Get started with E-Pondok

Everything starts on the root site, epondok.id. You register a platform account, choose how many users (seats) to pay for, then create your first pondok. A pondok is your isolated space — it gets its own subdomain like pondokabc.epondok.id.

Register form

Create pondok form

The pondok home page — a real-time summary across every module, refreshed as check-ins and your team’s work come in through the day.

The four summary cards

• Present today — how many people are currently in, with the percentage of your active population.
• Absent — active people who haven’t checked in yet today.
• Late today — arrivals past your configured late threshold.
• Follow-ups due — relationship follow-ups past their due date.

7-day attendance trend

A bar chart of entries per day for the last week — spot dips at a glance.

Visitors & relationships

Two cards summarise today’s and this month’s visitors, plus the state of your institutional network (new, active, potential, strategic, alumni).

Every individual in the pondok — santri, ustadz, staff, pengurus — lives in Persons. Open it from the sidebar.

Add a person

Tap + Add person. Fill in at least the full name, role, and phone. Optional fields cover gender, birthdate, NISN, address, and wali (guardian) details. Attach a profile photo, then Save.

Enroll a face

Attendance by face needs an enrollment first. Find the person, tap Enroll, and capture their face with the browser camera. The face pipeline runs locally in your browser — anti-spoofing rejects photos/videos/masks, then a 512-d embedding is computed and stored on the server. Re-enroll any time; old embeddings are deactivated, not deleted.

Import & export

Use Import CSV to bulk-add persons from a spreadsheet (columns: full_name, role, phone, email, active) — it runs a dry-run preview first, then you Apply. Export CSV downloads the current list with your filters applied.

CSV header row expected by Import.

Attendance is recorded automatically at the gate — a laptop with a webcam running the Check-in page does the recording. You rarely type anything here. This page is where you read and analyse what was recorded.

How a check-in works

Someone steps in front of the check-in camera → their face is matched → the event is stored with a confidence score. No button to press. Admins can also record manually from the same page.

Who’s inside right now

The presence view shows everyone currently checked in and not yet checked out — useful for a quick headcount.

Analytics

Filter the event list by person, role, and date window. Analytics summarises daily entries/exits, the most frequent latecomers, and the most punctual.

Three academic records, each on its own tab: Angkatan (cohorts/classes/halaqah), Hafalan (Quran memorisation setoran), and Rapor (report cards).

Angkatan (cohorts)

Group santri into cohorts by class or halaqah. Create an angkatan with a name and optional level, then use Anggota to add or remove santri. A person belongs to one cohort at a time.

Hafalan (memorisation)

Record each setoran: pick the santri, type (surah / juz / page), reference (e.g. “Al-Baqarah 1-5”), and status (setor / ulang / lulus). Filter by type or status, export to CSV.

Rapor (report cards)

Create periods (e.g. “Ganjil 2025/2026”), then enter grades per santri per subject — numeric score and/or letter grade. Switch periods and export each one.

The digital guest book. Every guest — parent, lecturer, vendor, official — is checked in here, gets a visitor number, and is checked out when they leave.

Check a visitor in

Tap + Check-in. Enter name and category, the purpose of the visit, and who they’re meeting. A photo is optional but recommended. The visitor gets a unique visitor_no for the day.

Categories

parent_guardianlecturerteachergovernment_officialcommunity_leaderalumnivendorgeneralother

Visit contributions

Open a visit to record what it produced — guest lecture, workshop, training, mentoring, community service, research collaboration, recruitment — with topic, audience, and outcomes. This feeds your relations reporting.

A living map of the pondok’s institutional network — the people and organisations you work with, kept traceable over time.

Contacts

Each RelationshipContact holds a name, institution, position, expertise, status (new / active / potential / alumni / strategic), and notes. Add one with + Add contact.

Collaboration tags

Attach free-form tags to contacts to group them — e.g. guest-teacher, scholarship, research. Tags can be added and removed at any time.

guest-teacherscholarshipresearch

Follow-ups

Schedule follow-ups with a due date and assignee. Status moves open → in_progress → completed (or cancelled). The overdue filter surfaces anything you’ve missed.

You don’t need the kiosk app to enroll faces or record attendance. The website runs the exact same face-processing engine as the kiosk, right in the browser — no installation of any kind.

When to use this

All you need is a laptop with a webcam at the gate. It works on any modern browser (Chrome/Edge recommended) — no installation, nothing to download.

Enroll a face via website

Open the person’s detail page, tap Enroll. The browser asks for camera access — allow it. Have the person stand in front of the camera and tap Capture. The face is processed locally in your browser and only the face template (never a photo) is sent to the server. A green ✓ confirms it. Existing enrollments are listed below.

Check in via website

Open the Check-in page from the sidebar. The camera auto-detects faces and runs recognition in a continuous loop — no button to press. When a known face is matched, attendance is recorded automatically. Unknown faces show the best match score. Admins can also pick a person from the dropdown to record manually.

The web check-in uses the same engine as enrollment, so enrolled templates and searches stay consistent. Works on any modern browser (Chrome/Edge recommended) with a camera.

Video: enrollment & check-in via website

Shows the full web-based flow: add a person → enroll their face from the browser webcam → then check in using the website’s face camera — no kiosk needed. Covers the Persons page, the Enroll tab, and the Check-in page.

Daily-deed tracking for students: worship, academics, character. Compose the pondok’s own deed templates (name, category, unit, target), then record daily entries per student with ratings or checkboxes.

Per-student report

The Report tab summarizes daily streaks (current & longest), entry counts, average rating, and per-deed progress against effective days — a habit report card, not a checkbox notebook.

SPP and other fees: define fee items (amount, recurrence), then generate invoices per period and cohort automatically. Payments arrive via QRIS, transfer, or cash; email receipts reach the parent on their own.

Arrears & reminders

Arrears per student and per class from one screen. Payment reminders for overdue invoices can be reviewed before anything is sent.

A catalog of kitab and books (kitab, textbook, reference) with authors and years. Every copy carries a code, condition, and shelf location. Loans are recorded per student with due dates; reminder emails go to parents automatically. Reservations can be opened to students.

Clinic visits are logged from complaint to outcome (rest, sent home, referred) with severity. Medication given, incidents, and immunization history are kept too. Visits and incidents can email the parent automatically.

The dormitory floor plan: buildings, rooms, and beds. Place students in beds; every bed’s status is visible at a glance. Gate passes handle leave with mentor approval and a recorded return time.

Open the enrollment period, then applicants apply themselves through your pondok’s subdomain. Review applicants and their documents from one list. Accepting an applicant automatically places them in a cohort and creates the enrollment invoice.

Compose the pondok’s own violation catalog with default points. Record violations per student, watch cumulative points, and apply graduated sanctions from warning to suspension.

Pondok assets (electronics, furniture, sports gear, etc.) recorded with condition, location, and value. Asset loans are tracked with due dates; location moves land in a movement log. CSV export is audit-ready.

Home-leave, out-pass, sick, or dispensation requests are filed with type, dates, and reason. Mentors approve or reject from one list; the parent is notified, including the actual return time.

Check student data completeness for EMIS 4.0 — students with missing data are flagged immediately. Download .xlsx/CSV in a documented column order, or use Autofill EMIS template: upload the santri import template from the EMIS portal, review the column mapping (required columns E-Pondok does not hold are listed), then download the filled template and upload it to EMIS yourself. The template is processed in the browser; NIK appears only in admin/pengurus downloads.

The assistant reads your pondok’s data and produces an anomaly summary: students whose attendance slipped, memorization stalled, or clinic visits spiked.

Ask the Kitab: admins upload kitab on the Kitab Corpus tab (PDF with selectable text, DOCX, TXT, or MD; up to 25 MB). Once a document is Ready, admins and staff can ask in Indonesian, Arabic, or English. Answers are composed only from the kitab in your pondok’s corpus, with [1], [2] references to kitab, chapter, and page (for PDFs). When the corpus doesn’t cover a question, Ask the Kitab says so instead of guessing. The monthly question limit and usage are shown on the Settings tab.

How you and your team sign in day to day.

Magic-link login

Enter your email on the login screen and tap the link emailed to you — no password to type. The link is single-use and expires shortly.

Password fallback

Platform admins (at platform.epondok.id) can still sign in with a password. Pondok admins use magic links.

Language

This guide and the developer reference both toggle between Indonesian and English using the ID / EN switch in the top bar — your choice is remembered on this device.

Roles & access

admin sees everything (including Payroll & Finance); pengurus and staff see the daily modules; platform is the super-admin at the apex site.