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See Dock end to end, before you talk to anyone.

Three journeys to orient you, then the five stages of a school year screen by screen — what a parent sees, what your registrar sees, and what lands in your ledger. No form, no sales call. When you have seen enough, the implementation checklist is at the bottom.

About the screenshots: Illustrative Dock environment using representative Philippine school workflows.

One record, followed from three desks.

The same enrollment, tracked the whole way through by the people who actually touch it. Nothing in these chains is re-keyed — each step hands its record to the next.

A parent, start to finish

Parent · phone · no account
  1. Apply
  2. Verify by OTP
  3. Upload documents
  4. Receive tracking code
  5. Reserve seat
  6. Receive invoice
  7. Upload payment proof

A payment, start to finish

Finance officer · reconciliation
  1. Invoice created
  2. Receipt uploaded
  3. OCR extraction
  4. Transaction matched
  5. Staff reviews exceptions
  6. Ledger posted

A student record, start to finish

Registrar · capacity and DepEd forms
  1. Applicant approved
  2. Seat reserved
  3. Student record created
  4. Section assigned
  5. DepEd information available
  1. 1

    A parent applies

    Parent · any device · no account

    The application is a public form. A parent opens it from a phone, fills it in, uploads requirements, and leaves with a tracking code. Nothing about this step requires your office to be open.

    • No parent account — a phone number or email address for one-time-code verification is enough
    • Document uploads confirmed by OTP at each step, so requirements can't be attached to the wrong applicant
    • A tracking code is issued on submission (ADM-2025-A7K3MN) for self-service status checks
    • Inquiry data captured on your school website pre-fills the application automatically
    • Applications land on the admissions pipeline board, grouped by stage

    Online application form (parent view) — click to expand.

  2. 2

    The applicant is scheduled and tested

    Admissions staff · entrance testing

    Entrance exam slots are configured once per intake. Applicants are scheduled into them automatically, and the permit a parent needs is generated with the schedule.

    • Exam slots configured per date, session, and room capacity
    • Applicants auto-scheduled into available slots as they qualify
    • QR permits generated for each scheduled applicant
    • Answer sheets scanned and scored with a phone, with unclear marks set aside for a quick check
    • Scores entered against the applicant record, with ranking for competitive intakes
    • Result status visible to the parent through the same tracking code

    Parent status check by tracking code, email, or phone — click to expand.

  3. 3

    A seat is reserved against live capacity

    Registrar · capacity and waitlists

    Every grade level and section carries a seat cap. Dock checks the cap at the moment of reservation, so reservations beyond configured capacity are blocked rather than reconciled afterward.

    • Per-grade and per-section caps enforced in real time on applications and reservations
    • Applicants placed on a waitlist automatically once a section reaches its cap
    • First-come ordering on the waitlist, with automatic promotion as seats open
    • Registrars can promote enrollment-stage waitlists manually in one click
    • Re-enrollment windows with configurable deadlines per school year
    • Promotion mapping to advance students to the next grade level at year end

    Admissions pipeline board with section capacity — click to expand.

  4. 4

    The invoice is raised, paid, and reconciled

    Finance officer · invoicing and bank reconciliation

    This is the part most admissions tools stop short of. Fees become invoices, parents pay the way they already pay, and the bank statement gets matched back against the ledger.

    • Fee structures per grade level and school year — tuition, miscellaneous, books, optional fees
    • One-time, semestral, and quarterly payment schemes, configured per school
    • Invoices generated per grade, section, or fee plan
    • Parents pay by GCash, bank transfer, QR Ph, or cash at the cashier, then upload proof of payment
    • OCR reads the amount and reference number off the receipt and proposes the matching invoice
    • Bank statements imported as CSV or Excel; the engine matches eligible transactions and queues exceptions for staff review
    • Chart of accounts, general ledger, and financial reporting built in
    • Live cash position and outstanding-balance dashboards

    Finance dashboard with bank reconciliation — click to expand.

  5. 5

    The school year runs on live numbers

    Registrar and admin · reporting and DepEd forms

    “How many enrolled in Grade 7?” should not require opening a spreadsheet. Enrollment counts, capacity, revenue, and outstanding balances are on one dashboard, and the DepEd forms come out of the same records.

    • Real-time enrollment counts, capacity, and vacancy across all grades and sections
    • Form 137 (SF10) generated from student and grade records for transfers
    • SF1, SF3, SF4, SF5, and SF7 reporting set
    • LRN carried on student and registrar records and through to form generation
    • Form 138 (SF9) report cards requested through the document-request queue
    • Alumni records with complete enrollment history
    • Audit trail on every action — who changed what, and when

    Registrar enrollment summary dashboard — click to expand.

Implementation checklist

Onboarding takes 1–2 weeks. Almost all of that time is spent gathering the list below, so schools that arrive with it ready go live faster. Nothing here needs Dock — it is the same information your enrollment season already runs on.

Structure

  • Grade levels and sections for the coming school year, with a seat cap for each section
  • Your current student roster, with LRNs, for the students carrying over
  • Promotion mapping — which grade level each cohort advances into

Money

  • Fee structure per grade level: tuition, miscellaneous, books, and any optional fees
  • The payment schemes you offer — one-time, semestral, quarterly — and their due dates
  • The GCash, bank, and QR PH accounts parents pay into
  • Your chart of accounts, if you already keep one

Admissions

  • The documents an applicant must submit at each stage
  • Entrance test dates, sessions, and room capacity
  • Any scholarship or discount categories you apply

People and compliance

  • Who holds each role: Admin, Registrar, Finance Officer, Admissions Staff
  • Your Data Privacy Act consent text, photo-release wording, and counseling-consent wording — you supply the legal text, Dock captures and versions it
  • Your designated Data Protection Officer, who should review the consent flow before go-live
Bring this to a demo and we can configure your actual grade levels, sections, and fee structure during the call rather than talking about them in the abstract.
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