How Every Role Wins
XClassLink provides specialized tools tailored to the daily workflow of Administrators, Facilitators, Learners, and Coordinators, ensuring compliance and maximizing training integrity across the board.
The Learner Attendance Verification Flow
From setup to final report, see how a typical training day flows with seamless automation and clarity.
Before the Class: The Setup
The Class Admin performs a once-off setup, creating the class, uploading learner data, and assigning all roles (Facilitator, Coordinator, and Supervisor). Learners receive secure login details by email; there’s no self-registration, eliminating risks. On the first day only, learners configure their digital signatures, completing their identity verification process for attendance.
Morning & Midday: The Class in Flow
When class begins, the Facilitator opens the digital register. The day’s topic is automatically pre-filled from the timetable, with an alert if the class is behind schedule. The Facilitator marks attendance in real time. ClassLink enforces live attendance integrity: attendance can only be captured for the current date and includes the Facilitator’s physical classroom location. Learners log in and enter a one-time PIN (OTP) to confirm their presence, which automatically applies their pre-saved digital signature to the report. Once the register is finalized, a live attendance snapshot is instantly sent to the Admin and Coordinator.
Afternoon: Follow-Up & Insight
The Coordinator receives the instant attendance snapshot by email and is mandated to follow up with any absentees immediately. The Supervisor monitors the real-time dashboard, tracking attendance, engagement, and compliance across multiple classes. Crucially, the system tracks the open status of the Coordinator's email alert, allowing the Supervisor to ensure the Coordinator is proactively performing their follow-up duties the same day, not a week later. Daily reports can be generated to flag at-risk learners.
Smart Reporting, Anytime (Recommended Monthly)
In XClassLink, reporting isn’t tied to month-end deadlines, but we recommend monthly reporting to maintain consistency. Supervisors can generate complete reports at any time. The AI engine interprets attendance, engagement, and assessment data to produce a comprehensive narrative summary with visual analytics and trends. All signed registers remain securely stored and downloadable anytime, making audits a stress-free validation of transparent delivery.
Facilitator Experience Flow: Focus on Teaching
The Facilitator's workflow is streamlined to eliminate manual admin, ensuring they spend less time on paperwork and more time on mentorship.
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Live OTP Attendance & Geo-Verification
The Facilitator marks a Learner as present/late/left. The Learner instantly verifies this action with an OTP, applying their digital signature. ClassLink geo-verifies the Facilitator's location to enforce integrity.
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Controlled Communication & Replies
The Facilitator sends urgent Announcements to the class, selecting whether two-way communication (student replies) is enabled. Notifications are sent instantly by email, managing all formal communication.
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Sign-to-Download Material Tracking
They upload study materials. The system requires a Learner signature upon download. This verifiable tracking feeds directly into the engagement score, providing proof of consumption for the Supervisor.
Learner Experience Flow: Total Visibility
Learners become active participants in the verification process, gaining accountability and instant access to their progress and course materials.
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Verify Presence with OTP
The Learner actively confirms their presence by entering the OTP immediately after being marked by the Facilitator. This action instantly applies their digital signature to the register, creating irrefutable proof.
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Provide Signature for Material Access
When new study materials are uploaded, they receive an email alert. To download the file, they must provide an in-app signature, which logs their verified engagement for reporting purposes.
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Receive & Reply to Announcements
They receive instant email notifications for all Facilitator Announcements. If the Facilitator enables it, they can sign in to the platform to submit their reply, maintaining a formal communication trail.
Supervisor/Coordinator Experience Flow: Proactive Intervention
They move from reactive problem-solving to proactive intervention. Real-time data and AI-driven insights drive risk management and quality assurance.
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Generate Auditable PDF Reports
They can select their assigned class(es) and a time range to generate an official PDF Attendance Report. This report includes all Learner digital signatures and a summary of At-Risk Students for targeted intervention.
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Accountable Absentee Follow-Up (View Tracking)
The Coordinator receives an instant attendance email snapshot. This email's view status is tracked internally, allowing the Supervisor to verify the Coordinator's proactive response and follow-up on absentees the same day.
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Sensitive Document Security (Exclusion)
While they can view Class Documents, the Coordinator is explicitly excluded from viewing or downloading sensitive Learner Documents (IDs, qualifications) unless they successfully request access with a valid reason through the Admin, ensuring POPIA compliance.
Admin Experience Flow: Guiding Security
The Admin is the central hub for security and compliance, managing the integrity of the system from setup to audit-ready export.
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The Sole Gatekeeper & Onboarding
The Admin is the sole creator of all staff accounts (Facilitator, Supervisor, Coordinator), controlling class assignments and permissions. They perform mass Learner onboarding via simple file upload.
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Granular Document Access Control
They control all sensitive document access. They, along with the Supervisor, are the only ones permitted to view and download Learner Documents (e.g., IDs), managing all requests for special access.
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Monitor Coordinator Traceability
The Admin receives the instant attendance email snapshot and accesses the report that tracks the email view status of the Coordinator, ensuring the first line of intervention is actively monitoring attendance trends and taking action.