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AKWAABA USER MANUAL

Introduction

Welcome to the world of Akwaaba Smart HR Software — your all-in-one digital platform for attendance tracking, member database, communication, and automation.

Whether you’re a church leader, school administrator, business owner, or HR manager, Akwaaba helps you replace manual registers, paper files, and phonebook lists with a simple, secure, and smart online system.

This guide tells the story of how each part works — what it does, why it matters, and how you can use it effectively with real-life examples.

AKWAABA DATABASE SOFTWARE- ACCOUNT SETUP STEPS

StepWhat You DoWhy It Matters
1Create your accountStart your digital journey
2Create groupingsOrganize your structure
3Add adminsShare responsibilities
4Set ID prefixGive members identity
5Create org codeAllow easy self-registration
6Register membersBuild your database
7Activate membersMake them visible
8View/update profilesManage your people better

✅ Final Notes

  • Always ensure that branches, categories, and groups are created before adding members.

  • Avoid duplicate phone numbers and email addresses.

  • Regularly back up your data by exporting your member list.

  • Contact our Support Team via WhatsApp or call +233 548 629 941 or +233 206 007 255 for any assistance.

 
HOW CAN I CREATE MY AKWAABA SMART HR SOFTWARE ACCOUNT?

Creating Your Account — Your Digital Office Begins Here

Why This Is Important

Every system needs a starting point. Creating your account is like getting the keys to your new digital office — without it, you can’t begin managing your people.

How It Works

Go to https://signup.akwaabasoftware.com and fill out the short form to open your account.

Once done, you’ll be asked to pay a one-time activation fee — this gives you permanent access.
After payment, simply WhatsApp or call +233 548 629 941 or +233 206 007 255 to confirm, and your account will be activated within minutes.
Example: Imagine you’re Valley View Baptist Church. Once you create your account and pay the activation fee, we open your online dashboard which comes with periodic system maintenance subscription fee. From that moment, all your attendance, SMS alerts, and member details are stored digitally — no more missing notebooks!

Setting Up Groupings — Building Your Organization’s Structure

Why This Is Important

Every organization has layers — branches, groups, departments, and categories.
Groupings help you organize people neatly, so attendance, communication, and reports make sense.

How It Works

  • Once your account is activated, log in at https://database.akwaabasoftware.com (for Premium or Standard account types).

    Under the Menu, navigate to Groupings — here you can create:

    • Branches

    • Categories

    • Groups

    • Subgroups

    Branches

    If your organization operates multiple branches, click Create Branches to add each branch.
    If you have only one location, the default branch will automatically be named Main Branch.

    Categories

    If your organization has various membership categories, select Categories to create them.
    You can:

    • Add categories individually, or

    • Use the Bulk Option — simply enter category names separated by commas (,).
      Example: Pastors, Choir, Ushers, Members

    If no category is created, the system automatically assigns members to the default category: Membership.

    Groups and Subgroups

    If your organization has groups under each category:

    • Select Groups and choose whether to create individually or in bulk.

    • Assign each group to the appropriate category.

    For Subgroups, follow the same process by selecting the parent group and adding subgroups beneath it.

Example

Think of it like organizing a big family:

  • The family house = your branch

  • The family members = your categories

  • The small family units = your groups
    Once everything is set, attendance and SMS reports will tell you exactly who came from which group or branch.

Creating Admins — Sharing Responsibility

Why This Is Important

No one can do everything alone. Admins help you share work — some can manage attendance, others handle SMS or member data.

How It Works

On desktop/laptop, locate the Accounts button on the dashboard.
On mobile, click the small arrow below your profile image to reveal the Accounts button.

Click Accounts → Add Client User, then use either the Member List or New User option to complete the admin form.

Types of Admins

  • Unlimited Admin: Has full access to every page and module.

  • Limited Admin: Has restricted access.

To create an Unlimited Admin:

  • Expand each module (e.g., Cash Manager, School Manager, etc.) by clicking the arrow beside it to select the unlimited access role for every box even for Not Found modules. If you omit any of the listed modules and omit selecting unlimited option from any of the boxes under the modules, the admin status changes to Limited Admin..

Note: Limited Admins cannot create or add new admins.

Example

If Kofi is the church secretary, make him a Limited Admin so he can view attendance and send SMS alerts.
If You, the main leader, want full access, set yourself as an Unlimited Admin.
This keeps the system organized and secure.

Member IDs — Keeping Things Organized

Every member gets a special ID number automatically.
You can add your own prefix (like an organization code).

The system automatically generates ID numbers for all registered users.
To customize the prefix:

  1. Go to Menu → Data Management → Member Identification.

  2. Create your preferred prefix (e.g., MTN).

If MTN is your prefix, registered users will appear as:

  • MTN-1

  • MTN-2

  • MTN-3, etc.

When searching for a user, simply type the number (e.g., 1 or 2) — the system automatically recognizes the prefix.

Creating an Organization Code — Letting Members Register Themselves

Why This Is Important

Instead of manually adding every member, you can let them register themselves online using a special code.
It’s safe, simple, and saves you hours of data entry.

How It Works

The Organization Code allows members to access your public registration form.

  1. Go to Menu → Data Management → Registration.

  2. Click the arrow to expand, then select Public Registration Code.

  3. Create a unique code for your organization.

Example

A member visits https://register.akwaabasoftware.com and types in your code and clicks on the Enter button to open the user registration form, fills their details, and submits — just like filling a church membership card, but digitally.
You’ll receive their record instantly on your dashboard and activate their account.

Registering Members — Adding People into the System

Why This Is Important

This is how your organization comes alive in the system — the people.
Without registered members, there’s no attendance or data to manage.

How It Works

There are two registration options:

  1. Individual Registration Form

  2. Bulk Excel Template Registration

To begin:

  • Go to Menu → Data Management → Registration.

  • Expand the options to choose Individual Registration Form or Excel Registration.

a. Individual Registration

If you’ve already created a Public Registration Code, click Individual Registration Form and fill out the form.

b. Bulk Excel Registration

  1. Click Excel Registration and download the provided template.

  2. Complete the details carefully, following these rules:

Important Guidelines

  • Do not edit or rename any table columns.

  • Mandatory columns: First Name, Surname, Gender, Branch, Country.

  • Ensure names (branch, category, group, subgroup, country) match exactly as created in the system.

  • Phone numbers must be 10-digit active numbers.

  • Email addresses must be valid and unique — no duplicates allowed.

  • Avoid names with fewer than 3 letters (e.g., use Bro. Sam instead of Sam).

  • Dates of birth must follow the same format as in the template sample.

  • When done, rename and save the file, then upload and submit it.

If you need to register another batch of users, clear the previous data and fill in the new member details before uploading.




Example

If you have 200 students in your school, fill their names in Excel, upload once, and you’re done. No typing each one by one!

Activating Members — Turning on Visibility


Why This Is Important

New members won’t appear in reports until they are activated.
Activation is like “switching on their account” so they become visible.

How It Works

To activate:

  1. Go to Menu → Data Management → Membership Data → Member Verification.

  2. Display 10 or more rows to view all new registrations.

  3. Tick Select All, then click Activate All Selected.

  4. To automate activation, enable Auto-Verify — new members will be verified automatically by the next day.

    Example

    If 50 members registered this week, one click activates all 50 instantly.
    No need to open their profiles one by one.

Viewing & Updating Profiles — Knowing Your People

Why This Is Important

Your system isn’t just for names — it helps you know your people better.
You can check who’s active, update details, or contact them directly.

How It Works

  1. Go to Menu → Data Management → Membership Data → View Member.

  2. By default, this displays users under the Membership category.

  3. To view users in another category, click Filter and select the category.

  4. To search by name or ID, use the Filter search options.

Example

During a meeting, you can pull up Elder Kofi’s record, check his attendance trend, birthday, or phone number — all in one place.

Viewing & Updating Profiles — Knowing Your People

Why This Is Important

Your system isn’t just for names — it helps you know your people better.
You can check who’s active, update details, or contact them directly.

How It Works

  1. Go to Menu → Data Management → Membership Data → View Member.

  2. By default, this displays users under the Membership category.

  3. To view users in another category, click Filter and select the category.

  4. To search by name or ID, use the Filter search options.

Example

During a meeting, you can pull up Elder Kofi’s record, check his attendance trend, birthday, or phone number — all in one place.

 CREATING ATTENDANCE SCHEDULE

Why This Is Important

Imagine running a church, hospital, or company where people come and go — yet you can’t tell who arrived late or left early. Creating a schedule or event helps the Akwaaba Smart Attendance System know when and who to track. It forms the foundation for accurate clock-ins, lateness reports, and real-time monitoring.

HOW TO CREATE ATTENDANCE SCHEDULE

Step-by-Step Guide

Step 1: Login to the Attendance System

  • Go to clock.akwaabasoftware.com and log in with your credentials.

  • If you are already logged into the Database System, simply switch to the Attendance System from the main menu:
    Menu → Attendance.

Step 2: Create a Schedule or Event

  • On the Attendance Menu, click “Create Schedule/Events.”

  • This opens a simple form where you’ll set up the meeting or shift.

🧾 Fill Out the Attendance Schedule Form

a. Select Schedule Type

  • Choose “Meeting” if you are creating a regular attendance schedule.
    Example: Sunday Service, Morning Shift, Weekly Staff Meeting.

b. Member Type

Choose who should attend this schedule:

  • Individual Members: All users in the system.

  • Group Members: A specific group, e.g., “Finance Team.”

  • Subgroup Members: A smaller team under a group, e.g., “Choir Sopranos.”

c. Additional Details

Fill in the following fields carefully:

FieldDescriptionExample
Schedule NameName of the meeting or event“Morning Devotion”
BranchSelect the branch“Main Branch”
CategoryChoose one or more categories“Staff,” “Volunteers”
Meeting Span1 = Same day; 2 = Two-day event (e.g., night shift)2
Start/Close TimeSelect start and end times8:00 AM – 5:00 PM
Lateness TimeDefine when lateness starts8:10 AM
RecurringEnable if it repeats weeklyEvery Monday
Break TimeEnable if using Akwaaba Clocking Device12:30–1:00 PM
OvertimeOptionalEnable if needed
Meeting LocationChoose “Physical” or “Virtual”“Physical”
Expected Monthly AttendanceMaximum number of expected clock-ins per user20
Active Monthly AttendanceMinimum required clock-ins per user15
AgendaShort purpose of meeting“Weekly Team Review”

After completing all fields, click Submit to save your schedule.

Why This Step Matters

Creating a schedule is just the beginning — now you must tell the system who, when, and how often it applies. This ensures that everyone’s attendance is recorded correctly and recurring events run automatically.

Step 1:  Schedule Configuration

After submission, go to “Edit Schedule.” You’ll find several important EDIT options including:

  • Edit Days:
    Use this if the schedule repeats every week (e.g., every Monday and Friday) to set the days the schedule recurs.
    If it’s a one-time event, use Edit Dates instead to select the dates on which the schedule is active.

  • Edit Groups / Edit Subgroups:
    Use these if you selected “Group Members” or “Subgroup Members” earlier to set group specific schedule.
    Example: Assign “Nurses” group or “Choir Tenors” subgroup to the meeting.

    Editing Categories and Break Time

     

    Why This Is Important

    These options ensure accurate tracking — especially for shift workers and device users.

    • Edit Category:
      Assign a specific category (e.g., “Doctors,” “Volunteers”) to this schedule.

    • Edit Break:
      Essential for clocking device users.
      Example:

      • Shift: 6:00 AM – 1:00 PM

      • Break: 12:30 PM – 1:00 PM
        ✅ Tip: Set the break end time close to the closing time to avoid syncing issues.

Assigning Members to the Schedule

Why This Is Important

This step connects the people in your organization to the event you created. Without assignment, the system cannot track their attendance.

Step 1: Assign Members

  1. Go to Edit Members.

  2. Click Refresh Member List to load all registered users.

  3. Users first appear under the Unassigned Tab.

  4. Increase the list display with “Show Entries” (e.g., 100 or 500 users).

  5. Tick the Select All box, then click Assign Selected to link them.

Step 2: Unassign Members (if needed)

  • Go to the Assigned Tab, select names, and click Unassign Selected.
    Example: Remove staff on leave or transferred members.

Assigning Admins to the Schedule

Why This Is Important

Admins help supervise attendance and verify records in real time. Giving each department or branch an admin ensures smooth coordination.

How to Assign an Admin

  1. Go to Edit Admin.

  2. Select an admin from the list.

  3. Enable Admin Permission and click Submit.

ASSIGNING USERS TO ADMIN

To assign members under that admin:

    • Click the blue Members button beside the admin’s name.

    • On laptops: You’ll see “Member Assigned” and “Member Unassigned.”

    • On mobile: Click the second “Member” option on the right.

    • Increase “Show Entries” to view all users.

    • Tick Check All, then click Assign Selected.

🔁 Switching Between Schedules

At the top of the page, use the dropdown arrow to move between different schedules or events. when assigning users to admin under a specific schedule
This makes it easy to manage multiple schedules — for example, “Sunday Service,” “Midweek Meeting,” and “Outreach.”

How to Clock for Users on the Web (Admin Guide)

Using the Akwaaba Smart Attendance System

Why This Is Important

Imagine you’re a church secretary, school administrator, or hospital HR officer trying to confirm who reported for duty or service today. Instead of using paper registers, the Akwaaba system lets you “clock in” users digitally — fast, accurate, and recorded in real time.

Clocking users ensures that attendance records are consistent and reliable, especially when some staff or members forget to clock themselves in.

Step-by-Step Guide

 

1️⃣ Go to the Attendance Clocking Page

From the left-side menu, click “Attendance Clocking.”
This is your main control room for managing who has attended or not.

 

2️⃣ Choose the Type of Schedule

If your schedule repeats weekly (like Sunday service or Monday shift),
✅ Enable the “Recurring” button — this will show all weekly recurring events.

If  there are non-recurring schedules they will display by default so you can move to the next step.

 

3️⃣ Select the Schedule Status

Depending on when the meeting or shift takes place, click one of these buttons:

ButtonWhat It ShowsExample Use
NowSchedules currently happeningMorning Service happening right now
TodayAll schedules for todayMorning & Evening shifts
UpcomingFuture schedulesNext Sunday’s Service
Date RangeManually pick datesReview last week’s attendance

 

4️⃣ Open the Schedule

Once you find the right schedule:

  • Click the blue “Open” button beside its name.
    This opens the Clocking Page, where you can mark or adjust attendance.

Important Notes

  • If members don’t appear in the table:

    • Click “Refresh Clocking List.”

    • This reloads all users assigned to the schedule.

  • If you just created a new schedule today and assigned users to it:

    • You’ll need to refresh the list manually so the users appear.

✅ Example:
After creating a “Friday Night Prayer” schedule, click Refresh Clocking List to see all assigned members before marking attendance.

Clocking Users

Once users appear on the page, you can begin clocking attendance.

Option 1: Bulk Clocking

If you want to clock in several users at once:

  • Tick the boxes beside their names, or click “Select All.”

  • Then click “Bulk Clock.”
    This automatically clocks all selected users in for the schedule.

✅ Example:
If 30 members attended a meeting but didn’t clock in manually, you can select all and bulk clock them once to record attendance instantly.

Option 2: Filter or Search for Specific Users

Sometimes you may need to clock one person or check a small group.
Click the “Filter” button to search by:

  • User ID

  • User Name

  • Date

  • Or other available filters

Then click “Filter” again to apply the search, and proceed with clocking.

✅ Example:
Search for “John Mensah” by name, confirm his presence, and click to clock him in manually.

View Attendees and Absentees 

 

Why This Is Important

After every meeting or shift, you need to know who attended and who didn’t.
The Akwaaba Smart Attendance System separates these automatically — saving hours of manual counting and giving you real-time attendance insights.

You can view attendees and absentees from the https//:clock/akwaabasoftware.com.  portal,akwaabahr.com ( (Go to Dasboard) and https://app.akwaabahr.com/   (Go to Attendance Records)

Step-by-Step Guide

1️⃣ Go to https//:clock/akwaabasoftware.com  , on the menu click Attendance List

Go to the menu and click “Attendance List.”
Here, you’ll see two tabs:

  • Attendees — those who clocked in

  • Absentees — those who didn’t clock in

Click your preferred option.

2️⃣ View Recurring or Daily Schedules

If your schedule is a repeating one (e.g., weekly meetings),
✅ Tick the “Recurring” checkbox to view those specific events.

Then use the “Now” button to view currently active schedules.

3️⃣ Open the Schedule

Click the blue schedule name (Open Schedule) to open the attendance list.

4️⃣ Read the Attendance Data

  • Under Attendees, you’ll see everyone who clocked in.

  • Under Absentees, you’ll see those who haven’t.

✅ Example:
If your “Morning Devotion” had 50 assigned members and only 42 clocked in, the Attendees list will show the 42, and Absentees will display the remaining 8.

Summary of What You’ve Learned

This section covered:

  • How to create and manage attendance schedules

  • How to assign users and admins

  • How to clock in users (manually or in bulk)

  • How to view attendees and absentees in real time

Together, these tools ensure that your organization always knows who showed up, when they came, and who was absent — all without paper records.

💡 Pro Tip

You can download attendance reports anytime from the dashboard for record keeping or monthly performance review.

HOW TO COMPLETE THE ATTENDANCE SCHEDULE FORM

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