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Barber Academy System
A complete management system for a three-branch barber academy, covering the student journey from first inquiry to graduation with a verified certificate. Nineteen modules handle students, groups, barcode attendance, receipts, expenses, payroll, certificates, and financial reports. Fully Arabic with a right-to-left layout, installable on mobile as an app, and protected by two independent security layers that hide financial figures from staff at the database level rather than the screen.
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What's inside the system
- Nineteen modules and 34 screens covering the full student journey: from a lead, to an enrolled student in a group, to a graduate with a verified certificate.
- Attendance by barcode scanner or phone camera, with the session deducted automatically — and a row-level lock that prevents a double deduction if the code is scanned twice at once.
- Complete student file: details, photos, payments, attendance, notes, housing, and remaining sessions on a single screen.
- Receipts with gapless sequential numbering, direct printing, WhatsApp delivery, and cancellation with a recorded reason.
- Certificates with a unique verification code and QR, plus a public verification page anyone can open by code without reaching academy data.
- Daily cash closing: count the drawer and compute the gap between expected and actual.
- Four roles — owner, admin, reception, captain — with reception restricted to its branch and captains seeing only their own groups' students.
- Two security layers: 52 policies across 21 database tables, plus a role check before every sensitive write on the server. Hiding buttons in the interface is convenience, not protection.
- Revenue hiding done properly: the queries themselves never run for reception, so the numbers are absent from the page entirely — even with developer tools open.
- An audit log for deletions and cancellations, storing a copy of the data before deletion along with a mandatory reason.
- Core logic runs inside the database itself — session deduction, certificate verification, student numbering — so it cannot be bypassed from the browser.
- A weekly schedule for group sessions, and a skills catalogue with weekly content per group.
- Staff and captains with salaries, commissions, deductions, and barcode attendance.
- Financial reports: profit and loss, revenue by payment method, and trainer commissions.
- A "reserved" state for a student who paid a deposit without a group — assigned to a group, they activate automatically and inherit its price and session count.
- An instant warning when a phone number is duplicated or already exists in the leads list, so no student is registered twice.
- A student mobile app carrying their recorded courses: they sign in, unlock a course with a code issued by the admin that locks to their account after first use, and resume from where they stopped.
- Each course is split into lessons and exams, with a progress bar showing how much is done and lessons marked complete.
- An exam after each lesson with a required pass mark (60%), which the student must clear before moving on.
- The certificate is issued inside the app with a unique verification code the moment the course is completed.
What you gain
- The whole academy and its three branches in one system — instead of notebooks, spreadsheets, and scattered WhatsApp groups — with branch data separated while the owner still sees the full picture.
- No session goes uncounted: it is deducted the moment the student scans their code, with nothing left to reception's memory. That stops the leakage that happens when a student attends and nobody records it.
- And no session is deducted twice: the system locks the student's row during check-in, so even a double scan in the same instant deducts once. That prevents the disputes that cost time and goodwill.
- You know who is about to run out of sessions before they disappear — the dashboard surfaces "sessions running low", so renewal is offered at the right moment.
- Collection is clear: you know who owes what, instead of small balances being forgotten and piling up.
- The cash drawer is controlled: the daily closing counts cash and computes the gap between expected and actual, so any shortfall surfaces the same day rather than at month end.
- Your staff never see your revenue: reception can run the entire system without reaching a single revenue figure, and the block lives in the database, not in hidden screen elements.
- Every deletion or cancellation is logged with its author, reason, and a copy of the data beforehand — so if something goes wrong you know who, when, and why.
- Your certificates carry real weight: each one has a code, a QR, and a public verification page, so any salon owner can confirm it in seconds. That protects the academy's reputation from forged certificates and gives graduates a credential that actually counts.
- Students receive their receipt on WhatsApp instantly — a professional touch that also reduces arguments over what was paid.
- You know what your branches actually earn: profit and loss, revenue by payment method, and trainer commissions are all calculated, so decisions rest on numbers rather than instinct.
- Trainer commissions and staff salaries are computed by the system, so there is no month-end dispute and no time lost reconciling.
- A student who paid a deposit is never lost: they are held as "reserved" and activate automatically once assigned to a group, inheriting its price and sessions.
- No duplicate students: the system warns immediately if the phone number already exists or sits in the leads list.
- Leads do not slip away: an inquiry is recorded with its status and follow-ups, and converts to a student in one click.
- Runs on mobile as an installable app — reception can take attendance from a phone with no extra hardware.
- Fully Arabic with a right-to-left layout, so the team learns it in a day rather than a week.
- A second revenue stream with no room and no trainer: recorded courses sell by code, reaching students beyond your branches with no cap on seats.
- Your content stays protected: the code locks to the student's account after first use, so one code cannot circulate among ten people.
- The exam gate before progressing ensures the student actually understood — your graduates leave with a real standard, which is what protects the academy's reputation.
- Students resume from where they stopped at any time, and the progress bar pushes them to finish — higher completion rates and fewer complaints.
