College Management System Software – The Definitive Guide

College Management System Software – The Definitive Guide

This is a complete guide to the College Management System.

In this all new guide you will learn about:

What is College Management System? Users of College Management System Core Modules of College Management System Key Benefits of College Management System How online configuration is better than offline? How to select right College Management System?

So, if you are looking to digitize the daily operations of campus you will love this guide.

Let’s Get Started

All colleges are currently pursuing the digital transformation trend which helped other industries like banking, manufacturing, commerce, and corporate organizations to streamline and improve their operational efficiency. The digital transformation benefits the colleges in multiple ways like saving time of faculty, storing and analyzing the academic and administrative data, engaging the students through encouraging digital culture, improving communication, etc. The digital transformation in colleges is achieved by implementing a college management system. 

What is the College Management System?

A college management system is a fully-fledged college ERP solution that allows higher-ed colleges and universities to manage student admission, online fees submission, assignment, online exams, online classes, and a lot more, from a single dashboard. It digitizes the daily chores of your campus as well as helps in managing the administrative, academic, and non-academic activities hassle-free.

On a daily basis educational institutes deal with a multitude of data and information, but managing all this data manually is a time-consuming task for school employee’s, therefore a perfect College management system is vital in all educational institutes.

College ERP systems reduce the manual workload of employees and improve their productivity by automating day-to-day academic and administrative functionalities. To enhance campus management experience it easily integrates with the latest and most used ed-tech platforms such as biometric devices, GPS devices, video conferencing platforms, payment gateway, and many other platforms. Additionally, it interconnects all the department which make it easy for staff members to exchange information while ensuring that data is stored safely at the central platform. It digitizes the communication among all stakeholders such as parents, teachers, students, and school staff members and allows them to interconnect from anywhere on any device.

History of College Management System

The college management software is an evolved form of management information system(MIS) which is a tool that can be used to collect and analyze the data from the college operations. This data is used by management to make the right decisions. 

Another form of MIS is a student information system(SIS). It contains all data regarding the students of the college. And the reports are concentrated around the academic performance of the students. Both faculty, as well as management, have access to student information systems to track the progress of the students.  The management information system will contain data from finance and administration above the usual student performance data from SIS.

But college management software contains the functionality of both the student information systems and management information systems. Therefore, it helps in managing the entire life cycle of a student, parent, and faculty within one platform. Also administers the financial, academic, and administrative activities of the college. 

Users of College ERP Solution

Different kinds of Institute can use this software for campus daily task management 🤔


This software is built for :

  • Colleges
  • Universities
  • Junior colleges

In addition to these three, the vocational institutes and other specialized institutes can also use this solution in their organization ecosystem.

The college management software takes care of the special needs of campuses and is easily used by the admin, teachers, students, parents, and management team.

If college management software is implemented properly it can improve multiple processes in your college and can help you achieve academic and business goals faster while reducing expenses. 

Core Modules of College Management System⭐️

1. Admission & Applicant Enquiry Management 🧑‍🎓

The marketing possibilities of a college management software are achieved through the enquiry module which acts as a simple CRM for collecting and managing admission enquiries. This functionality is further linked to applicant registration and admission modules where the entire admission life cycle of the students is captured in a single database.

admission management

2. Fees Management 💰

This functionality helps to simplify fee collection on the campus and provides meaningful reports and timely alerts to parents. Institutes can send alerts and notifications to parents regarding the upcoming or pending fee collections. With payment gateway integration, parents can pay fees directly from their mobile phones without visiting the campus.

3. Attendance Management 📊

One of the most used modules of college management software is the attendance management module which is used to record the subject-wise or daily attendance of a student. Given that, teachers can manage attendance via laptop or through the mobile app and send alerts automatically to parents. There are also RFID and biometric hardware integrations available to minimize the manual intervention required in attendance taking.

4. Communication Management 💬

The different modules available in college management software can help in improving the efficiency and effectiveness of parent-teacher and student-teacher communication. The mobile app available with the software is an excellent tool in making sure that all the communications are received and acknowledged by students and parents. Similarly, there are various other features available in this platform that help in customizing and automating the various communications on the campus.

messaging system

5. Online Learning Management 💻

With the Online learning feature in Fedena College ERP System, institutes can deliver quality education to students beyond classroom boundaries. For instance, students can download the shared courses, watch recorded lectures in offline mode, participate in discussions, set learning reminders, share doubts and discuss them with teachers and classmates.

online learning platform for campus

6. Online Classes & Remote Teaching 👩‍🏫

With Google Meet, Zoom & Big Blue Button application integration with Fedena, institutes can easily conduct online classes to deliver quality education to students in real-time. This empowers students to attend live online classes(conducted by their school teachers) and learn from the convenience of their homes.

7. Timetable Management 📅

The timetable management module provides the functionality for efficient organization of all academic and non-academic activities happening in the college and then provides predictable routines for students to follow. Students and teachers can access the timetable from their mobile app. The software also provides a master timetable for the principal and a teacher’s timetable for all teachers.

8. Human Resource Management 🧑🏼‍🏫

The lifecycle of a faculty from joining the college to leave management to salary management is automated using the human resource management module available in the software. This provides a single place for storing all employee-related information including payslips. Faculties can access payslip directly by logging in to their respective dashboards.

9. Examination Management

This module helps in setting up examination calendars and managing the notifications of the same. The examination details are further linked to create grade book reports of the students. Additionally, there is an option to conduct online examinations for students on the mobile app as well. Learn more about > Online Exam & Exam Management

online examination

10. Assignment Management

With assignment management module, teachers can easily create and distribute online or offline assignments with the students or classes they handle or teach. Teachers can track the assignment status and monitor their academic performance on the completion of assigned tasks. Additionally, they can add various media format resources to provide a better understanding of assignments.

assignment management

11. ID Card Generator

This module allows the automated design of ID cards for students and faculty with minimum configuration. Above all, institutes can generate ID cards individually or in bulk and then print it for students and faculty.

12. Gradebook Management ✅

Easily generate digitized grade book(report card) and instantly share it with parents and students. Multiple options are available to configure the grade book according to the requirement of the college.

13. Library Management 📚

The library management module takes care of all library-related activities for instance searching for books, issuing books, tracking of books, etc. Library management with barcode integration is one of the most required modules by colleges.

14. Inventory Management

This module takes care of the college’s purchase orders, goods’ invoices, in-house stock management,  equipment, and other assets tracking. It also generates detailed asset reports.

15. Placement Management 👨‍🎓

This module helps the colleges to plan and streamline the campus placement activities. You can plan the campus recruitment drive, track applicant status, and provide instant result announcements.

16. Customised Reports 📊

There will be hundreds of reports available from college management software to help with various decision-making. This includes the default reports in each module and also the fully customizable reports available from the custom report module.

Fedena College Management Software comes with 50+ features. It helps in mitigating the work efforts and aid towards increasing your productivity for managed growth. Visit our feature page to explore all features. Want to discuss more Fedena college management system, click the button below.

Major benefits of Fedena Campus Management System Software 🤩 :

1. Saves precious time

The major benefit of college management software is time, professors and other faculty can save by the proper implementation of the software on the campus. With the different modules available for daily usage like attendance management, fee management, automated notifications to parents and students, etc. faculty can save precious time and focus on delivering quality education to students.

2. Customizable & Affordable

The features and functionality of various campuses vary from each other therefore we offer tailor-made solutions. We offer customization according to the institute’s needs. Therefore, Fedena college management software is an affordable solution and comes with no limits on the number of students, teacher, and parent logins.

3. Comprehensive Training & Support

We provide full-fledged training sessions and support after implementation for the users. On our support page, users can explore feature-based tutorial videos which help in letting users learn the functionality of this system in their own time and pace.  

4. Data Security

Data security is one of the key benefits of college management software. As it ensures that students’ & staff members’ personal data remain protected from unauthorized or malicious access. We also offer a data backup facility. 

5. Multi-Campus Management

There are various institutions that include multiple branches under them. To manage a group of institutions from a single platform we offer multi-institute ERP software. With this application, the admin gets a bird-eye view on all branch operations from a single dashboard. To know more about it, visit our Multi-School Management System.

6. Fedena Mobile App

Fedena Mobile App for android and iOS users is a perfect application to manage everyday institute operations directly from your mobile device. With School management app all major features of Fedena are accessible on the go for instance fee payment, marking attendance, real-time communication, assignment submission, tracking timetable, upcoming classes, and more. Here is a glimpse of Fedena Mobile App:

Fedena Mobile App

How College Management System Online Configuration is better than Offline? ⚙️

The college management software can be configured either online or on-premise (offline). Setting up and configuring the software offline is a more traditional approach. With the availability of fast and stable internet everywhere, more and more colleges are choosing online software. Both approaches carry their own advantages and disadvantages. 

The traditional approach of configuring the software on-premise gives more control to the college and can be claimed to be more secure but will be very costly to set up and manage. This is because of the upfront investment required in purchasing the hardware to host the software and the maintenance cost required to hire full-time server management expertise. 

However, the online software configuration is less costly and also carries multiple other benefits like increased collaboration, improved security, automatic software updates, etc.

How to choose the right college management software for your 🔍

Once you understand the benefits of college management software, you will be interested to purchase a new college management software or upgrade from the existing software that may not be serving you properly.

Therefore, it is very important that you choose the right college management software that suits the unique system and process of your college. 

  1. Firstly, make a list of software to study which software used in other colleges. Next, accumulate the benefits and challenges faced by these colleges. This will be a good starting point to understand the software market in your geography.
  2. Secondly, understand the total cost of ownership of the software by comparing it with the next 5-year operational plan. How many students will be there in the next 5 years? Will the college maintain the same student intake or are you planning to grow and expand? This is important as the software price may be dependent on student numbers. Check with your vendor for more details on five-year pricing.
  3. Thirdly and most important, review the features of the software and check whether it fits your unique requirements. Create a small panel of faculty who will select and manage the college management software.
  4. In addition to the above step, you can also decide to host the software on-premise or online(SaaS). With present trends, you will most probably choose SaaS.

Here is an article on implementing software starting from the step of choosing the software. The tips are applicable to colleges also. And our experts are available to help you in choosing the right college management software. Contact us now.

Here are few handy articles which help in understanding how to effortlessly manage college daily academic & administrative task using Fedena:

College Online Admission Management System College Online Attendance Management System Guide Assignment Management through Fedena Mobile App How to Automate Academic Calendar of Your Institution?

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