ERP·SCHK-12 operations

School ERP

Built around the class teacher and the parent.

The K-12 edition of the Education ERP: board-format report cards, scholastic and co-scholastic assessment, RTE quota and concession handling, transfer and bonafide certificates, transport safety, and a guardian app that answers the questions the front office currently answers by phone.

Request a working demoJump to the module ledger
SpecificationERP·SCH
Edition of
Education ERP
Added modules
6 beyond the core spine
Boards
CBSE · ICSE/CISCE · State boards · IB/IGCSE
Statutory
UDISE+ · RTE Section 12(1)(c) records
Academic unit
Class, section, and subject
Guardian app
Included — fees, attendance, results, transport

Built for

  • CBSE and ICSE schools
  • State-board schools
  • IB and IGCSE schools
  • Pre-primary chains
  • Multi-branch school groups and trusts

§ 01

What a school actually spends its administration on

A school's operational load is not evenly spread. It concentrates into four pinch points: the admission window, the fee due date, the report-card cycle, and the annual return. Everything else is manageable; those four are when the office stops functioning and the phone stops being answered.

Each of them has the same root cause. The report card needs marks from twenty teachers in the board's exact format, and it is assembled in a spreadsheet that one person maintains. The fee due date generates four hundred calls that are all the same question. UDISE+ needs enrolment, category, and facility data pulled from four places and reconciled. The admission window needs documents verified against a quota rule that must survive being questioned.

None of that is solved by a system that only stores data. It is solved by a system that computes the report card in the board's format from marks entered once, answers the fee question in the parent's own app, and assembles the return from records the school was already keeping accurately for its own reasons.

§ 02

What this edition adds

On top of the twelve-module core spine — registry, admissions, fees, attendance, timetable, examinations, communication, transport, hostel, library, inventory, and accounts.

01

Board-format assessment & report cards

The report card is the deliverable a school is judged on, and every board wants it differently. Marks are entered once and the format is a rendering decision.

  • CBSE scholastic and co-scholastic structure with grade descriptors
  • ICSE/CISCE subject grouping and percentage conventions
  • State-board formats configured per state
  • Term, unit-test, and periodic assessment weighting per class
  • Co-scholastic: work education, art, health, discipline, and attitude
  • Teacher remarks with a house-style checker before publication
  • Progress card printed, PDF, and released to the guardian app together
02

UDISE+ & statutory returns

The annual return assembled from the records the school already keeps, rather than reconstructed in October from four sources.

  • Enrolment by class, gender, category, and CWSN status
  • Teacher profile, qualification, and deployment data
  • Facility, infrastructure, and safety records
  • Dropout, transfer, and repetition tracking through the year
  • Variance report against last year's filing before submission
  • Board affiliation return data assembled from the same records
03

RTE, quota & concessions

Free and reserved seats carry a documentation burden that is audited. The rules are configured once and the trail is produced automatically.

  • Section 12(1)(c) 25 percent seat tracking with category records
  • State reimbursement claim data assembled per student
  • Sibling, staff-ward, single-parent, and merit concessions as rules
  • Scholarship linkage and disbursement records
  • Concession approval workflow with a threshold above which management signs
  • Audit pack — who was admitted under which rule, and on what evidence
04

Certificates & records office

Transfer, bonafide, character, and migration certificates issued from the registry, serially numbered, and verifiable afterwards.

  • Transfer certificate in the prescribed board or state format
  • Bonafide, character, conduct, and study certificates
  • No-dues checked automatically across fees, library, and transport
  • Serial numbering with an issue register that cannot be edited
  • Duplicate issuance flagged and reason-coded
  • QR verification so a receiving school can check authenticity
05

Guardian app & front-office deflection

Most calls a school office takes are one of six questions. Answering them in the app is the single largest administrative saving available.

  • Fees due, paid, receipts, and instalment schedule
  • Attendance with same-day absence alert
  • Marks, report card, and teacher remarks on release
  • Bus location, boarding and alighting scans, and delay alerts
  • Leave application, circular acknowledgement, and consent capture
  • Homework, diary, and class timetable
  • Multi-ward view for parents with more than one child in the school
06

Student welfare & safeguarding

The records a school is expected to be able to produce when something goes wrong — kept properly, restricted tightly.

  • Health record, allergies, and emergency contacts, restricted by role
  • Counsellor case notes visible only to the counsellor and head
  • Incident and discipline register with escalation trail
  • Visitor and gate-pass register tied to the student record
  • Anti-bullying and grievance intake with case tracking
  • Medical-room log and guardian notification

§ 03

A school year, end to end

The pinch points named above, and what the system does at each of them.

  1. 01

    Admission window

    Applications online, documents verified in a queue, RTE and quota seats tracked against the matrix, offers issued with the acceptance fee collected in the same flow.

  2. 02

    Session start

    Sections allotted, class teachers assigned, transport routes and stops mapped, fee structure and instalment plan published to guardians.

  3. 03

    Daily running

    Attendance marked by the class teacher or device, absence alerts to guardians the same morning, homework and circulars going out with acknowledgement recorded.

  4. 04

    Fee cycle

    Instalments fall due, reminders go on the guardian's chosen channel, payment lands in the app, and the bank statement reconciles overnight.

  5. 05

    Assessment cycle

    Unit tests and terms entered by subject teachers under a lock date, co-scholastic filled by the class teacher, remarks reviewed by the head.

  6. 06

    Report card

    Rendered in the board's exact format from marks entered once — printed, filed as PDF, and released to the guardian app in one action.

  7. 07

    Promotion & return

    Promotion recorded, transfer certificates issued to leavers with no-dues checked, and the UDISE+ return assembled from the year's own records.

§ 04

Who sees what

Scoped tightly, because a school holds children's data. A subject teacher does not see fees; the accounts office does not see counsellor notes.

Who sees what
RoleCan seeCan do
Class teacherOwn section: attendance, all subject marks, co-scholastic, guardian contacts, remarksMark attendance, enter co-scholastic, write remarks, apply for leave and substitution
Subject teacherOwn subject across assigned sections; marks and attendance for those periods onlyEnter marks before the lock date, set homework, record period attendance
Front officeEnquiries, admissions, certificates issued, circulars, visitor registerRegister enquiries, verify documents, issue certificates within their authority
AccountsFee ledgers, concessions, receipts, reconciliation, defaulter listsConfigure heads, post receipts, approve concessions within threshold, close books
CounsellorCase notes for their own cases, and health flags — not marks or feesRecord case notes, escalate to the head, close cases
PrincipalThe whole school, plus every dashboard and the audit logApprove results and concessions above threshold, sign statutory returns
Trust / group officeConsolidated view across branches with drill-down into any recordSet group policy, compare branches, approve group-level spend
GuardianTheir own ward only — never another child's data, in any viewPay fees, apply for leave, acknowledge circulars, give consent, update contacts for approval

§ 05

What it connects to

Beyond the core spine's payment, device, and communication integrations.

Statutory & board

  • UDISE+ return data assembly
  • CBSE, CISCE, and state-board report-card formats
  • Board registration and examination data preparation
  • State RTE reimbursement claim formats
  • DigiLocker issuance of transfer certificates and marksheets

Safety & campus

  • GPS on buses with geofenced stop alerts
  • Boarding and alighting RFID scans
  • Gate access and visitor management
  • CCTV incident reference against the discipline register

Guardian channels

  • WhatsApp Business API for fees, attendance, and circulars
  • SMS fallback where WhatsApp is not available
  • Guardian mobile app for Android and iOS
  • Multi-ward and multi-branch account linking

Learning

  • Learning Management System for homework and content
  • Google Workspace for Education SSO
  • Digital classroom and content-partner links

§ 06

Ground it stands on

A school ERP holds almost nothing but children's data, which is the most heavily protected category under the Digital Personal Data Protection Act, 2023. Verifiable guardian consent is required, behavioural tracking and targeted advertising to children are prohibited outright, and purpose limitation means data collected for admission cannot quietly become data used for marketing.

The Right of Children to Free and Compulsory Education Act adds a documentation obligation that is genuinely audited: which children were admitted under Section 12(1)(c), on what evidence, and what reimbursement was claimed. UDISE+ then requires the same underlying facts in the Ministry's format each year. Both are assembled here from the records the school keeps for its own operations, because a return built from a parallel spreadsheet is a return nobody can defend.

Implemented against

  • DPDP Act 2023 — verifiable guardian consent, purpose limitation, erasure
  • No behavioural tracking or advertising on any student or guardian surface
  • RTE Section 12(1)(c) admission records and reimbursement claim trail
  • UDISE+ return assembled from live enrolment, staff, and facility records
  • Board-prescribed report card, transfer certificate, and registration formats
  • Health, counselling, and safeguarding records restricted by role, not by convention
  • Immutable serial numbering on certificates, with a non-editable issue register
  • GST-compliant receipts where the institution is liable
  • Retention schedules per record class, with deletion executed on schedule

§ 07

What it replaces

Measured against the four pinch points, because that is where a school's administrative cost actually sits.

What it replaces
AspectSpreadsheets and the front-office phoneThis edition
Report cardsTwenty teachers' marks assembled into one spreadsheet by one personEntered once; rendered in the board's format on release
Fee due dateFour hundred calls asking the same questionAnswered in the guardian app; reminders sent automatically
UDISE+Two weeks reconstructing enrolment and staff dataAssembled from the year's own records, with a variance check
Transfer certificateTyped, signed, and hoped to match the exam recordGenerated from the registry with no-dues already checked
RTE auditA folder someone has to findThe rule, the evidence, and the claim, in one trail
AbsenceNoticed by the guardian at report-card timeAlerted the same morning
Bus safety"The bus is on the way"Live location, boarding scan, and delay alert

§ 08

Rollout

Aligned to the school year. The right time to start is between the report-card cycle and the admission window; the wrong time is either of them.

  1. 01Week 1–3

    Registry & fee migration

    • Student, guardian, and staff records migrated and de-duplicated
    • Opening fee balances reconciled against the existing ledger, line by line
    • Class, section, and subject structure configured
    • Data-quality report issued before go-live
  2. 02Week 4–6

    Fees, attendance & guardian app

    • Fee heads, concessions, RTE seats, and instalment plans configured
    • Payment gateway and bank reconciliation connected
    • Attendance devices integrated; same-day absence alerts switched on
    • Guardian app released with fees, attendance, and circulars
  3. 03Week 7–10

    Assessment & report cards

    • Board format configured and rendered against last year's marks as a test
    • Scholastic and co-scholastic structures set per class
    • Marks entry, lock dates, and remark review rehearsed with teachers
    • First live report card produced in parallel with the old process
  4. 04Week 10+

    Transport, records & return

    • Transport, library, and inventory switched on
    • Certificate issuance and no-dues flow moved onto the system
    • UDISE+ data assembled and checked against the previous filing
    • Runbook, teacher training, and session-rollover handed to your team

Talk to an engineer

Bring last year's marks. We'll render your report card.

The fastest way to judge a school ERP is to see it produce your own board's format from your own data. Reply within one business day.

  • Your data stays yours — NDA on request before anything is shared
  • A working demonstration, not a slide deck
  • Written scope and an honest timeline before any commitment

We reply within one business day.

We use these details only to respond to your enquiry. See our privacy policy.

§ FAQ

Questions we are actually asked

Will it produce our board's report card exactly?

That is the acceptance test we ask to be held to. Before go-live we render last year's marks in the configured format and you compare it against the card you actually issued. CBSE scholastic and co-scholastic, CISCE conventions, and state-board formats are all configurable, including per-class weighting and grade descriptors. If your school uses a house format on top of the board's, that is configured too.

We are a group with several branches. Does each branch keep its own setup?

Yes. Fee structures, calendars, report-card formats, and even boards can differ per branch while the group office sees one consolidated view with drill-down to any record. Roles are scoped, so a principal sees their own school and the trust office sees all of them.

How does the guardian app handle parents with two children in the school?

One account, both wards, switched with a tap — including across branches in a group. Fees show as a combined due with per-child breakdown, and consent or acknowledgement is recorded per child so nothing is ambiguous later.

Is a small school going to be able to run this?

The honest answer is that the constraint is not size, it is whether someone owns the data. A 400-student school with one committed office administrator runs it comfortably; a 4,000-student school where nobody owns the registry struggles. We size the rollout accordingly and say so during scoping rather than after.

What about RTE and state reimbursement claims?

Section 12(1)(c) seats are tracked against the matrix with the category and evidence recorded at admission, and the reimbursement claim data is assembled per student in the state's format. The point is the audit trail: which child, under which rule, on what evidence, claimed for how much — producible without anyone hunting for a folder.

Can teachers use it on a phone?

Attendance, homework, remarks, and marks entry are all built mobile-first, because a class teacher marking attendance is standing in a classroom, not sitting at a desktop. Bulk operations and report-card review are better on a larger screen and are designed for one.

Does it connect to a learning platform?

It shares its registry with our Learning Management System, so homework, content, and assessment run on the same student record with no roster sync to maintain. If you already use something else, the roster can be published over OneRoster instead.

Primary sources

Elsewhere in the suite