):

• Principal — Maria Santos
• Dept Head — Jose Reyes (Mathematics)
• Teacher — Ana dela Cruz (English)

Works on phone and computer

The app adapts to your screen. On a phone, tap the ☰ menu button (top-left) to open the navigation drawer. You can also "Add to Home Screen" so it behaves like an installed app.

2 Roles & access

What you can see and do depends on your role. Sections you don't have access to simply won't appear in your menu.

3 Finding your way around

The left sidebar groups features into sections: Overview, Assessment, Planning, Learners & Reports, Records & Forms, Professional, and (for admins) Leadership and School. Tap any item to open it. On a phone the same menu lives behind the ☰ button.

The ? button at the top-right opens this manual at any time.

4 Class record & grading

The class record is the heart of the app. Create one per subject and section under Assessment → Class Record.

How grades are computed

• Each class record follows a grading system you pick when you create it. New records for SY 2026-2027 onward default to DO 15, s. 2026 (the Revised Guidelines); existing records stay on DO 8, s. 2015 so nothing already in your books changes.
• Under DO 15, scores group into Written/Oral Works (WWs), Product/Performance Tasks (PTs), and Examinations (EXs). EXs can be weighted internally — Summative Test 1 (30%), Summative Test 2 (30%), and Term Examination (40%) — by tagging each exam with its part. Component weights follow the subject group (core subjects 20/50/30; MAPEH and EPP/TLE 20/60/20).
• SY 2026-2027 uses the DO 15 adjusted transmutation table (a raw 70 becomes a passing 75; 60 is the lowest reported grade). SY 2027-2028 onward uses zero-based grading — the computed grade is reported directly with no transmutation.
• The school year can run as three terms (DO 9, s. 2026) or four quarters — chosen per record. Grades are whole numbers, and the final grade averages the terms.
• Kindergarten to Grade 3 can use descriptive grading: Kindergarten as CO / DV / BG, Grades 1-3 as A / B / C / D / E. The app shows a simple per-term mark sheet and an auto-computed school-year mark.
• Legacy DO 8 records keep WW / PT / QA and the DO 8 transmutation table exactly as before.
• A quarter grade only appears once all three components have at least one score — until then you'll see In progress, so a half-finished quarter never shows a misleading failing mark.

Entering scores quickly

• Type directly into a cell. A score can't exceed that assessment's Highest Possible Score — if you type more, it's capped and you're warned.
• Press Enter or ↓/↑ to move between learners in the same column.
• Paste a whole column straight from Excel or Google Sheets — copy the cells, click the first score cell, and paste; it fills downward.

5 Roster tools

From inside a class record:

• + Student — add learners one at a time (name, LRN, sex, birthdate).
• Import CSV — paste a full class list as Name, LRN, Sex, Birthdate (one per line). A header row is detected and skipped, and duplicates are ignored.
• Duplicate — copy a class record for a new section, or roster-only (scores cleared) to roll learners into the next school year.

Accommodations (SNED)

Open a learner's profile and choose Edit / accommodations to record SNED accommodations, LRN, sex, and birthdate. Accommodations follow the learner across every class record and appear on their report card.

6 Assessment tools

Tip: A rubric's maximum score makes a perfect Highest Possible Score for a Performance Task in the class record.

7 Quiz Maker

Write multiple-choice quizzes inside SchoolHub, print the question paper and answer key, and generate a matching Bubble Scan answer sheet in one tap — the answer key carries over automatically, so you never retype it.

1. Create a quiz: Assessment → Quiz Maker → + New Quiz. Give it a title and optional instructions.
2. Add questions: type the question, choices A–D (choice E is optional per question), and pick the correct answer. You can also pull a question from your Item Bank — it prefills the text and shows the bank's answer as a hint while you write the choices.
3. Edit freely: reorder (↑), edit (✎), or remove (✕) questions any time.
4. Print: 🖨 Print quiz produces the question paper with a name/score header; 🖨 + Key adds a teacher-copy answer key on its own page.
5. ◉ Bubble sheet: one tap creates the matching Bubble Scan quiz — item count, A–D/A–E, and the full answer key are filled in automatically. Link it to a class record and you're ready to print sheets and scan (see the next section).

8 Bubble Scan (scanned answer sheets)

Check multiple-choice quizzes the ZipGrade way — print bubble sheets, then photograph each filled sheet with your phone. SchoolHub reads the bubbles and grades instantly, entirely on your device (nothing is uploaded; works offline).

1. Create a quiz: Assessment → Bubble Scan → + New Quiz. Set the name, number of items (10–60), choices (A–D or A–E), and link it to a class record, quarter, and component for one-tap posting. Then type the answer key (e.g. ABCDA BDCAB…) — or skip all this by building the quiz in Quiz Maker first and tapping ◉ Bubble sheet, which fills everything in automatically.
2. Print sheets: tap 🖨 Print sheets. Each sheet has 4 black corner squares (these align the scan — keep them unmarked) and a 3-digit Student ID grid. A second page lists each learner's assigned ID from your roster.
3. Learners answer: they shade their 3-digit ID and one bubble per item, fully, with a dark pen or pencil.
4. Scan: tap 📷 Scan and photograph the sheet (on phones this opens the camera). You can also choose an existing photo. The result shows the score, the matched learner (you can override), and every item compared with the key.
5. Review flags: blank items and double-marked items are flagged so you can decide them yourself.
6. Results & posting: Results shows the class table plus % correct per item (instant item analysis) and a CSV export. Post scores writes everyone's score into the linked class record as a new assessment — re-posting updates it rather than duplicating.

9 Planning tools

• DLL Builder — prepare Daily Lesson Logs.
• Weekly Planner — pick a week to see all your DLLs for it, with a per-day competency-coverage checklist.
• Deadlines & Calendar — track grade-submission windows, LAC sessions, Brigada, and conferences. Use Export .ics to add them to your phone's calendar.
• Attendance, Seating Plan, Conduct — daily classroom management tools.

10 Learner 360 & lookup

Open Learners & Reports → Learner Lookup and search by name or LRN. Selecting a learner opens their 360° profile: grades by subject, attendance, conduct notes, interventions, parent conferences, and anecdotal records — everything about that child gathered onto one screen. From here you can jump straight to their report card or edit their accommodations.

11 Report card & honor roll

Report Card (Form 138 / SF9)

Choose a learner to generate a printable progress report with all subjects across Q1–Q4, the general average, attendance, honors, and signature lines. Use your browser's Print for a clean copy (the on-screen controls are hidden when printing).

Honor Roll

For DO 8 sections, ranks learners by general average and applies the distinctions With Honors (90–94), With High Honors (95–97), and With Highest Honors (98–100). For DO 15, s. 2026 sections, the page becomes Academic Excellence — learners with a general average of at least 90 and no final grade below 80 receive the Academic Excellence Award, listed alphabetically (no ranking), as the order requires. Printable for recognition programs.

12 Parent communication

• Bulk Messages — pick a class and a template (absence, grade concern, reminder, positive note, conference request) to generate a ready-to-send message per learner. Edit any message, then Copy it into Viber/SMS, or Log as sent.
• Communication Log — a running record of parent/guardian contacts (channel, date, notes), whether logged from the composer or added manually.

Automated SMS notifications

Open Communication → Parent SMS to send grade slips, absence alerts, announcements, or attendance notices straight to guardians' phones. Pick a class, a message type, and who to notify (all guardians, or only learners below 75); SchoolHub fills in each learner's name, grade, and section automatically. Numbers are normalised to the Philippine +63 format.

Sending goes through a gateway you choose under Gateway & templates:

• Android SMS gateway — turn an Android phone with a load-ready SIM into your sender using a free gateway app on the same Wi-Fi. Best where you already have a spare phone and cheap load.
• Semaphore (semaphore.co) — a Philippine cloud SMS service (about ₱0.56 per text). No phone to maintain. Available in the WordPress deployment only, because it sends through your site's server (Relay mode) so your API key never sits in the browser.

Setting up Semaphore: in WordPress open Settings → SchoolHub and paste your Semaphore API key (or, more securely, define SCHOOLHUB_SEMAPHORE_APIKEY in wp-config.php). Then in the app pick the Semaphore preset, set Mode → Relay, and use Send a test to confirm. Grade messages can also send automatically right after you post scores — leave this off unless you intend it, since every text is billed.

Facebook Messenger notifications

SchoolHub can also reach guardians through your school's Facebook Page in Messenger. Facebook's rules make this work differently from SMS:

• Parents opt in first. You cannot message someone by name or number — a guardian must message your Page once. Share your Page link (m.me/yourpage). Give each guardian their child's unique code (listed under Parent SMS → Link Messenger) and have them message your Page with it — SchoolHub then links them to the right learner automatically, no manual matching.
• Then notifications flow like SMS — choose Send via → Facebook Messenger in the composer; only guardians who have linked appear as recipients.

Setting up Messenger (WordPress deployment only):

1. Create a Facebook Page for your school, and a Facebook App (at developers.facebook.com) with the Messenger product added; generate a long-lived Page access token.
2. In Settings → SchoolHub, fill in the Page ID, Page access token, App secret, and a verify token you invent (or define the matching SCHOOLHUB_MESSENGER_* constants in wp-config.php).
3. In the App's Messenger webhook settings, paste the callback URL shown on the SchoolHub settings page (…/wp-json/schoolhub/v1/messenger-webhook) and the same verify token, then subscribe to the messages field.
4. In the app, open Parent SMS → Gateway & templates and tick Enable Facebook Messenger.
5. Under Link Messenger, give each guardian their child's code and your Page link (m.me/yourpage) — or use Invite guardians by SMS to text the codes to a whole class at once. As parents message in, tap Refresh & auto-link; matches happen automatically.

Reaching guardians beyond your own test accounts requires Facebook's App Review (and usually Business Verification). Use message tags only for their allowed purpose — misuse can get your Page restricted.

13 Students & ID cards

The Students & IDs page (under Records & Forms) is a school-wide learner directory with printable QR ID cards. Tap Sync from class records to import every learner you've added to a class record — names, LRNs, sex, birthdates, and section carry over automatically — or add students manually.

• Rich profiles. Each learner has LRN, sex, date of birth, grade & section, address, guardian and contact numbers, mother tongue, email, accommodations (SNED), and notes — plus a student photo you upload (resized automatically).
• QR code. Every ID carries a scannable QR encoding the learner's LRN, name, grade/section, and school. The encoder is built in and works fully offline.
• 13 ID templates. Choose from thirteen designs; each auto-populates from the profile and your School Setup and embeds your school logo and the student photo. Upload the logo once (in the ID studio or School Setup) and it appears on every card.
• Two-sided cards. Each ID has a polished front (photo, learner details, QR) and a matching back carrying reminders, an emergency/guardian contact, and an “if found, please return to” notice. Print ID outputs both sides, Print all (sheet) lays every learner's front+back across A4 pages for batch printing, and Export PNG saves a high-resolution front-and-back image.
• Scan to look up. Tap Scan ID to open the camera and point it at a learner's QR code to jump straight to their profile. Live detection uses the browser's built-in QR reader (best on Chrome for Android); on any device you can type the LRN instead.

14 For principals & department heads

Open the Dashboard (Leadership/Overview) to see school-wide performance. It gathers the anonymized summaries each teacher's app publishes — class averages, pass rates, MPS, and reading-profile counts — without exposing individual learner grades.

• Principals see every teacher, grouped by department.
• Department heads see only the teachers in their own department.

15 Backup & restore

Your records are saved on your device. Protect them:

• Export a backup file (.json) regularly from the Backup & Restore area. The app reminds you if it's been over a week.
• Restore from a backup file to recover after clearing your browser or switching devices.
• The same export can transfer your records to another teacher or to the principal.

Encrypted backups (optional)

Next to the normal export is 🔒 Export Encrypted…. It locks the backup file with a password using strong encryption (AES-256), so the file is safe to keep in your Downloads folder or send over Messenger. Restoring an encrypted file simply asks for the password first. The plain export still works exactly as before — encryption is your choice.

16 Device Sync (WordPress deployment)

When SchoolHub is hosted on your school's WordPress site, you can securely sync your records across your own devices — phone, tablet, and computer.

• Open Settings → Setup & Backup → Device Sync and choose a sync passphrase.
• Enter the same passphrase on each of your devices to keep them in sync.
• Your data is end-to-end encrypted on your device before it's uploaded — the server only ever stores unreadable ciphertext (it can't see grades or learner details).
• Sync runs automatically; you can also tap Sync now any time, or turn auto-sync off.
• If two devices were both edited since the last sync, SchoolHub asks which version to keep — it never silently overwrites.

17 Privacy & security

• PINs are stored hashed, never in plain text. Admins can set, change, or remove a user's PIN but can't read it.
• Detailed learner data stays on your device; only anonymized summaries are shared upward.
• Encrypted backups and Device Sync protect data that leaves the device with AES-256 — the server never sees readable learner data.
• Use the app only on devices you trust, sign out on shared computers, and back up regularly.

18 FAQ & troubleshooting

A menu section is missing

Menus are filtered by your role — you only see what you have access to. If something you expect is genuinely missing, sign out and back in; the app refreshes permissions on login.

The principal can't see my data

Cross-device sharing requires everyone to use the same hosted copy of the app (or a backend). If you're each using separate downloaded files, share via Backup & Restore instead.

A quarter grade shows "In progress"

That's intentional — a grade appears only after all three components (WW, PT, QA) have at least one score, so partial quarters aren't misreported.

I forgot my PIN

Ask your principal/admin to reset it for you from the user roster (Edit user → remove or change PIN).

I lost my records

Restore your most recent .json backup from the Backup & Restore area. If you have no backup, locally-stored data that was cleared can't be recovered — which is why regular backups matter.