Custom software · Schools

Build a school system around your classes, your fee heads and your exam pattern.

A school keeps the same child in six registers. The admission file, the class register, the fee ledger, the attendance register, the marks sheet and the bus list. Each is kept by a different person, and none of them agrees with the others by November.

The cost shows up in small, tiring ways. A parent waits at the counter while a clerk turns pages to work out a balance. A sibling concession agreed with the correspondent never reaches the fee register, and report cards eat a fortnight every term.

The school software we build hangs all of it off one student record. Admissions, fee heads and instalments, attendance, your exam pattern, transport, hostel and staff. Then a parent portal, which is what stops the office phone ringing at eight in the morning.

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Who this is for

Institutions we can build for.

Anything from one primary campus to a trust running four schools and a hostel. Your office registers decide where this starts.

Primary schools
High schools
Higher secondary schools
CBSE schools
ICSE schools
State board schools
International schools
Pre-schools and playschools
Residential schools
Schools with hostels
Special needs schools
Montessori schools
Composite schools with a PU or junior college
Schools with an attached kindergarten
Sports and activity academies run by a school
Multi-campus school groups
Trusts running several institutions
School bus operators working for schools

What can be built

The modules, and what each one covers.

Nothing here is a fixed package. Each module is built, left out or changed to match how your organisation already works.

Admission enquiries

A parent walks in during admission season, or phones, or fills a form on the website. Today the details go into a notebook and get chased when somebody remembers.

Parent and child details
Class sought
Source of the enquiry
School visit and date
Documents given to the parent
Follow-up date and who is chasing
Reason if the family went elsewhere
Converted to admission
Enquiries by class and by season

Admission

Enquiry
Application
Interaction or test
Seat offered
Documents
Admission fee
Class and section
Student record created

Application form and number
Previous school and transfer certificate
Birth certificate and Aadhaar details
Caste and category where the school records it
RTE and management seats
Sibling details
Documents pending
Admission register entry

The student record

One record a child carries from admission to the day the transfer certificate is issued.

Admission number and date
Class, section and roll number
Parent and guardian contacts
Address
SATS or state enrolment number where it applies
Medical notes and allergies
Bus route and stop
Hostel room
Fee ledger
Attendance
Marks history
Documents

Classes, sections and promotion

Classes and sections
Class teacher
Subject allocation
Section strength
Elective and second language groups
Mid-year transfers between sections
Year-end promotion
Detained and repeating students

Fee structure

Tuition is only one head. The rest is where the arithmetic goes wrong.

Fee heads: tuition, admission, transport, lab, library, hostel, exam
Head-wise amounts by class
Instalments and due dates
One-time and annual heads
Transport fee by route or by distance
Optional heads such as activity or excursion
Fee applicable from the date of joining
Fee revision for a new academic year

Concessions and scholarships

A concession agreed in the correspondent’s room has to reach the clerk at the counter, and usually does not.

Sibling concession
Staff ward concession
Management concession with the person who approved it
Merit and sports scholarships
Government scholarship credited to the student
Concession by head or by amount
Validity of the concession

The system records who approved a concession and when. Whether it should have been given is a decision for the management, and the software does not have an opinion on it.

Fee collection

Balance on screen when the parent reaches the counter
Part payment against a head
Cash, cheque, DD, card and UPI
Online payment from the parent portal
Receipt printing
Cheque bounce and the charge for it
Late fee rules
Daily collection register
Day-end reconciliation by mode

Online payment runs through a gateway, so settlement timing and charges are set by that gateway and by your bank.

Dues and follow-up

Pending fees by class and section
Ageing of dues
Defaulter list for the class teacher
Reminders to parents
Instalment overdue alerts
Promise-to-pay notes
Students withheld from an exam, where the school does that

Student attendance

Daily or period-wise marking
Marked by the class teacher from the classroom
Absent, late and half day
Leave with a parent note
Long absence flagged
Monthly attendance statement
Attendance shortage for exam eligibility

Biometric or card attendance can be pulled in where a device is already fitted, and that depends on what the device is willing to export.

Staff attendance and leave

Teaching and non-teaching staff
Daily attendance
Leave types and balances
Leave application and approval
Casual leave taken mid-term
On-duty and training days
Monthly attendance for payroll
Substitution arranged for the day

Timetable

Period structure by class
Subject and teacher allocation
Teacher-wise timetable
Free periods
Lab and activity periods
Clash checking
Substitution when a teacher is absent
Timetable visible to teachers and parents

Examinations

Your exam pattern goes in as you run it, whether that is unit tests and terms or formative and summative assessments.

Exam types and schedule
Subject-wise maximum and passing marks
Internal and practical marks
Grading scale
Hall tickets and seating
Invigilation duty
Marks entry by the subject teacher
Verification before publishing
Re-test and improvement marks
Subject-wise and class-wise analysis

Report cards

Marks entry
Verification
Grade calculation
Remarks
Principal approval
Print or publish
Parent access

The report card is printed in your own format, including the parts your board insists on and the parts your school has always had.

Homework and classwork

Homework by class and subject
Due date
Attachments and worksheets
Submission status
Teacher remarks
Visible to parents
Syllabus coverage against plan

Parent portal

Most of the calls a school office takes before nine in the morning are questions a parent could answer himself.

Child’s attendance
Fee balance and receipts
Pay fees online
Marks and report cards
Homework
Timetable
Circulars and notices
Bus route and stop
Leave request
Meeting requests
More than one child under one login

Messages to parents

Absence alert on the morning it happens
Fee due and overdue reminders
Exam dates and results published
Circulars and holiday notices
Parent teacher meeting invitations
Bus delay or route change
Emergency messages to one class or the whole school
Messages to a single parent

The school decides what to say, the provider decides the shape it goes out in. A fee reminder template is approved once, and after that it cannot be changed casually.

Transport routes and stops

Routes and stop sequence
Pick-up and drop timings
Bus allotted to a route
Driver and attendant
Student mapped to a stop
Seat capacity against students allotted
Stop changes during the year
Distance-based transport fee
Students using transport one way only

If your transport need is the whole requirement rather than part of a larger system, our school transport management software already covers most of this.

Boarding attendance

By the time the bus reaches the second stop, the office should know which child did not board.

Attendant marks boarding at the stop
Child absent at pick-up
Alert to the parent
Drop confirmation
Child who got off at a different stop with permission
Trip start and end
Daily trip record

Vehicles, drivers and papers

Vehicle register and seating capacity
Insurance, fitness and permit expiry dates
Pollution check date
Driver licence and badge expiry
Attendant details
Service and maintenance history
Fuel and trip logs
Breakdown and replacement vehicle
Renewal reminders before a date passes

Live bus location depends on a tracking device being fitted and on the network at the time. Where no device exists, the system knows the trip and not the position.

Hostel

Room and bed allocation
Warden and block
Hostel fee and mess fee
In and out register
Leave and home visits
Visitor entries
Mess menu and attendance
Medical notes
Room change and vacating

Library

Book catalogue and accession number
Issue and return
Due dates and fines
Student and staff borrowing history
Lost and damaged books
Reservations
New acquisitions

Stores, books and uniforms

Textbook and notebook sets by class
Uniform sizes and stock
Issue against a student
Payment for items issued
Stationery and lab consumables
Purchase orders and suppliers
Stock at the counter
Sports equipment

Staff records and payroll

Employee record and qualifications
Appointment and confirmation dates
Subjects and classes handled
Salary structure
Attendance and leave feeding payroll
PF, ESI and professional tax
Salary slips
Increments
Documents and certificates

Front office

Visitor entry and pass
Parent meeting requests
Early pick-up and gate pass
Phone call register
Complaints and suggestions
Lost and found
Enquiry desk

Records the office is asked for

A parent needs a document by tomorrow, and it is always the term somebody is on leave.

Transfer certificate
Bonafide certificate
Study and conduct certificates
Fee paid statement for reimbursement
Duplicate report card
Attendance certificate
Character certificate
Issue register for every document given

Online admissions and the website

Application form on the website
Document upload
Application fee payment
Status visible to the parent
Shortlisting and interaction slots
Seat offer and acceptance
Enquiry forms
Circulars and calendar on the site

Role-based access

Correspondent or trustee
Principal
Vice principal
Class teacher
Subject teacher
Office administrator
Fee clerk
Accountant
Transport in-charge
Hostel warden
Librarian
Parent
Student

More than one campus

Campus-wise students and strength
Fee collection and dues
Staff
Transport
Exam results
Expenses
Trust-level consolidated view

Management dashboard

Strength by class and section
Admissions this year against last
Enquiry conversion
Fee demand, collected and pending
Collection by head
Attendance today
Staff on leave
Result analysis by subject
Transport use and dues
Students who left and why
Expenses against budget

What it can connect to

Payment gateways
SMS and WhatsApp providers
Tally or the trust’s accounting software
Biometric devices
Bus tracking devices
Existing school software
Government reporting formats the school has to file

Board and government portals decide what may be uploaded to them and how. We prepare the data in the format asked for, and we do not promise an automatic connection before checking one.

The journey

One connected workflow, end to end.

Every stage below can sit in one system, so nobody re-enters what the last stage already captured.

Enquiry
Admission
Student record
Fee schedule
Collection
Attendance
Timetable
Examination
Report card
Parent communication
Transport
Promotion
Transfer certificate

Built in phases

You do not have to replace everything at once.

Each phase is usable on its own, so the system earns its place before the next part is built.

1
Students and fees
Admissions, the student record, fee heads, concessions, collection and dues. The counter and the fee clerk feel the difference in the first week.
2
Classroom
Attendance, timetable, examinations, marks entry and report cards, which is where a fortnight of typing disappears each term.
3
Parents and transport
The parent portal, messages, routes, stops, boarding attendance and vehicle papers.
4
Office and management
Hostel, library, stores, staff and payroll, certificates, online admissions and the dashboards the trust asks for.

How we work

How a build actually runs.

01
Understand
We sit with the fee clerk in the first week of a term, because that is when a school shows you its real process.
02
Map
Classes, fee heads, concession rules, exam pattern, routes, hostel blocks, staff roles and the registers each of them keeps.
03
Design
Screens for a counter with a queue, a teacher with a phone and a parent who opens it twice a term.
04
Build
Modules in the order the academic year needs them, which usually means admissions and fees before anything else.
05
Test
Your staff put a real class through it: admission, fee collection, attendance, marks and a printed report card.
06
Deploy
Go-live is planned around the calendar, normally at the start of an academic year, with staff trained on their own screens.
07
Improve
The parent app, transport tracking and analytics, once the office is running on the system.

What we can build

Systems we can put together for you.

School ERP
Admission and enquiry management software
Fee management systems
Attendance systems
Examination and report card software
Timetable systems
Parent portals and applications
Teacher applications
Transport management systems
Hostel management software
Library systems
Management dashboards
Multi-campus and trust-level platforms

Common questions

Questions owners ask before starting.

What is a custom school ERP?

It is a school system built around your classes, fee heads, concession rules, exam pattern and routes. A package can do most of it. Custom work earns its keep where your school does something a package will not bend to.

Can it handle our fee structure with instalments and concessions?

Yes. Heads, instalments, due dates, late fees and concessions are set the way you run them, and the balance is on screen while the parent is still at the counter.

Can parents pay fees online?

Yes, through a gateway, from the parent portal or a link sent to the phone. The receipt and the ledger update together, so the clerk is not entering it again.

Can teachers mark attendance from the classroom?

Yes, on a phone or tablet, daily or period-wise. The absence message to the parent can go out the same morning rather than at month end.

Can we use our own exam pattern and report card format?

Yes. Exam types, weightages, grading and the printed card are set up to match what your school already issues, including the remarks section.

Can parents see everything about their child?

They see what you allow: attendance, fees, marks, homework, circulars and the bus stop. Discipline notes and internal remarks usually stay inside the school.

Can it manage school buses?

Yes. Routes, stops, students mapped to stops, boarding attendance, transport fees and the renewal dates on each vehicle’s papers.

Can parents see where the bus is?

Only where a tracking device is fitted to the bus. Without one the system can tell a parent that the trip has started and that the child boarded, which is often what the parent actually wanted.

Do we need custom software, or will a ready product do?

For most single-campus schools the ready product fits after configuration, and that costs less. Custom work suits groups, unusual fee rules, or a school that wants something a package does not have.

Can it run more than one school under one trust?

Yes. Each campus runs its own day, and the trust sees strength, collection and results across all of them.

Will our old student and fee data move across?

Usually yes, from Excel or from your current software, once we see what state it is in. Old data is rarely clean, and cleaning it is part of the work rather than a surprise later.

Can we start with just admissions and fees?

Yes, and most schools should. Admissions and fees first, attendance and exams next, transport and the portal after that.

Your trade

How we work with this trade.

Schools and colleges

Already built

Software we already run for this work.

If one of these fits, it is cheaper and faster than building from scratch. We will say so.

Build a school system your office will actually use.

School software fails for the same reason every time. It was designed for a school that keeps registers the way the software expects, and yours does not.

Walk us through one admission, one fee cycle and one examination. Get the fee head structure right and most of the rest follows. The register that already works can stay exactly where it is.

Tell us how you work

Tell us how your schools runs today.

We will tell you what can be digitised, what can be connected, what is worth automating, and what you should leave alone.

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