One system from admission to alumni

Overview

What the day needs: who is absent, which registers have not been taken, what fees are overdue, and whether anything is waiting on somebody.

Admissions

Enquiry to enrolment, with the documents attached to the student rather than a drawer.

Attendance

Period-wise or daily, on a phone, with absence visible to parents the same morning.

Timetable

Built once, checked for clashes, and reflected everywhere a teacher or parent looks.

Roster and leave

• Who's in each day, shown as a grid — "is she in on Thursday" is answered by looking, not asking.
• Three states per day, not two: on duty, away, and not yet recorded, so an unfilled roster is never misread as everyone being off.

Cover

• Checks the leave register against the timetable each morning and finds every period with nobody assigned.
• For each uncovered period, suggests the three best substitutes in order: a teacher who already teaches that subject, then one who teaches that class, then anyone free.
• Once cover is assigned, that teacher is marked busy immediately — checked at the moment of writing, so two people covering from two screens can't double-book the same substitute.

Examinations

Marks entry, grading schemes, and report cards that come out looking like your report cards.

Bonafide, character and study certificates

• Three certificate types — bonafide, character and study — each in its own numbered register.
• A bonafide certificate confirms current enrolment, so it can't be issued to a student who has left. A character certificate can be — that's exactly when it's needed.
• Each certificate records the student's standing at the time it was issued, so a reprint years later can't be misread as saying they're still enrolled.

Transfer certificates

• Numbered by session and issued once — issuing a TC removes the student from the roll in the same step, so nobody is counted twice.
• Whether fees are clear comes straight from the fee ledger, and attendance comes from the class registers — neither is manually typed.
• Date of birth prints in both words and figures.
• A reissue is stamped DUPLICATE and keeps the original serial number.

Fees

Structures, concessions, instalments and receipts, reconciled without a spreadsheet.

Students

The roll, searchable by name, admission number or class, with guardians and the history that follows a child through the school.

The group

• For a trust running multiple schools: every campus, and the combined total, on one screen — roll count, today's attendance, and fees outstanding.
• Attendance is counted across every individual child, not averaged per campus, so a school of 40 doesn't weigh the same as one of 900.
• If a campus's data can't be read, the totals say so and name the campus, rather than quietly showing an incomplete number as complete.

Staff & access

Who works here, and three tiers so a class teacher can take a register without being able to edit a fee structure.

Your address, our problem

Hosted, backed up, monitored and updated by us. It keeps working when the connection does not.

Every institution is separate

Its own six-character address, its own data, its own staff. One school's records are not one query away from another's — they are behind a different access check.

A trust sees all of it

Grant an owner once at the group and they reach every campus, including the ones opened next year. No re-inviting anybody when the twelfth school joins.

Three tiers of access

Our support administrators, your administrators, and your staff scoped to what their job needs. Roles are data we can change, not code we have to deploy.

Payroll

• Statutory calculations — PF wage ceiling, pension share, ESI contribution period, state professional tax slabs — run from one shared engine, so there's no duplicate threshold that can drift out of date.
• Unpaid leave days are read directly from the leave register, not typed in by hand. Correcting a leave record before the run updates the payslip automatically.
• Leave is counted by date range, so overlapping applications aren't double-counted, and a school holiday inside an unpaid stretch isn't docked.
• Every run is previewed first. A run with a missing salary structure or unclassified leave is blocked and names exactly who's affected — nobody is silently skipped.
• Once a month is run, its figures are locked. A later leave correction doesn't change a past payslip, and reopening a closed month needs a logged reason and is blocked once the money has gone out.

Conduct

• Each entry separates what happened (a factual note) from the action taken, instead of one mixed field.
• Commendations are recorded too, and are listed first — not just incidents.
• No field rates or scores a child as a person.
• Enforces two sections of the Right to Education Act 2009: Section 16 blocks expulsion or grade retention for classes 1–8, citing the section in the refusal; Section 17 blocks language describing physical punishment or mental harassment, while ordinary incident descriptions still go through.
• Entries are never deleted — a wrong one is withdrawn with a reason on file, and the original stays on record.
• Nothing is visible to a family until an administrator chooses to share it.

Homework

• As a teacher sets homework, the screen shows what else is already due that day for that class, by subject — e.g. "6A already has 3 pieces due on the 21st: Maths, Science, Hindi."
• Weighted by workload, so a short revision note doesn't count the same as a full project.
• Warns rather than blocks, so a teacher can still assign it if they have good reason to.
• Homework can't be set due on a day the school is closed.
• "Missing" and "late" are tracked separately — work isn't marked missing until the due date has actually passed.
• Parents see outstanding homework on their own portal, sorted with what's due first and full instructions shown.

Hostel

• Every child is tracked in one of three states: present, signed out (with who collected them and when they're due back), or unaccounted for.
• The dashboard leads with the number of children not accounted for — the figure that needs someone to go check.
• A gate pass records who is collecting the child, their contact number, and a required return date.
• Boys' and girls' blocks are strictly separated with no override — a child with no sex on record is flagged for that specific reason rather than a generic refusal.
• Bed allocation is transaction-safe, so two wardens can't assign the same bed to two children.

Library

• Tracks individual copies by accession number, not just a title-level count — staff can see exactly which copy is out and to whom.
• ISBNs are check-digit validated, preventing duplicate catalogue entries from typos.
• Accession numbers are permanent and never reused, even after a book is lost or withdrawn, keeping stock audits accurate.
• Fines are calculated at return time, capped at the book's cost, and shown before the book is handed back.
• Reservations are a first-come queue; a book on hold can't be renewed by whoever currently has it, and returned reserved copies go straight to the hold shelf.
• Checkouts are transaction-safe, so two librarians at two terminals can't lend the same copy twice.

Notices

• Send a notice to everyone, one class, or a named list of children. It appears on each recipient's parent portal until its end date.
• The same logic used to preview a notice determines who actually receives it — no mismatch between preview and delivery.
• Notices addressed to a class that doesn't exist are rejected rather than silently sent to nobody.
• Notices with no end date expire after 30 days automatically, so the portal doesn't fill up with stale notices.
• Marking a notice urgent puts it above everything else, including fee dues — and urgent notices must carry an end date.
• Notices are never deleted. Taking one down removes it from parent portals but keeps the record.

Parent logins

• Parents see their own children's data only: attendance listed by day absent, published exam marks, fees charged/owed with receipts, and transport details (stop, time, and the attendant's contact — not the driver's).
• They see nothing about other families, other classes, or staff notes.
• Parent access is its own permission tier, separate from staff roles.
• A fee-payer who isn't the parent — a grandparent, employer or trust — can be granted access limited to payments only.
• The portal is read-only: no forms, uploads or messaging. Corrections go through the school office.

Transport

• Tracks each bus's permit, fitness certificate, insurance and pollution certificate, each with its own expiry. The dashboard opens on what's lapsed or due within a month.
• Missing documents are flagged separately from expired ones.
• Routes are defined as ordered stops, with separate morning and afternoon timings.
• Seat capacity is enforced against the permit limit — allocating the last seat is blocked, not just flagged, even from two screens at once.
• A bus with lapsed documents can't be assigned new children.
• The attendant's roll shows stops in road order with each child's class, guardian contact, and a check-off.

My bus

• The driver's own phone shows only their bus and today's assigned children — not the fleet, other routes, home addresses or guardian phone numbers.
• Every child is marked on and off individually; duplicate taps from network retries are rejected.
• A trip can't be closed while any child is still marked on board — the driver is shown who's still aboard and prompted to check.
• Location comes from the phone's GPS, timestamped by the server; implausible readings are discarded rather than shown.
• The office dashboard is sorted by urgency — a bus gone silent with children aboard appears at the top regardless of route number.
• Location history is kept for 90 days and deleted on request.

Not at the stop

• When a driver marks a child absent from a stop, the school office is notified within the minute.
• Morning and afternoon are handled differently: a child missing in the morning is presumed at home and the transport office calls; a child missing in the afternoon was in school an hour earlier, so the school office checks the building instead.
• Children already accounted for — parent called ahead, marked excused, already in school — are shown as such and don't need action.
• Guardians can be auto-notified, even during quiet hours for early pickup runs, with a factual message describing what was recorded.
• Each entry is resolved by recording what was found — at home, collected, or located — rather than a simple tick-off.

Student logins

• Available for students from around age 11 upward (the school sets the minimum age).
• Shows a student's own timetable, homework due dates, attendance record, and published results.
• No financial information is shown to students at all.
• No conduct records are visible to the student.
• No class ranking or average is shown alongside a student's own mark.

Gate

• Gate staff get a scoped account limited to the visitor log — no access to class lists, fees, or home addresses.
• Visitor ID is recorded by type only (e.g. "driving licence, seen"), never the ID number itself.
• To release a child, the guard searches by name and sees a photo and class for confirmation. The authorised-collector list is checked automatically and never shown to the guard.
• Refused pickups are logged for the office to review, without revealing who was on the approved list.

Worth a conversation

• Cross-references attendance, health room visits, homework, transport, and conduct — patterns a single screen wouldn't reveal on its own.
• Not a predictive score — there's no numeric rating attached to a child.
• Shows a short list of what changed, with concrete before/after figures — e.g. "attendance dropped from 94% to 61% in three weeks."
• Each child is compared only against their own history, never against class or cohort averages.
• It doesn't suggest a cause — that's left to a conversation between staff and the child.
• Fee arrears are never used as a signal.
• Nothing is stored on the student's record — it's computed live each time the screen is opened.
• A child needs two independent changes before appearing, filtering out normal short-term dips. New students with no history never appear, and conduct notes alone never trigger it.
• Visible to the office only, not to every teacher.

Messages

• Reports delivery by family name, not just an aggregate "sent to 380 families" count.
• A send isn't marked complete while any family hasn't received the message — the list of who's missing stays visible until it's zero.
• Families that can never be reached (no number on file, invalid number, opted out, not on WhatsApp) are shown and counted, not silently dropped.
• Routine messages aren't sent between 9pm and 7am. Anything written in the evening is held and sent together the next morning.
• Only an administrator can override quiet hours, for genuine emergencies — this stays rare because it's never inferred automatically.
• The recipient list is read from each child's current record at send time, so a guardian removed by court order is excluded immediately, and a student who has left the school is never messaged.
• Delivery is logged in three stages — handed over, delivered, read — so "we sent it" and "it arrived" can be answered separately.

Bring records in

• Bulk-imports students, staff, and fee structures from a spreadsheet.
• Nothing is written until every row passes validation. All errors are shown at once with row numbers, so they can be fixed in one pass.
• Ambiguous dates (e.g. 3/4/26, which could be March 4th or April 3rd) are rejected, and the date format is confirmed once rather than guessed per row.
• Column mapping is explicit, never assumed — a column named "Mobile 2" is never auto-mapped to the guardian's number, for example.
• If two columns both look like the admission number, the import stops rather than guessing which one is correct.
• A preview shows exactly what will change — new records, updated records, and which fields — before anything is committed.
• Re-running the same file is safe: records are matched by admission number, so nothing is duplicated, and updates merge in new data rather than overwriting fields not in the file.
• If the number of affected records doesn't match what was approved — because someone else imported data meanwhile — the run stops and reports both numbers.

Where the money went

• Flags voided receipts, short cash deposits, and unauthorised fee concessions.
• Each staff member's void rate is compared against that school's own historical pattern — not a fixed threshold — and the person being reviewed is excluded from the average they're compared against.
• Distinguishes how quickly a receipt was voided: minutes later reads as a normal correction; hours later is flagged for review.
• Nothing is stored — findings are computed live each time the report is opened, with no permanent record written against a named person.
• Below 100 receipts, no comparison is shown, since the sample is too small to be meaningful.

What the paper did

• Goes beyond a simple per-question average: checks whether the students who scored highest overall also did best on each specific question.
• That comparison distinguishes three problems: a topic not taught well (everyone did equally badly), a badly worded question (uneven results), or a wrong answer key (top scorers did worst).
• Results are ordered by what needs attention, not by question number, and tagged by topic.
• Below 20 scripts, no analysis is shown — the sample is too small to be reliable, and the screen says so.
• Entering marks question-by-question is optional and additive; it never overwrites a subject's total mark unless a school opts in.

What needs you

• No dismiss button. An item only clears when the underlying issue is actually resolved, verified automatically.
• Staff can mark "I'm on this," which lowers its priority and expires automatically after four hours.
• Items are routed only to the people whose job they belong to. Anything with no clear owner goes to administration.
• Sorted by urgency — how soon someone needs to act — not by how serious the issue is.
• Uses the same underlying checks as the source modules, so nothing disagrees with itself. If a check can't run, that's shown explicitly rather than displayed as "all clear."

Timetable plan

• Checks whether each class's requested periods fit inside its available weekly periods — shown live as it's entered.
• Checks whether each teacher's total assigned load fits their actual teaching capacity, accounting for availability, daily limits, and no-back-to-back rules — calculated across all their classes at once, catching conflicts invisible from inside a single class's plan.
• Doesn't block saving an impossible plan — it clearly states what won't be placeable, so the plan can be adjusted before building.

Build timetable

• Automatically builds a timetable respecting real constraints: room and teacher conflicts, double periods, part-time staff availability, and maximum consecutive periods.
• When it can't fully solve the timetable, it states exactly which constraint failed and why.
• Fully deterministic — the same inputs always produce the same output, so a small change only moves what actually needs to move.
• Free periods land at the end of a class's day rather than the middle; subjects spread across the week rather than stacking; teacher workload balances across days.
• Building and publishing are separate — rebuild and preview repeatedly without affecting the live, published timetable.
• Every published version is saved and can be restored; restoring keeps the version it replaces too, and any class admitted since is flagged by name rather than silently left without a timetable.
• Manually edited timetables are checked against the same rules as generated ones. Publishing one with a real conflict is refused and names it — though it can still be published deliberately.

Health room

• Medication is only given with recorded consent naming that specific medicine, and is blocked outright — not just warned — if it conflicts with a recorded allergy.
• Consent given over the phone can be recorded on the spot, along with who took the call.
• After a head injury, the visit stays open until a parent has been confirmed notified — it doesn't auto-close once the child returns to class. The same applies to any medication given.
• A child can only be released to someone on their authorised pickup list, checked by the same system the school gate uses.
• A child visiting seven or more times in a term is flagged for a follow-up conversation.
• Records are retained for seven years.

Hostel kitchen

• A meal can't be recorded as served until a portion is retained and tasted by someone other than the cook.
• Retained samples are held for 48 hours.
• Consumption is measured per resident, with the headcount pulled automatically from the hostel's own bed allocation data — not typed in by the kitchen — preventing the ratio from being manipulated.
• Under-issuing food to residents is flagged with higher priority than over-issuing.
• Stock quantities are tracked as whole grams/millilitres, avoiding decimal drift that can mask shortages.
• An issue larger than what's in stock is refused rather than allowed to go negative.
• The menu is defined once as a repeating cycle rather than re-entered every week.

Housekeeping

• Tracks cleaning against specific time windows through the day, not just "cleaned today" — the dashboard shows exactly which windows were missed.
• Every entry is timestamped by the server, so it can't be backdated or altered by whoever is logging it.
• A batch of entries logged in a short window is flagged for the building manager to review, not blocked outright.
• Cleaners can report faults, like a broken lock, marked urgent. Reporting the same fault again doesn't reset its age, so it stays visible how long it's actually been outstanding.

Your address, our problem

Hosted, backed up, monitored and updated by us. Certificates, upgrades and capacity are not on anybody's list at your end.

1. A session on how you work

Your terms, your fee heads, your grading. The system matches the school; the school does not rearrange itself around the system.

2. We configure it

Structure, roles, rates and branding. Configuration rather than a rewrite, which is why this takes weeks and not quarters.

3. Your records brought in

Existing students, staff and balances imported and reconciled with you before anybody relies on them.

4. Live, with training

On your own address, with your staff trained on it, and us reachable when something is not obvious.