Overview
Executive summary
The group ran twelve K-12 campuses with different tools — admission registers in Excel, fees in desktop accounting software, attendance on paper, and parents calling the office for every update. Trust leadership lacked a single view of collections, enrolment, and compliance across schools.
We delivered a modern School ERP: enquiry-to-alumni lifecycle, campus-scoped operations with HQ dashboards, integrated fee collection, biometric attendance, transport tracking, and parent/teacher apps — rolled out campus by campus without disrupting term exams.
Challenge
Business problems and how we solved them
1Siloed data at every campus
Each school maintained its own registers — trust board reports took weeks to compile.
Technique · Multi-campus tenant + HQ rollup dashboards.
Solution · Single PostgreSQL tenant with campus_id scoping; trust KPIs for enrolment, fee collection, and attendance in one click.
2Slow and opaque fee collection
Invoices, concessions, and reconciliations lived in spreadsheets — delays and parent disputes.
Technique · Fee engine + payment gateway + auto-receipt.
Solution · Configurable fee heads and instalments; Razorpay links in parent app; accountant reconciliation view with bank match rules.
3Parents dependent on phone calls
Office staff spent hours answering attendance and homework queries.
Technique · Parent mobile app + push notifications.
Solution · Guardians see live attendance, fee dues, homework, and bus alerts; 98% adoption within one term; office call volume dropped sharply.
4Admission season chaos
Enquiry tracking in WhatsApp groups; merit lists retyped into multiple sheets.
Technique · Admissions CRM + document workflow.
Solution · Online enquiry forms, stage pipeline, document upload with verification checklist, and seat allocation letters generated from ERP.
System design
Architecture diagrams
Student lifecycle, ERP module hub, multi-campus hierarchy, and platform services powering admin and parent experiences.
Enquiry through admission, enrollment, academics, and alumni on one platform.
Admissions, fees, attendance, academics, and parent app around the core.
Trust HQ and twelve campuses with unified fee ledger.
Web and mobile clients, API, database, sessions, payments, and reporting.
Engineering
Platform build and rollout
Multi-campus tenancy
Trust-level policies with campus-scoped data — students, staff, and fees isolated by campus_id with HQ rollup views.
- students
- staff
- fees
- attendance
- transport
Role-based access
Fine-grained RBAC for trust admins, principals, teachers, accountants, and parents — audit log on fee and mark changes.
Roles
12
Audit retention
7 yr
SSO
Google WS
PII encrypt
At rest
Integrations
Payment gateways, biometric devices, SMS/WhatsApp for notices, and Tally export for trust finance teams.
- razorpay
- biometric
- tally_export
Rollout
Campus-by-campus cutover during term breaks; parallel run for fees in month one; training videos in English and Hindi.
- 3 campuses
- 6 campuses
- 12 campuses
