NAV

Table of Contents

Admin Documentation – Pickup AppleTree BSD

1. Introduction

1.1 Overview

Admin Portal

Welcome to AppleTree BSD Admin

A powerful yet simple dashboard to manage student pickups, teacher, and school operations — all in one place.

The AppleTree BSD Admin Portal is designed for school teacher to oversee and manage the entire student pickup system. From monitoring live pickup queues to managing student and teacher data, this portal gives administrators full control over daily school operations.

This documentation will guide you through every feature available in the Admin Portal, step by step.

ℹī¸
This portal is intended for Super Admins, Admins, and Pickup Teacher who have been granted access by the school system administrator.

1.2 Who Is This For?

🛡ī¸ Super Admin ⚙ī¸ Admin 🚗 Pickup Teacher

1.3 Access Levels

Each role has different levels of access within the Admin Portal. Super Admins have full access to all features, Admins can manage students and teachers, and Pickup Teacher can only access the Pickup Queue and Scan Pickup features.

2. Teacher Management

The Teacher Management section allows Super Admins and Admins to manage all teacher accounts that have access to the Admin Portal. You can add new teacher members, update existing accounts, change passwords, and remove accounts when needed.

🛡ī¸
Only users with the Super Admin or Admin role can access Teacher Management. Pickup Teacher do not have access to this section.

2.1 Add Teacher

Use this feature to create a new teacher account. The new teacher member will be able to log in to the Admin Portal immediately after their account is created.

📋
Navigate to Admin Dashboard → Teachers → Add to open the Add Teacher form.
  1. 1
    Upload Photo (optional)Upload a profile photo for the teacher member. Accepted formats: JPG, PNG. Maximum file size: 5MB. If left blank, a default icon will be used.
  2. 2
    Enter Teacher CodeEnter a unique teacher code (e.g. TCH001). You may leave this blank and the system will generate a code automatically.
  3. 3
    Enter First NameEnter the teacher member's first name. This field is required.
  4. 4
    Enter Last NameEnter the teacher member's last name. This field is optional.
  5. 5
    Enter Email AddressEnter a valid email address. This will be used as the teacher member's login username. Must be unique across all accounts.
  6. 6
    Enter Phone Number (optional)Enter the teacher member's phone number. Example: 08123456789.
  7. 7
    Select RoleSelect the appropriate role — Super Admin, Admin, or Pickup Teacher. The role determines what features they can access in the Admin Portal.
  8. 8
    Set PasswordSet a password for the new account. Minimum 6 characters. This field is required when adding a new teacher member. Share the password securely with the teacher member after creation.
  9. 9
    Set StatusSet the account status to Active or Inactive. Only active accounts can log in to the Admin Portal.
  10. 10
    Click "Add" to SaveClick the Add button to create the account. The teacher member can log in immediately using their email and password.
✅
Teacher account created successfully! The new teacher member can now log in to the Admin Portal using their email and password.
📹 Tutorial — Add Teacher

2.2 Edit Teacher

Use this feature to update an existing teacher member's information. You can update all fields — changes take effect immediately after saving.

📋
Navigate to Admin Dashboard → Teachers, find the teacher member, click the ⋮ menu, then select Edit.
  1. 1
    Update Photo (optional)Upload a new profile photo to replace the existing one. Leave blank to keep the current photo unchanged.
  2. 2
    Update Teacher CodeModify the teacher code if needed. Leave blank to keep the existing code.
  3. 3
    Update First NameUpdate the teacher member's first name. This field is required.
  4. 4
    Update Last NameUpdate the teacher member's last name if needed.
  5. 5
    Update Email AddressUpdate the teacher member's email address. This field is required.
  6. 6
    Update Phone Number (optional)Update the phone number if it has changed.
  7. 7
    Update RoleChange the teacher member's role if their responsibilities have changed. Be careful — changing a role will immediately affect what features they can access.
  8. 8
    Update Password (optional)Leave this field blank to keep the existing password unchanged. Only fill this in if you want to set a new password. To change password only, use the dedicated Change Password feature instead.
  9. 9
    Update StatusToggle between Active and Inactive. Setting a teacher member to Inactive will prevent them from logging in without deleting their account.
  10. 10
    Click "Save" to ApplyClick the Save button to apply all changes. Updates take effect immediately.
✅
Teacher account updated successfully! All changes are applied immediately.
📹 Tutorial — Edit Teacher

2.3 Change Password

Use this feature to reset a teacher member's password without requiring them to log out or go through a password recovery flow.

📋
Navigate to Admin Dashboard → Teachers, find the teacher member, click the ⋮ menu, then select Change Password.
  1. 1
    Enter New PasswordType the new password for the teacher member. Minimum 6 characters. This field is required.
  2. 2
    Confirm New PasswordRe-enter the new password to confirm. Both fields must match exactly before the form can be submitted.
  3. 3
    Click "Save Password"Click the Save Password button to apply the new password. The teacher member can log in with the new password immediately.
⚠ī¸
After changing a password, make sure to securely share the new password with the teacher member. Passwords are stored encrypted and cannot be retrieved after saving.
📹 Tutorial — Change Password

2.4 Delete Teacher

Use this feature to permanently remove a teacher account from the system. This action is irreversible — once deleted, the account cannot be recovered.

📋
Navigate to Admin Dashboard → Teachers, find the teacher member, click the ⋮ menu, then select Delete.
  1. 1
    Find the Teacher MemberUse the search bar to locate the teacher member you want to delete. Verify the name and email before proceeding.
  2. 2
    Open the Action MenuClick the ⋮ icon on the right side of the teacher card to open the action menu.
  3. 3
    Select "Delete"Click Delete from the dropdown menu. A confirmation dialog will appear asking you to verify the action.
  4. 4
    Confirm DeletionReview the teacher member's name in the confirmation dialog. Click Delete to permanently remove the account, or Cancel to go back.
⚠ī¸
This action cannot be undone. If you only want to temporarily prevent a teacher member from logging in, consider setting their status to Inactive instead of deleting their account.
📹 Tutorial — Delete Teacher

3. Students Management

The Students Management section allows Admins and Super Admins to manage class levels, student records, parent relationships, and vehicles. This section is divided into two layers — Level Management and Student Management.

đŸĢ
Navigate to Admin Dashboard → Tab Menu Students to access this section.
đŸĢ
Level Management Create and manage class levels such as Toddler, Nursery, Pre-K, and more.
👨‍🎓
Student Management Add, edit, promote, and manage individual student records within each level.

3.1 Add Level

Create a new class level to organize students. Examples of levels include Toddler, Nursery, Pre-K, Kindergarten A, and Kindergarten B.

📋
Navigate to Tab Menu Students → Add Level to open the Add Level form.
  1. 1
    Enter Class NameType the name of the class level. Example: Toddler, Nursery, Pre-K. This field is required.
  2. 2
    Enter Level Number (optional)Assign a numeric order to this level for sorting purposes. Example: 1 for Toddler, 2 for Nursery. Leave blank if not needed.
  3. 3
    Set StatusSet the level to Active or Inactive. Only active levels will appear in the student pickup flow.
  4. 4
    Click "Add" to SaveThe new level will appear immediately in the Students list.
✅
Level created successfully! You can now add students to this level.

3.2 Edit Level

Update an existing class level's name, order number, or status.

📋
From the Students list, find the level card, click the ⋮ menu, then select Edit.
  1. 1
    Update Class NameModify the level name if needed. This field is required.
  2. 2
    Update Level Number (optional)Change the numeric order of this level if the class structure has changed.
  3. 3
    Update StatusToggle between Active and Inactive as needed.
  4. 4
    Click "Save" to ApplyChanges take effect immediately.
✅
Level updated successfully!

3.3 Promote Level

Use this feature to promote all students within a level to the next class level at once. This is typically done at the end of an academic year.

📋
From the Students list, find the level card, click the ⋮ menu, then select Promote Level.
  1. 1
    Select Target LevelChoose the level that all students in this class will be promoted to. Example: promoting all Nursery students to Pre-K.
  2. 2
    Review the Student CountThe system will display how many students will be affected by this promotion. Verify the number before proceeding.
  3. 3
    Confirm PromotionClick "Promote" to move all students to the selected level. This action applies to all students in the level at once.
⚠ī¸
This action will move all students in the selected level to the next level. To promote individual students, use the per-student promote feature in Section 3.8.

3.4 Dismiss Class

Use the Dismiss Class feature to notify parents that students in a specific level are ready to be picked up. Once dismissed, students will appear as Ready in the parent's pickup app.

📋
From the Students list, find the level card, click the ⋮ menu, then select Dismiss Class.
  1. 1
    Select the LevelChoose the class level you want to dismiss. Only students within this level will be affected.
  2. 2
    Confirm DismissalClick "Dismiss" to mark all students in the selected level as Ready for Pickup.
  3. 3
    Parents Receive NotificationParents will see their child's status updated to Ready in the AppleTree BSD app and can proceed to initiate a pickup request.
✅
Class dismissed! All students in this level are now marked as Ready for Pickup.

3.5 Delete Level

Permanently remove a class level from the system. This action cannot be undone.

📋
From the Students list, find the level card, click the ⋮ menu, then select Delete.
  1. 1
    Locate the LevelFind the class level you want to delete. Make sure all students have been moved or promoted out of this level before deleting.
  2. 2
    Open the Action MenuClick the ⋮ icon on the level card.
  3. 3
    Select "Delete"A confirmation dialog will appear.
  4. 4
    Confirm DeletionClick "Delete" to permanently remove the level, or "Cancel" to go back.
⚠ī¸
This action cannot be undone. Ensure all students have been reassigned to another level before deleting. Deleting a level with active students may affect their pickup records.

3.6 Select a Level

Tap on any level card from the Students list to view all students within that class. From here you can manage individual student records.

  1. 1
    Open Tab Menu StudentsNavigate to Admin Dashboard → Tab Menu Students.
  2. 2
    Tap a Level CardTap on any level card — e.g. Toddler or Nursery — to enter that class.
  3. 3
    Browse StudentsA list of all students in the selected level will appear. Use the search bar to find a specific student by name or student ID.

3.7 Add Student

Add a new student to the selected class level.

📋
Navigate to Tab Menu Students → Select a Level → Add to open the Add Student form.
  1. 1
    Fill in Student DetailsComplete the form: Photo (optional), Name *, Student ID / NIS *, Gender *, Birthday (optional), Status Active/Inactive.
  2. 2
    Click "Add" to SaveThe student will be added to the selected level immediately.
✅
Student added successfully! You can now add parent relationships and vehicles to this student's profile.

3.8 Promote Student

Promote one or more students to the next class level. You can promote students individually or select multiple students at once using the checkbox selection.

👤
Promote Individual Tap the ⋮ menu on a student card and select "Promote" to promote a single student.
✅
Promote Multiple Use the checkbox to select multiple students, then tap the "Promote" button to promote all selected students at once.
  1. 1
    Select StudentsCheck the checkbox on each student card you want to promote, or tap ⋮ → Promote for a single student.
  2. 2
    Select Target LevelChoose the level the selected students will be promoted to.
  3. 3
    Confirm PromotionClick "Promote" to move the selected students to the new level.
✅
Students promoted successfully! They will now appear in the selected target level.

3.9 Edit Student

Update an existing student's information.

📋
From the student list, tap the ⋮ menu on the student card, then select Edit. Alternatively, open the student's profile and tap the Edit button.
  1. 1
    Update Student DetailsModify the required fields: Photo (optional), Name *, Student ID / NIS *, Gender *, Birthday (optional), Status Active/Inactive.
  2. 2
    Click "Save" to ApplyAll changes take effect immediately.
✅
Student information updated successfully!

3.10 Delete Student

Permanently remove a student record from the system.

📋
From the student list, tap the ⋮ menu on the student card, then select Delete.
  1. 1
    Locate the StudentFind the student you want to delete using the search bar. Verify the name and Student ID before proceeding.
  2. 2
    Open the Action MenuTap the ⋮ icon on the student card.
  3. 3
    Select "Delete" & ConfirmA confirmation dialog will appear. Click "Delete" to permanently remove the student record, or "Cancel" to go back.
⚠ī¸
This action cannot be undone. All associated parent relationships, vehicles, and pickup records will also be affected. Use Inactive status if you only want to temporarily disable the student.

3.11 Student Profile

Tap on a student card to open their full profile. The student profile displays all information related to the student in one place.

👤
Student Info Name, Student ID, class level, gender, birthday, and current status.
📱
QR Code The student's unique QR code used for pickup verification at the school gate.
👨‍👩‍👧
Parents & Relations List of all authorized pickup persons linked to this student — parents, family members, nannies, and drivers.
🚗
Vehicles List of all registered vehicles associated with this student's family.

3.12 Edit Student from Profile

You can also edit a student's information directly from their profile page.

  1. 1
    Open Student ProfileTap on the student card to open their profile.
  2. 2
    Tap "Edit"Tap the Edit button on the profile page to open the edit form.
  3. 3
    Update Student DetailsModify any of the following: Photo (optional), Name *, Student ID / NIS *, Gender *, Birthday (optional), Status Active/Inactive.
  4. 4
    Click "Save" to ApplyChanges are reflected immediately on the student profile.

3.13 Add Parent / Relation

Add an authorized pickup person to a student's profile. This can be a parent, family member, nanny, or driver.

📋
Open the Student Profile → Parents & Relations → Add to open the form.
  1. 1
    Fill in Contact DetailsComplete the form: Photo (optional), Name *, Role * (Father / Mother / Custom), Phone (optional), Status Active/Inactive.
  2. 2
    Sibling Link (optional)If this parent is also linked to another student (sibling), check the option "This parent is also linked to another student (sibling)". When checked, you can select an existing student from the system instead of filling in the parent form again — the same parent record will be shared across both students.
  3. 3
    Click "Add" to SaveThe contact will be added to the student's authorized pickup list immediately.
✅
Parent / relation added successfully! They will now appear in the student's authorized pickup list.

3.14 Edit Parent / Relation

Update an existing authorized pickup person's information.

📋
Open the Student Profile → Parents & Relations, tap the ⋮ menu on the contact card, then select Edit.
  1. 1
    Update Contact DetailsModify any of the following: Photo (optional), Name *, Role * (Father / Mother / Custom), Phone (optional), Status Active/Inactive.
  2. 2
    Update Sibling Link (optional)If this parent is shared with a sibling student, the sibling link option will be available. You can update or remove the sibling connection from here.
  3. 3
    Click "Save" to ApplyAll changes take effect immediately across all students linked to this contact.
✅
Parent / relation updated successfully!

3.15 Delete Parent / Relation

Remove an authorized pickup person from a student's profile.

📋
Open the Student Profile → Parents & Relations, tap the ⋮ menu on the contact card, then select Delete.
  1. 1
    Locate the ContactFind the parent, family member, nanny, or driver you want to remove from the student's profile.
  2. 2
    Select "Delete" & ConfirmTap ⋮ → Delete. A confirmation dialog will appear. Click "Delete" to confirm removal.
⚠ī¸
If this contact is shared with a sibling student, removing them here will only unlink them from this student. Their record linked to the sibling will remain unaffected.

3.16 Add Vehicle

Register a vehicle to a student's profile. This vehicle information will be displayed in the Pickup Queue for staff to identify the arriving vehicle.

📋
Open the Student Profile → Vehicles → Add to open the Add Vehicle form.
  1. 1
    Fill in Vehicle DetailsComplete the form: Photo (optional), Vehicle Type * (e.g. Toyota Avanza), Plate Number *, Color (optional), Status Active/Inactive.
  2. 2
    Click "Add" to SaveThe vehicle will appear in the student's vehicle list and be available for selection during pickup.
✅
Vehicle added successfully! It will now appear as an option when the parent initiates a pickup request.

3.17 Edit Vehicle

Update an existing vehicle's information such as plate number, type, color, or photo.

📋
Open the Student Profile → Vehicles, tap the ⋮ menu on the vehicle card, then select Edit.
  1. 1
    Update Vehicle DetailsModify any of the following: Photo (optional), Vehicle Type *, Plate Number *, Color (optional), Status Active/Inactive.
  2. 2
    Click "Save" to ApplyChanges take effect immediately and will be reflected in the Pickup Queue.
✅
Vehicle updated successfully!

3.18 Delete Vehicle

Permanently remove a vehicle from a student's profile.

📋
Open the Student Profile → Vehicles, tap the ⋮ menu on the vehicle card, then select Delete.
  1. 1
    Locate the VehicleFind the vehicle you want to remove from the student's profile.
  2. 2
    Select "Delete" & ConfirmTap ⋮ → Delete. A confirmation dialog will appear. Click "Delete" to permanently remove the vehicle.
⚠ī¸
This action cannot be undone. If the vehicle is still in active use, consider setting its status to Inactive instead.

4. Pickup Queue

The Pickup Queue is a real-time monitoring display designed for school staff and TV screens at the gate or staff station. It shows all active pickup requests from parents, allowing staff to quickly identify and prepare students for pickup.

Live Monitor

Pickup Waiting List

A real-time board displaying all active WAITING pickup requests — sorted by proximity and estimated arrival time.

🔄
Auto Refresh Data refreshes automatically every 3 seconds. No manual reload needed.
⏱ī¸
Live Countdown Each card displays a live countdown timer that updates every 1 second.
📋
Max 40 Requests The queue displays up to 40 active pickup requests at a time, showing only WAITING status.
📍
Smart Sorting Cards are sorted by nearest distance to school and fastest estimated arrival — so the most urgent pickups always appear first.

4.1 Overview

Every time a parent initiates a pickup request from the AppleTree BSD app, a new card will automatically appear in the Pickup Queue. Teacher do not need to take any action to refresh the list — it updates on its own every 3 seconds.

📋
Navigate to Admin Dashboard → Tab Menu Pickup Queue to open the live monitor. For best results, display this page on a large screen or TV at the school gate or staff station.

4.2 Queue Card Information

Each card in the Pickup Queue represents one active pickup request. The card displays all the information staff need to identify the student and the arriving vehicle.

👨‍🎓
Student Name & Class The full name of the student and their class level — e.g. John Doe â€ĸ Nursery.
👤
Picker Name The name of the person coming to pick up the student — parent, family member, nanny, or driver.
🚗
Vehicle Info Plate number, vehicle type, and color to help staff identify the arriving vehicle at the gate.
⏱ī¸
Countdown Timer Live countdown showing how much time remains before the pickup request expires. Updates every second.
📍
Distance from School The parent's current distance from school in kilometers — only shown if the parent has shared their location.
🕐
Estimated Arrival Estimated time until the parent arrives at school based on their current distance and speed. Shown as minutes or a countdown timer.

4.3 Sort Order

The Pickup Queue is automatically sorted to help staff prioritize the most urgent pickups. Cards are ordered using the following priority rules — from highest to lowest priority.

  1. 1
    Active Requests FirstCards with an active countdown timer appear at the top. Expired requests are pushed to the bottom of the list.
  2. 2
    Nearest DistanceAmong active requests, cards are sorted by the parent's distance from school — closest first. This means the parent who is physically nearest to school will appear at the top.
  3. 3
    Fastest Estimated ArrivalIf two parents are at a similar distance, the one with the shorter estimated arrival time will be ranked higher.
  4. 4
    No Location AvailableIf a parent has not shared their location, their card will still appear in the queue but will be sorted after cards that have location data.
  5. 5
    Expired Requests at BottomRequests where the countdown has reached 00:00 are marked as Expired and moved to the bottom of the list.
ℹī¸
The sort order updates automatically every time the data refreshes — every 3 seconds. Teacher do not need to manually sort or reorganize the list.

4.4 Countdown Timer

Each pickup request has a countdown timer that reflects the parent's selected estimated arrival time when they submitted the request.

đŸŸĸ
Active — Time Remaining The countdown is running. The parent is on their way and the request is still within the valid time window.
🔴
Expired — 00:00 The countdown has reached zero. The request has expired and the card will be moved to the bottom of the queue.
⏱ī¸
The timer is based on the ETA selected by the parent at the time of the pickup request — either Less than 5 minutes, 5 minutes, or 10 minutes+.

4.5 Estimated Arrival

The Pickup Queue calculates and displays an estimated arrival time for each parent based on their real-time location and distance from school.

  1. 1
    GPS Location AvailableIf the parent has shared their location, the system calculates their distance from school using GPS coordinates. The estimated arrival time is calculated based on an average driving speed of 30 km/h.
  2. 2
    No GPS LocationIf the parent has not shared their location, the estimated arrival is based on the ETA bucket they selected when submitting the pickup request — 5 minutes or 10 minutes+. This will be shown with an (est.) label.
📍
Distance and ETA badges are color-coded on each card — blue for distance, green for GPS-based ETA, and orange for estimate-based ETA.

4.6 Empty Queue

When there are no active pickup requests, the Pickup Queue will display an empty state message.

🎉
No WAITING pickups — All students have been picked up or there are no pickup requests for today. New requests will automatically appear as soon as a parent initiates a pickup from the app.

4.7 Recommended Display Setup

For the best experience, the Pickup Queue is designed to be displayed on a large monitor or TV screen at the school gate or pickup staff station.

  1. 1
    Open the Admin PortalOpen the Admin Portal URL in a web browser on the device connected to the TV or monitor.
  2. 2
    Log In with a Teacher AccountUse a Pickup Teacher or Admin account to log in. This account should be dedicated to the display device.
  3. 3
    Navigate to Pickup QueueGo to Admin Dashboard → Tab Menu Pickup Queue.
  4. 4
    Enable Full ScreenPress F11 (Windows) or use your browser's full screen mode to maximize the display for better visibility.
  5. 5
    Leave the Page OpenThe queue will continue to refresh automatically every 3 seconds as long as the page remains open. No further interaction is needed.
💡
Make sure the display device is connected to a stable internet connection to ensure the queue refreshes consistently without interruption.

5. Scan Pickup

The Scan Pickup feature allows teachers to confirm a student's pickup by scanning the QR code displayed on the parent's or authorized picker's device. Once scanned, the student is marked as Picked Up and automatically removed from the Pickup Queue.

Gate Verification

Scan the Student's QR Code

A fast and secure way to verify and confirm student pickup at the school gate — one scan and the student is checked out.

📷
Camera Scanner Uses the device camera to scan the student's unique QR code directly at the gate.
✅
Instant Confirmation Once scanned, the student is immediately marked as Picked Up and removed from the Pickup Queue.
đŸ’Ŧ
WhatsApp QR Request If the picker does not have the QR code, teachers can send a QR confirmation request to the parent via WhatsApp.
🔒
Authorized Only Only students with an active pickup request in WAITING status can be checked out via QR scan.

5.1 How to Scan a QR Code

Use the camera scanner on the Scan Pickup page to verify and confirm a student's pickup at the school gate.

📋
Navigate to Admin Dashboard → Tab Menu Scan Pickup to open the scanner.
  1. 1
    Open Scan PickupNavigate to Tab Menu Scan Pickup. The camera will activate automatically. Allow camera access if prompted by the browser.
  2. 2
    Ask the Picker to Show the QR CodeAsk the parent or authorized picker to open the AppleTree BSD app and display the student's QR code on their screen.
  3. 3
    Point the Camera at the QR CodeHold the device camera steady and point it at the QR code displayed on the picker's screen. Keep the QR code within the scan frame.
  4. 4
    QR Code DetectedOnce the QR code is successfully detected, the system will automatically verify the student's identity and pickup request.
  5. 5
    Pickup ConfirmedA confirmation screen will appear showing the student's name and class. The student is now marked as Picked Up and will be removed from the Pickup Queue automatically.
✅
Pickup confirmed! The student has been successfully checked out and will no longer appear in the Pickup Queue.

5.2 Picker Does Not Have the QR Code

In some cases, the person arriving to pick up the student may not have direct access to the QR code — for example, a driver or nanny who does not have the AppleTree BSD app installed. In this situation, the teacher can send a QR confirmation request to the parent via WhatsApp.

đŸ’Ŧ
The parent will receive a WhatsApp message containing the student's QR code image. The parent can then forward this QR image to the picker, who can present it to the teacher for scanning.
  1. 1
    Identify the StudentAsk the picker for the student's name and class level to locate the correct student in the system.
  2. 2
    Send QR Request via WhatsAppOn the Scan Pickup page, tap "Request QR via WhatsApp" and select the student. The system will send a WhatsApp message to the registered parent containing the student's QR code.
  3. 3
    Parent Forwards QR to PickerThe parent receives the QR code image via WhatsApp and can forward it directly to the picker — via WhatsApp, SMS, or any messaging app.
  4. 4
    Picker Shows QR to TeacherThe picker presents the forwarded QR code image on their phone screen to the teacher at the gate.
  5. 5
    Scan the QR CodeThe teacher scans the QR code image using the Scan Pickup camera. The system will verify and confirm the pickup as normal.
⚠ī¸
Only forward the QR code to authorized pickup persons registered in the student's profile. Never share the QR code with unverified individuals. The QR code is unique per student and should be treated as a secure access token.

5.3 Scan Result

After scanning a QR code, the system will display one of the following results.

✅
Success The QR code is valid and the pickup request is confirmed. The student is marked as Picked Up and removed from the Pickup Queue.
❌
Invalid QR Code The QR code does not match any active pickup request. This may occur if the request has already expired or the QR code belongs to a different student.
⏱ī¸
Expired Request The pickup request associated with this QR code has expired. The parent must submit a new pickup request from the app before the student can be checked out.
🔄
Already Picked Up The student has already been checked out. This QR code cannot be used again for the same session.

5.4 Tips for Teachers

  1. 1
    Good LightingMake sure the scanning area has sufficient lighting. QR codes are harder to scan in low-light conditions. Ask the picker to increase their screen brightness if needed.
  2. 2
    Steady HandHold the scanning device steady and keep the QR code within the center of the scan frame for a faster and more accurate read.
  3. 3
    Verify Student IdentityAfter a successful scan, always verify the student's name and class shown on the confirmation screen before releasing the student to the picker.
  4. 4
    Use WhatsApp QR for Unfamiliar PickersIf the picker is unfamiliar or does not have the app, always use the WhatsApp QR Request feature to confirm with the parent before releasing the student.
  5. 5
    Stable Internet ConnectionEnsure the device used for scanning has a stable internet connection. QR verification requires a live connection to the server to confirm the pickup request.
💡
For the best scanning experience, use a device with a rear-facing camera and a clear, scratch-free lens. Avoid using low-resolution front cameras for QR scanning.

6. Summary

This documentation has covered all the core features available in the AppleTree BSD Admin Portal. Below is a quick reference summary of everything you have learned.

Quick Reference

You're All Set!

Everything you need to manage the AppleTree BSD student pickup system — from staff accounts to real-time pickup monitoring.

6.1 Module Overview

👩‍đŸĢ
2. Teacher Management Add, edit, change password, and delete teacher accounts. Assign roles to control what each teacher can access in the Admin Portal.
👨‍🎓
3. Students Management Manage class levels, student records, parent relationships, and vehicles. Dismiss classes and promote students at the end of each academic year.
📋
4. Pickup Queue Monitor all active pickup requests in real-time. Sorted by nearest distance and fastest estimated arrival. Designed for TV or staff station display.
📷
5. Scan Pickup Scan a student's QR code to confirm and complete a pickup. Send QR via WhatsApp if the picker does not have app access.

6.2 Role Access Summary

Each teacher account is assigned a role that determines which features they can access. Use this table as a quick reference when assigning roles to new accounts.

Feature 🛡ī¸ Super Admin ⚙ī¸ Admin 🚗 Pickup
Teacher Management ✅ ✅ ❌
Students Management ✅ ✅ ❌
Pickup Queue ✅ ✅ ✅
Scan Pickup ✅ ✅ ✅
Admin Dashboard ✅ ✅ ✅
ℹī¸
If a teacher tries to access a page they are not authorized for, they will see an Access Denied screen. Contact your Super Admin to update the role if needed.

6.3 Daily Pickup Workflow

Here is the recommended daily workflow for teachers managing the student pickup process from start to finish.

  1. 1
    Open Pickup Queue on TV / MonitorAt the start of dismissal time, open Tab Menu Pickup Queue on the TV or monitor at the gate. The queue will begin displaying pickup requests as parents submit them.
  2. 2
    Dismiss ClassWhen students are ready to be picked up, go to Tab Menu Students, find the class level, and tap ⋮ → Dismiss Class. Parents will be notified immediately that their child is Ready for Pickup.
  3. 3
    Monitor the Pickup QueueWatch the Pickup Queue display. Cards will appear and be sorted automatically by distance and estimated arrival. Prepare students whose cards appear at the top of the queue.
  4. 4
    Verify Vehicle at GateWhen a vehicle arrives, check the plate number, vehicle type, and color on the queue card to verify it matches the arriving vehicle.
  5. 5
    Scan QR CodeOpen Tab Menu Scan Pickup and scan the QR code shown on the parent's or picker's phone. If the picker does not have the QR, send it to the parent via WhatsApp QR Request.
  6. 6
    Confirm & Release StudentAfter a successful scan, verify the student's name and class on the confirmation screen. Release the student to the verified picker.
  7. 7
    Student Removed from QueueThe student is automatically marked as Picked Up and removed from the Pickup Queue. Repeat for the next student in the queue.

6.4 Quick Tips

đŸ“ļ
Stable Internet Always ensure the device used for Scan Pickup and the TV displaying the Pickup Queue have a stable internet connection throughout dismissal time.
🔋
Keep Devices Charged Make sure all devices used for scanning and display are fully charged or plugged in before dismissal begins.
👤
Dedicated Display Account Use a dedicated Pickup role account for the TV display device. Do not use personal admin accounts on shared or public devices.
🔒
Never Share QR Codes Only share student QR codes with verified and authorized pickup persons. Always confirm identity before releasing a student.
🗓ī¸
Promote at Year End Use the Promote Level feature at the end of each academic year to move all students to their next class level at once.
⚙ī¸
Inactive vs Delete Use Inactive status instead of deleting accounts or records whenever possible. Deleted records cannot be recovered.

6.5 Support

If you encounter any issues or have questions about the Admin Portal, please contact the AppleTree BSD system administrator or technical support team.

đŸ’Ŧ
For technical support, contact the AppleTree BSD admin team via WhatsApp or email. Please include your account email, a description of the issue, and a screenshot if possible to help us resolve your issue faster.
🎉
You have completed the AppleTree BSD Admin Portal documentation. Thank you for taking the time to read through this guide. We hope it helps you manage the student pickup process smoothly and efficiently every day.