7 documents tracked — green check or red cross for each.
Financial Strip
Total fee, paid, discount, and balance in one view.
Detail Grid
Registration date, DOB, gender, district, occupation, medical report, and more.
Using the Modal System
Each action button opens in a modal window (overlay popup). The modal:
Loads the page in an iframe with a loading spinner
Can be closed by clicking the X button, pressing Esc, or clicking outside
Changes are saved inside the modal — refresh the hub to see updated badges
Progress Stepper States
State
Visual
Meaning
Done
Green checkmark
Step completed successfully
Active
Amber dot
In progress — scheduled or pending result
Fail
Red X
Step failed — may need retry
Pending
Grey number
Not yet started
Documents
4. Documents Management
Tracked Documents
#
Document
Notes
1
Birth Certificate (Original)
2
Birth Certificate (Copy)
3
NIC (Original)
4
NIC Copy (A4)
5
Medical Report
6
Photographs
7
Old Licence Copy
If applicable
How to Update
1
Open Documents
Click "Documents" button in the Applicant Hub or the "Update" link in the document checklist.
2
Check/uncheck documents
Toggle each document as received (check) or pending (uncheck).
3
Save
Click save. The hub's document checklist and stepper update automatically.
Exams
5. Written Exam Management
The exam system supports multiple exam records per applicant. Failed applicants can be re-scheduled for new attempts.
Setting an Exam
1
Open Exam modal
Click "Exams" in the Applicant Hub.
2
Set Exam Details
Enter exam date, seat number, exam type, DMT number, and trial date.
3
Save
The exam appears in the history table above.
Recording Results
In the exam history table, each row has quick result buttons:
[Pass] — Marks the exam as passed
[Fail] — Marks the exam as failed
Marks input — Enter marks and save inline
[Reset] — Change result back to pending
Re-exam: To schedule a retake, simply add a new exam record. The old failed attempt stays in history.
Classes
6. Theory Classes & Mock Exams
Track theory class attendance and mock exam scheduling for each applicant.
Scheduling Classes
1
Open Classes modal
Click "Classes" in the Applicant Hub.
2
Set class date and mock exam date
Enter theory class schedule and mock exam date.
3
Save
Status updates in the hub button badge.
Training
7. Training Schedule Management
The training system supports unlimited training sessions per applicant with per-session attendance, marks, and vehicle tracking.
Session Types Available
Type
Color
Description
Practical Driving
Teal
Standard practical sessions
Road Training
Blue
On-road driving practice
Highway / Expressway
Purple
Highway driving
Parking Practice
Orange
Parking manoeuvres
Night Driving
Red
Evening/night sessions
Hill Start / Slopes
Amber
Hill start technique
Reversing / Maneuvers
Green
Reverse and three-point turns
Adding a Training Session
1
Open Training modal
Click "Training" in the Applicant Hub.
2
Go to "Schedule New" tab
Three tabs: Sessions & Attendance, Schedule New, Bulk Add.
3
Fill session details
Date, time, type, vehicle (auto-fills trainer), duration, notes.
4
Click "Add Session"
The session appears in the Sessions tab.
Bulk Add
For scheduling multiple sessions at once (e.g., daily sessions for a week):
Go to Bulk Add tab
Select session type, vehicle, and duration
Enter dates — one per line or comma-separated
Supported formats: YYYY-MM-DD, DD/MM/YYYY
Click "Add All Sessions"
Recording Attendance
Go to Sessions & Attendance tab
Check the Present checkbox for each attended session
Enter marks in the marks column
Click "Save Attendance & Marks"
Setting a Trial Date
In the training modal, a Trial Date banner at the top lets you set the trial date directly. This also syncs to the legacy app_training table for backward compatibility.
Trials
8. Trial Schedule & Results
Manage driving trial appointments with support for multiple trials per applicant (retries after failure).
Scheduling a Trial
1
Click "Trial" in the Applicant Hub
Opens the trial management modal.
2
Scroll to "Schedule New Trial"
Form at the bottom of the modal.
3
Fill in details
Date (required), time, trial type, vehicle, examiner (auto-fills), location, notes.
4
Click "Schedule Trial"
Trial appears in the history table with status tags (Today, 3d left, overdue).
Recording Results
In the trial table:
[Pass] / [Fail] — Quick buttons on pending rows
Marks input — Update marks inline after result
[Reset] — Return to pending status
[Edit] — Modify all trial details
[Delete] — Remove the trial record
Date Tags
Tag
Meaning
TODAY (pulsing)
Trial is scheduled for today
3d left
Trial is within 3 days
overdue
Trial date has passed without a result
Payments
9. Payments & Financial Management
Recording a Payment
1
Click "Payment" in the Applicant Hub
Opens the payments modal showing all payment history.
2
Enter payment details
Date, amount paid, discount (if any), and notes.
3
Click "Record Payment"
The balance updates automatically in the hub.
Financial Display in Hub
Column
Description
Total Fee
Amount set during registration (editable)
Paid
Sum of all payments recorded
Discount
Discount given (set in registration or payments)
Balance
Total - Paid - Discount. Shows "PAID" when zero
Caution: Deleting a payment will increase the applicant's outstanding balance. Only delete if recorded in error.
Expenses
10. Expense Management
Adding an Expense
1
Navigate to Expenses
From the main menu, go to Accounts → Expenses.
2
Select Category
Choose from pre-defined categories (Fuel, Salary, Rent, etc.) or create new ones.
3
Enter details
Date, category, amount, payment method (Cash/Bank/Cheque/Card/Online), and description.
4
Click "Add Expense"
Expense appears in the table with month/category filtering.
Managing Categories
Navigate to Accounts → Expense Categories to:
View all categories with usage counts
Add new categories with name and description
Edit existing categories
Delete unused categories (blocked if expenses reference them)
Default Categories (auto-seeded)
Fuel / Petrol
Vehicle fuel costs
Vehicle Maintenance
Repairs, tyres, servicing
Staff Salary
Wages and salaries
Office Rent
Building rent
Electricity & Water
Utility bills
DMT Fees
Department of Motor Traffic
Advertising
Marketing and promotions
Miscellaneous
Other unclassified
Master Files
11. Master Files
Master files define the base data used throughout the system. Set these up before registering applicants.
Vehicle Classes
Defines the types of vehicles (e.g., Light Vehicle B1, Heavy Vehicle). Each class has a name and a default fee.
Add: Enter class name and price
Edit: Click Edit to modify name or price
Delete: Blocked if packages or applicants reference it
Path: Menu → Vehicle Classes
Course Packages
Course packages define specific training programs within each vehicle class. Each package has a name, linked vehicle class, price, and number of days.
Add: Select vehicle class, enter package name, price, and days
Edit: Modify all fields
Delete: Blocked if applicants use it
Path: Menu → Packages
Training Vehicles
Register all vehicles used for training with vehicle number and assigned trainer. These appear in training and trial dropdowns.
Path: Menu → Training Vehicles
Trainers
Manage trainer profiles. Trainers are linked to vehicles and auto-fill when a vehicle is selected during training or trial scheduling.
Path: Menu → Trainers
Expense Categories
Manage expense category types used in the accounts system. 12 defaults are auto-created on first use.
Path: Menu → Expense Categories
Reports
12. Reports
All reports support print (via browser print button), column sorting (click headers), and instant search (type in the filter box).
Report
File
Filter Modes
Registration
Reg_report/index.php
By Date range · By Reg No · By Name · By NIC
Written Test
Written_test_report/index.php
By Exam Date · By Reg Number · Passed · Failed
Training
Training_report/index.php
By Date · By Vehicle · By Type · By Applicant · Attendance · All
Trial
Trial_report/index.php
By Date · By NIC · By Name · By Mobile · All Trials
Income
Account_report/income.php
By Year · By Month · Monthly breakdown · Fine income
Expenses
Account_report/expenses.php
By Year · By Month · By Category · Category bar chart
Profit & Loss
Account_report/profit.php
By Year · Visual comparison bars · Margin %
Common Report Features
Summary cards — Totals at the top of each report
Column sorting — Click any table header to sort ascending/descending
Quick filter — Type in the search box to instantly filter visible rows
Print — Click the Print button for a clean paper layout
Responsive — Tables scroll horizontally on mobile
Settings
13. User Management & Settings
Changing Password
Go to Settings from the navigation menu
Enter your current password
Enter and confirm your new password
Click Update Password
Adding Users (Admin Only)
Go to Settings → Users
Click Add User
Enter username, password, and role (Admin/Staff)
Click Create User
Roles
Role
Access Level
Admin
Full access — registration, all modules, reports, settings, user management
Staff
Registration, applicant management, reports — no settings or user management
Tips
14. Keyboard Shortcuts & Tips
Keyboard Shortcuts
Key
Action
Esc
Close any open modal
Tab
Move between form fields
Enter
Submit the current form
Workflow Tips
Quick Applicant Search
The dashboard search supports name, NIC, reg number, and mobile. Type any part to find.
Status Badges
Every action button shows a live status badge — no need to open the modal to check status.
Vehicle Auto-Fill
Selecting a vehicle in training or trial forms auto-fills the trainer/examiner name.
Bulk Training Add
Paste multiple dates to schedule a full week of training in seconds.
QR Code
Each applicant hub shows a QR code with their reg number — useful for scanning.
Print Any Report
Every report page has a Print button that produces a clean, professional output.
Help
15. Troubleshooting & FAQ
A blank page or error after clicking a button
Try these steps:
Refresh the page (F5 or Ctrl+R)
Clear browser cache (Ctrl+Shift+Delete)
Check if your session expired — log out and log back in
Contact your system administrator if the error persists
Cannot delete a vehicle class or package
Deletion is blocked when other records reference the item. For example:
A vehicle class cannot be deleted if packages or applicants use it
A package cannot be deleted if applicants are registered under it
An expense category cannot be deleted if expenses are recorded under it
You must first reassign or delete the dependent records.
Modal not loading or showing a blank frame
This usually means the PHP file has an error. Check:
Ensure config.php is present in the parent directory
Check that all required PHP files exist (e.g., trial.php, training.php)
Verify database connection settings in config.php
Check server error logs for PHP errors
Training sessions not appearing in the report
Ensure sessions are saved using the "Save Attendance & Marks" button in the training modal. Sessions are stored in the app_training_sessions table. If the table is empty, check that training.php is properly creating records.
Trial date not showing in the hub stepper
The stepper reads from the app_trials table (not the legacy app_training.trial_date). Ensure you schedule trials using the Trial modal (click the Trial button in the hub), not through the old training page field.
How do I backup the system?
Back up two things:
Database: Export using phpMyAdmin or mysqldump
Files: Download all PHP files from the server
Recommended: Schedule daily automated database backups via cPanel or cron job.
Can multiple users access the system simultaneously?
Yes. The system supports concurrent access. Each user should have their own login credentials. Changes made by one user are immediately visible to others after page refresh.
What browsers are supported?
The system works on all modern browsers:
Google Chrome (recommended)
Mozilla Firefox
Microsoft Edge
Apple Safari
Internet Explorer is not supported.
Sagarika Driving School Management System
User Manual v1.0 — June 2026
For technical support, contact your system administrator.