Introduction
Official Documentation

VisionTrack 2032
Portal User Guide

Complete guide for all leadership levels — from registration and login to report approval, event management, and troubleshooting.

27 February 2026
Version 1.0
RCCG Junior Church Leadership
Internal — Confidential
https://visiontrack.rccgjuniorchurch.org
In This Document
  1. 1. Introduction & System Overview
  2. 2. Getting Started — Register, Login, Profile
  3. 3. Portal Navigation
  4. 4. Role Guides — Continental to Area/Zone
  5. 5. Dashboard Features Explained
  6. 6. Approving Monthly Reports
  7. 7. Event Reports
  8. 8. Notifications
  9. 9. E-Attendance System
  10. 10. AI Report Validation
  11. 11. Tips & Best Practices
  12. 12. Troubleshooting
Section 1

Introduction

What is VisionTrack 2032 and what does it do?

VisionTrack 2032 is the official reporting and oversight portal for the RCCG Directorate of Teens and Children Education (DTCE) Junior Church. The system enables all levels of leadership — from Area Coordinators to Continental Overseers — to submit, review, and approve monthly reports and event reports in a structured, hierarchical workflow.

Portal Access URL

https://visiontrack.rccgjuniorchurch.org — Access from any modern web browser on desktop or mobile.

System Overview

📋
Monthly Reports
Submission and multi-level approval workflow
🎯
Event Reports
Event submission, tracking, and approval
📊
Live Dashboard
KPIs: Attendance, Offerings, Souls Won, Baptisms
🔭
Scoped Visibility
Each level sees only their assigned scope
📈
Growth Tracker
Charts and National Growth Map
🔔
Notifications
Real-time alerts for pending approvals
Section 1.2

Approval Hierarchy

The 7-level report approval chain

All monthly reports flow through the following approval chain before being finally approved at National level. No level can skip or bypass the chain.

Area
1st Approval
→
Zone
2nd Approval
→
Province
3rd Approval
→
Region
4th Approval
→
JC Zonal
5th Approval
→
Continental
6th Approval
→
National
Final Approval
Sequential Approval Required

Each level must approve before the report moves to the next. Reports are visible to you only when the previous level has completed their action.

Section 2.1

Step 1: Register Your Account

How to create your VisionTrack account for the first time

1
Open the Portal
Go to https://visiontrack.rccgjuniorchurch.org in your web browser
2
Click Register
On the login page, click the Register or Sign Up button
3
Fill in Your Details
Enter: Full Name, Email Address, Phone Number, and a secure Password
4
Select Your Role
Choose your correct role from the dropdown (e.g., Continental, Zonal, Regional, Provincial, Area)
5
Select Your Entity
Choose your specific Continental, Zone, Region, Province, or Area from the list
6
Submit Registration
Click Submit to complete your registration
7
Wait for Approval
Your account will be reviewed — do NOT attempt to log in until you receive an approval notification
Important — Account Activation

After registration, your account is INACTIVE until reviewed and approved. You will receive a notification once your account has been activated.

Who Can Approve New Accounts?

Area Zone Province Region JC Zonal Continental National Super Admin Parish (Not Authorized)
⚠ Warning: No Duplicate Registrations

Users should NOT attempt multiple registrations. Duplicate accounts will be rejected and may delay activation.

Section 2.2

Step 2: Log In

Accessing your dashboard after account approval

1
Go to the Portal
Visit https://visiontrack.rccgjuniorchurch.org
2
Enter Email
Type the email address you registered with
3
Enter Password
Type your password (case-sensitive)
4
Click Login
Click the Login button to access your dashboard
5
View Dashboard
You will be taken directly to your personalised dashboard
Section 2.3

Step 3: Complete Your Profile

MANDATORY — Complete before using any other features

1
Click Profile Icon
Click your name or avatar at the top-right of the screen
2
Select Edit Profile
From the dropdown menu, click Edit Profile
3
Upload Passport Photo
Click the photo area and upload a clear passport-style photograph (JPG/PNG, max 2MB)
4
Enter Your Address
Add your official address corresponding to your level/role assignment
5
Update Contact Details
Confirm your phone number and other contact information is correct
6
Save Changes
Click Save to update your profile
Why This Matters

Your profile photo and address are used across the system for identification and correspondence. Incomplete profiles may result in delayed approvals and restricted access.

Section 3

Portal Navigation

Understanding the sidebar menu and role-based access

Once logged in, all users see a sidebar navigation menu. The items visible depend on your role level.

Menu Section Menu Item Available To
My Workspace Dashboard All Roles
My Workspace Parish Monthly Report All Roles
My Workspace My Monthly Reports All Roles
My Workspace Hierarchy Flow All Roles
Events & Programmes Submit Event Report All Roles
Events & Programmes My Level Events All Roles
Review & Oversight Reports Overview Area & Above
Review & Oversight Approve Monthly Reports Area & Above
Administration Manage Deadlines National / Super Admin
Administration Manage Users National / Super Admin
Administration System Settings National / Super Admin
E-Attendance Attendance Dashboard All Roles
E-Attendance Members Register All Roles
E-Attendance Mark Attendance All Roles
E-Attendance Attendance Reports All Roles
E-Attendance AI Validation All Roles
Section 4

Continental Level

Continental Overseer — Role Guide (6th Level)

Feature Description
Dashboard Continental-wide KPIs: Total Attendance, Offerings, Souls Won, Baptisms with month-on-month comparison
Report Approval Approve Monthly Reports from JC Zonal level; reports must pass JC Zonal first
Event Report Approval Review and approve Event Reports — Approve, Reject, Flag, or Reverse to Pending
Scope Overview See the full scope of your Continental — parishes, areas, zones, and submission status
Growth Charts 12-month Growth Tracker (Attendance, Offerings, Souls Won) for your Continental
National Map National Growth Map with colour-coded markers (green=growth, amber=flat, red=decline)
Reverse to Pending Reverse an approved/submitted report back to pending if corrections are needed
Export Download reports as PDF or Excel for leadership presentations
Section 5

JC Zonal Level

Zonal Coordinator — Role Guide (5th Level)

Feature Description
Dashboard JC Zonal KPIs: Attendance, Offerings, Souls Won, Baptisms across all levels in your zone
Report Approval Approve Monthly Reports escalated from Regional level; 4 prior levels must be approved first
Event Report Approval Review, approve, reject, or flag Event Reports within your JC Zone
Scope Overview Submission rates across Regions, Provinces, Zones, Areas and Parishes in your scope
Growth Charts 12-month trends for Attendance, Offerings, and Souls Won
Export Download reports as PDF or Excel
Section 6

Regional Level

Regional Coordinator — Role Guide (4th Level)

Feature Description
Dashboard Regional KPIs across all Provinces, Zones, Areas and Parishes
Report Approval Approve Monthly Reports from Provincial level — reports must pass Provincial first
Event Report Approval Approve, reject, flag, or reverse Event Reports within your Region
Growth Charts 12-month growth trends for attendance, offerings, and souls won
Export PDF and Excel exports
Section 7

Provincial Level

Provincial Coordinator — Role Guide (3rd Level)

Feature Description
Dashboard Provincial KPIs: Attendance, Offerings, Souls Won, Baptisms across all zones and areas
Report Approval Approve Monthly Reports that have been approved at Zone level
Event Report Approval Review and approve Event Reports within your Province
Smart Validation Review and resolve data quality flags
Export PDF and Excel exports
Section 8

Area / Zone Level

Area & Zone Coordinator — Role Guide (1st & 2nd Level)

Feature Description
Report Approval (Area) First approver for Parish Monthly Reports — the start of the approval chain
Report Approval (Zone) Second approver for Monthly Reports — approves after Area has approved
Scope Overview See how many parishes/areas are in scope and how many have submitted
Hierarchy Flow View submission status for all entities under your oversight
Reverse Approval Reverse your own approval if you need to correct an error
Export Download PDF or Excel exports of reports
Section 9

Dashboard Features Explained

Understanding every panel and card on your dashboard

📊
KPI Cards
Attendance, Offerings, Souls Won & Baptisms with month-on-month comparison
🔭
Scope Badge
Total scope, submitted, and outstanding — click to expand full breakdown
⏳
Deadline Countdown
Live countdown to monthly reporting deadline with progress bar
📈
Growth Tracker
12-month line chart — toggle between Attendance, Offerings, Souls Won
🔍
Smart Validation
Auto-detects data quality issues — Resolve, Flag, or Reopen
🗺️
National Map
Interactive map with green/amber/red markers for growth trends
🔗
Hierarchy Flow
Real-time submission and approval status across all 7 levels
Section 10

Approving Monthly Reports

How to approve, reject, flag and reverse reports

How to Approve a Report

1
Click 'Approve Monthly Reports'
In the sidebar, under Review & Oversight
2
View pending reports
Reports waiting for approval are listed at the top, highlighted with a pending indicator
3
Click on a report
Click the report row to open the full report view
4
Review the data
Check attendance figures, offerings, souls won, achievements, and challenges
5
Check approval timeline
The Approval Timeline shows all previous approvals in the chain
6
Click 'Approve Report'
Click the green Approve Report button on the right sidebar
7
Confirm the action
A confirmation dialog will appear — click OK to finalise your approval
Rejection Notice

When you reject a report, the submitter receives a notification with your rejection reason. They can then edit and resubmit — the approval process restarts from the beginning.

Reverse to Pending — Continental, National & Super Admin Only
  • Click Reverse All to Pending on the report
  • Confirm the action — ALL previous approvals in the chain will be reset
  • Report returns to Area level and must go through the full chain again
Section 11

Event Reports

Submitting and managing special programme reports

Event Reports document special programmes, outreaches, and events at any level. Unlike Monthly Reports, they can be submitted at any time and follow the same hierarchical approval process.

1
Click 'Submit Event Report'
In the sidebar under Events & Programmes
2
Select Event Type
Choose from: Vision 2032, Outreach, Special Programme, etc.
3
Fill in Event Details
Enter: Event Date, Venue, Theme, Pastor-in-Charge, Coordinator Name
4
Enter Attendance
Fill in figures by category: Children, Teens, Teachers, Guests, Parents
5
Add Spiritual Data
Enter Souls Won, Baptisms, First Timers, Rededications
6
Add Financial Data
Enter Offerings and Donations if applicable
7
Write Narrative
Add Activities, Achievements, Challenges, Testimonies
8
Upload Photos
Upload event photos (optional but recommended)
9
Submit
Click Submit to send through the approval chain
Event Report Approval Flow

Event Reports follow the same chain: Area → Zone → Province → Region → JC Zonal → Continental → National.

Section 12

Notifications

Staying informed with real-time portal alerts

📥
New Report Submitted
When a report enters your approval queue
✅
Report Approved
When a report you submitted gets approved
❌
Report Rejected
When a report is rejected with the rejection reason
🚩
Report Flagged
When a report you submitted is flagged for review
🔓
Account Approved
When a new account is activated by the admin
Click the bell icon at top right to open the notification panel
Click on a notification to go directly to the related report
Click the tick icon to mark a notification as read
Click the X icon to delete a notification
Use Mark All as Read to clear all unread notifications at once
The notification count refreshes automatically every 60 seconds
Section 12

E-Attendance System

Digital member register, Sunday attendance tracking, and AI-powered report validation

The E-Attendance module replaces manual registers. Every child, teen, and teacher is registered in the system and marked present or absent each Sunday. These attendance records are then used to automatically verify the figures in your Monthly Report — ensuring what you report matches what was actually recorded in church.

⚠ Monthly Reports Will Be Blocked

If the attendance figures in your Monthly Report do not match the E-Attendance records for that month, the system will block submission until the figures are corrected. Mark attendance every Sunday to avoid this.

The 5 E-Attendance Pages

Page What It Does
Attendance Dashboard
ea_dashboard.php
 Overview cards: total members per category, this Sunday's session status, attendance % per age group, and recent trends.
Members Register
ea_register_member.php
 Add, edit, promote, and manage all registered children, teens, and teachers. Each member gets a unique registration ID.
Mark Attendance
ea_mark_attendance.php
 Open a Sunday session and mark each member as Present, Absent, Excused, Sick, or Travelled. Sessions must be opened first before marking.
Attendance Reports
ea_reports.php
 Monthly summaries and age-group breakdowns. Shows which Sundays have been marked and the overall attendance percentage.
AI Validation
ea_validate_report.php
 Compare your E-Attendance records against a submitted Monthly Report. Shows matched, suspicious, and flagged figures with AI confidence scores.
ID Card Generator
ea_id_card.php
 Automatically generate a printable, downloadable ID Card for every registered member. Cards display the member's name, photo, Registration ID, category, age group, and parish. Generate individually or bulk-print by category.

How to Mark Sunday Attendance

1
Go to Mark Attendance
In the sidebar under E-Attendance, click Mark Attendance
2
Open a Session
Click Open Session for the correct Sunday date and category (Children, Teens, or Teachers). Sessions must be opened before marking begins.
3
Mark Each Member
The full member register loads automatically. For each person, select: Present, Absent, Excused, Sick, or Travelled.
4
Save Attendance
Click Save Attendance. The system records the time, who marked it, and the totals.
5
Close the Session
Once all members are marked, click Close Session. Closed sessions feed into the monthly totals used for AI validation.
6
Repeat Every Sunday
Attendance must be marked for every Sunday in the month. Missing Sundays will cause the monthly figures to be incomplete.

How to Register a New Member

1
Go to Members Register
Click Members Register in the E-Attendance section of the sidebar
2
Click Add New Member
Click the + Add Member button at the top of the page
3
Fill in Member Details
Enter: First Name, Last Name, Date of Birth, Gender, Category (children/teens/teachers), and Age Group
4
Upload Passport Photo
Optional but recommended — upload a clear photo to help identify the member during attendance marking
5
Add Guardian Details
For children and teens, enter the parent or guardian's name and phone number
6
Save Member
Click Save. The system auto-generates a unique Registration ID for the member.

Age Groups & Categories

Children
Babies 0–3 years
Toddlers 3–5 years
Ages 6–8 6–8 years
Ages 9–12 9–12 years
Teens
Ages 13–15 13–15 years
Ages 16–19 16–19 years
Teachers
Babies Teachers for 0–3
Toddlers Teachers for 3–5
Ages 6–8 Teachers for 6–8
Ages 9–12 Teachers for 9–12
Ages 13–15 Teachers for 13–15
Ages 16–19 Teachers for 16–19

ID Card Generation

Automatic ID Cards for All Members

Every registered member — Children, Teenagers, and Teachers — automatically receives a digital ID Card upon registration. Cards can be printed individually or downloaded in bulk per category.

🧒
Children
ID Cards for Babies, Toddlers, Ages 6–8, Ages 9–12
👤
Teenagers
ID Cards for Ages 13–15 and Ages 16–19
🎓
Teachers
ID Cards for all Teachers across every age group

Each ID Card contains:

Full Name
First name, middle name, and last name
Registration ID
Unique system-generated ID (e.g., EA-2025-001)
Passport Photo
Member photo uploaded during registration
Category & Age Group
e.g., Children / Ages 6–8
Parish Name
The parish the member belongs to
Date of Birth
Member's date of birth
1
Go to Members Register
Click Members Register in the E-Attendance sidebar section
2
Find the Member
Search by name or Registration ID using the search bar at the top
3
Click Generate ID Card
Click the ID Card button on the member's row — a preview appears instantly
4
Download or Print
Click Download to save as PDF/image, or Print to send directly to your printer
5
Bulk Generate by Category
At the top of the Members Register, click Generate All ID Cards and select the category (Children, Teens, or Teachers) to download all cards at once as a batch
Tip: Print in Bulk After Registration Day

Register all new members first, then use Generate All ID Cards per category to print all cards in one batch. ID Cards update automatically whenever a member's details are edited.

Promotions Are Automatic

When a member's birthday causes them to move to the next age group, the system flags them for promotion. Use the Members Register to confirm and process the promotion — their history is preserved.

Section 13

AI Report Validation

How the system compares your Monthly Report against E-Attendance records

When you submit a Monthly Report, the system automatically runs an AI validation check. It compares the figures you entered against the E-Attendance data recorded for the same parish and month. The result determines whether your report is accepted, flagged for review, or blocked.

The 4 Possible Verdicts

Verified
All figures match e-attendance records within acceptable tolerances. Report is accepted and moves to the approval chain normally.
Suspicious
Some figures differ from e-attendance records. The report is saved but you must review each discrepancy and tick the acknowledgement checkbox before the report moves forward. Your coordinator is notified.
Flagged
Critical mismatches found — figures are too far from e-attendance records to accept. Submission is blocked. Correct the flagged fields and re-submit. You can save as a draft while correcting.
No EA Data
No E-Attendance records found for this parish and month. AI validation is skipped and the report proceeds normally. This will happen if attendance has not been marked yet for the month.

What Gets Compared

Monthly Report Field Compared Against (E-Attendance)
Children Male total Sum of male children marked Present across all Sundays in the month
Children Female total Sum of female children marked Present across all Sundays in the month
Teens Male total Sum of male teens marked Present across all Sundays in the month
Teens Female total Sum of female teens marked Present across all Sundays in the month
Teachers Male total Sum of male teachers marked Present across all Sundays in the month
Teachers Female total Sum of female teachers marked Present across all Sundays in the month
Age group breakdowns Per age group (Babies, Toddlers, 6–8, 9–12, 13–15, 16–19) present counts from ea_attendance

What Happens When Your Report Is Blocked

1
Validation panel appears
A red panel appears on the submission page listing each critical issue. Each item has a Go to Field button.
2
Go to each flagged field
Click Go to Field to scroll directly to the problem input. The field will be highlighted in red.
3
Correct the figure
Update the figure to match the actual E-Attendance record for that category. You can check your records on the Attendance Reports page.
4
Or save as draft
If you need time to investigate, click Save as Draft. Your data is preserved and you can return to fix and re-submit later.
5
Re-submit
Once all figures are corrected, click Submit Report again. The AI validation runs again automatically.
Best Practice to Avoid Blocks
  • Mark attendance every Sunday before closing the month
  • Check the Attendance Reports page before filling in your Monthly Report — use those exact totals
  • If a Sunday was missed, mark it retroactively before submitting the Monthly Report
  • Use the AI Validation page (ea_validate_report.php) to pre-check your figures before submitting
About the AI Confidence Score

Each validation result includes a confidence score (0–100%). A score of 100% means a perfect match. Scores below 80% trigger a Suspicious verdict. Scores below 60% on critical fields trigger a Flagged (blocked) verdict. The score is shown in the validation panel when you submit.

Section 13

Tips & Best Practices

Getting the most out of VisionTrack 2032

For All Users

Always log out when you finish your session, especially on shared computers
Use a strong password and do not share your login credentials
Complete your profile fully (photo + address) before doing any other work
Check your notifications daily so you don't miss pending approvals
Use the Dark Mode toggle for a more comfortable night-time experience
Timing Guidelines
  • Try to approve reports within 48 hours of them arriving at your level
  • Check the Deadline Countdown on your dashboard — all approvals must be completed before the monthly deadline
  • Late approvals may be recorded as overdue in the system
Data Accuracy Rules
  • Ensure attendance figures (Children, Teens, Teachers) add up correctly
  • Offerings should be entered as actual amounts — not estimated
  • Check Souls Won, Baptisms, and spiritual data are accurate before submitting
Section 14

Troubleshooting

Common problems and how to resolve them

Problem Solution
Cannot log in after registering Your account has not been approved yet. Wait for an approval notification from the admin team.
Forgot my password Use the Forgot Password link on the login page to reset via your registered email address.
Approve button is greyed out The previous approval level has not been completed yet. The report must be approved at lower levels first.
Cannot see any reports to approve Ensure your profile is correctly linked to your entity. Contact admin if the issue persists.
Report shows as Pending after I approved it Check that the report moved to the NEXT level. Your approval was recorded but the next level has not acted yet.
Cannot submit a Monthly Report Monthly Reports can only be submitted by Parish-level users. Higher levels review and aggregate.
Profile photo not uploading Ensure the photo is in JPG/PNG format and is under 2MB in size.
Dashboard shows no data No reports have been submitted for your scope for the selected month. Verify the month filter.
Monthly Report blocked by AI validation Your submitted attendance figures do not match E-Attendance records. Open Attendance Reports (ea_reports.php), check the correct totals for each category, update your Monthly Report figures to match, then re-submit.
AI Validation shows "No EA Data" Attendance has not been marked yet for this parish and month. Mark attendance on ea_mark_attendance.php for all Sundays in the month, then re-submit the report.
Cannot open an attendance session A session may already be open for that Sunday and category. Check ea_dashboard.php for open sessions and close any existing ones before opening a new one.
Member not appearing in attendance list The member may not be registered or may be set to Inactive status. Go to ea_register_member.php, search for the member, and check their status.
For Technical Support

Contact the National Junior Church ICT Team via https://visiontrack.rccgjuniorchurch.org

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