Protect Data During Security Breach

How Schools Can Protect Their Data During Security Breach?

Natural disasters and other security emergencies can happen at any time without any warning and hence it is essential for the schools to be prepared for all kinds of crisis situations. Most schools practice fire safety drills and evacuation drills to keep the students safe, but it is equally essential to have practices in place that can keep the school data safe.

Schools have a lot of essential data that they always need to protect. This includes present and past student data – addresses, financial information, academic records, medical records. It also includes data related to teaching and admin staff as well as lots of administration related information.

  • Create a list of essential data

The first step that is essential for data protection is to create a checklist of all the important data that is crucial. This can include school student data, legal and tax documents, student certifications, senior staff laptops, and other important data. Once everything is listed, it is essential to start creating online copies of that information and storing it in digital files.

  • Ensuring all data is backed up on a cloud

Today, as the schools are getting increasingly digital, school management systems with their cloud storage systems offer schools an opportunity to save all their data online in the clouds. This data can then be accessed at any time and from any part of the world. Thus, saving digital copies of all the school data in a cloud format is one of the most impactful ways to protect school data during natural disasters.

Another benefit of cloud storage of data is that the information can then be delivered to you on-demand, at the click of a button. The onus of responsibility for the security of the data and restoring the critical data rest with the storage provider

  • Use additional drives for confidential data

If the school is not comfortable in uploading confidential and critical data legal or financial data in a cloud system, then they can consider an external drive for storage. Today, the markets are flooded with pen drives, External Hard Drives, of various sizes and large capacity are very easily available in the market that is portable and comes with waterproof cases. The confidential data can be saved and accessed by authorized people

  • Encrypt the confidential data

To effectively disaster-proof data, it is important to encrypt the essential data to prevent unauthorized users from gaining access to the data. Encryption prevents security breaches and eliminates the chances of a leak of information during the recovery of data

  • Offsite backups

Many organisations also keep a backup of all their data at a separate geographical location so that in case of any disaster, the data storage system stays safe and secure. Schools who opt for this method can investigate storing data a secure location.

Read more: Why technology is important for students?

  • Follow the 3-2-1 rule

This rule essentially states that if an organisation wants to protect their data, it needs to follow the 3-2-1 rule. This mean making three copies of the essential data, storing them on two different type of media and storing one of them offline is a secure location

  • Periodically test for recovery

One of the key things to keep in mind after the disaster strikes is the data retrieval process so that the functioning of the school can return to normal as soon as possible. It is important that if case. All the backups that a school takes would be purposeless unless if the school cannot recover to test.  Hence it is important to regular backup recovery tests to that you can be assured that the data will be recovered easily and without any hassles

school management system

How Does School Management System Helps in Managing Financial Operations?

 Use your school management system for all your financial needs

What is the School Management System?

School Management Software is a program or application that helps schools manage their processes – like admissions, registration, class scheduling, financial management etc. – electronically. Think of every process driven task in your school and it is likely that there is a school management system feature that will take over this task for you.

Largely, the school management software automates and digitizes multiple school processes in order to reduce the burden on the school while also increasing efficiency and cost effectiveness. Efficiency is increased because the school management software takes over multiple tasks that would other be performed by personnel, that are prone to human error and take time to complete these tasks that school managements finish much more efficiently and quickly. Cost effective because they reduce the labour hours and man hours for every school across the board. School management software is thus a necessary technology in this modern day and age to ensure the efficient and effective running of a school.

Why does your school need a School Management Software?

We live in a technology rich, increasingly digitized, super connected and globalised world. It is vital that your school’s culture reflects this modern outlook across its functions. Every stakeholder can benefit from using school management software, including administrators, parents, teachers, students, and management. School management software ensures the school runs more efficiently on a day to day basis. It is necessary to have an efficiently running school in order to ensure a conducive learning environment for students and a suitable teaching environment for teachers. The right school management software will help make running a school a breeze, thanks to its multiple applications across functions and stakeholders.

Who can use School Management Software at your school?

As discussed above, school management software can be used by everyone. In fact, school management software touches every stakeholder in the educational ecosystem in one way or the other. School management systems positively impact parents, teachers, students, administration or non-education staff and management. It does so by reducing the burden of repetitive tasks and processes by taking over them or by making communication or work easier through the use of intuitive features. A robust and intuitive school management software like Fedena is especially useful for large schools or schools on a budget. If you are hesitant about taking the plunge, trying to see how a school management system addresses specific issues your school may have (do a needs analysis to figure this out) will give you a snapshot of how a school management system can make a real difference on the ground at your school.

Does a School Management System help with budgeting and finances?

School management software has multiple applications throughout the education cycle. School management software is capable of taking over juggernaut functions like admissions but also does not miss out on small details like keep track of student whereabouts to and fro from school and home. School management software is especially adept at managings process-driven functions like finance and budgeting. Robust school management software like Fedena is capable of eliminating increased workload on a school’s finance team or administrators by almost automating the entire process of fee posting, collection, receipt generation and reporting.

Below, we explore in far greater detail, what the right school management software can do for your school under each of these categories:

Simple Fee Segregation

In a large or busy school, financial errors can really impact the bottom line. This goes for all stakeholders – management that is collecting the fees as well as the parents who are paying it. Each student might come with their own loans, waivers, scholarships, penalties, and dues – a school management system keeps track of these variations in fees on a student by student basis, making it easy to see how much a student owes the school at a glance.

Anytime and Anywhere Fee Collection

One of the primary functions of the fee collection feature in the finance section of your school management system is that fee collection is no longer a painful chore for administration. With a robust school management system like Fedena, fee collection becomes easy — parents are aware of their dues in real time and can pay on the go from anywhere on the device of their choice. Fee collection is no longer about repeated paper notices, phone calls, or man-hours wasted chasing down a fee payment. Instead, all these processes are automated by your school management system.

Recap:  Top Five Reasons Why Teachers Love School Management System

Easy Fee Receipt Generation

Paperwork can become so overwhelming for any organisation – but this issue is magnified in a school that seems to still run entirely on paper. A school management system eliminates the need for the student by student generation of receipts by hand for the administrative or finance team. Instead, the features of the school management system allow for automatic fee receipt generation once the payment is made, which is then directly sent to the parent for their financial records. Efficiency is the name of the game for school management systems.

Comprehensive Financial Report Generation

It is necessary to keep a record of all financial transactions taking place in a school, just for the sake of safety and financial regularity. A school management system makes this easier and even takes it one step better. Thanks to a school management system, financial reports with all sorts of cuts added in are now easier – generate financial reports for various metrics, class wise or batch-wise or even student wise. These reports are especially useful for management and administration since they indicate the financial health of the school and financial behaviour of its stakeholders, resulting in more education and data-driven financial policies or efforts in the future. Staying prepared is key to ensuring the financial viability of your school, and these reports aid in that effort by providing schools with the knowledge they need to make the best decisions for their schools.

School Management System

Top Five Reasons Why Teachers Love School Management System

How does a school management system effect the teacher in the classroom?

Being a teacher is considered to be one of the noblest professions that are respected around the world. Many teachers describe the profession as one of the most fulfilling jobs, while many others describe it as more than simply a job, it is a vocation that calls for the utmost dedication and patience possible.

However, handling a class of multiple students with different intelligence levels, communicating with the parents as well as handing had-to-day administration tasks can lead to a lot of stress and fatigue for the teachers.

However, it has been found in schools that employ a school management system, the teachers are more relaxed, are able to concentrate wholly on the students and do the best possible job of teaching and imparting knowledge to the students

How does a school management system benefit the teachers?

It takes the burden away from daily administration tasks

If one were to speak to teachers around the world, the most commonly detested task would be taking the attendance of students – day after day and sometimes even multiple times a day. Similarly, teachers have to struggle with the challenges of other mundane tasks such as creating timetables, making report cards, grading assignments etc.

However, with the use of a school management software, routine tasks become easier than ever before. Using the software, teachers are able to free up their time from administrative activities. It makes classroom management less burdensome and time-consuming, thus enabling the teachers to do and to focus on what they love most: teaching.

It improves parent engagement and drives student growth

It has been over time and again that the involvement of parents in the school activities enhances the personal and academic growth of the students. By knowing the student’s grades, understanding his strengths and accepting his struggles, the parents can create an easy starting point to open dialogue for discussing student progress and working together with the teacher to achieve the same., offering advice, working on projects together, or giving congratulations.

With the help of a school software, teachers in the classroom can inform the parents, engage with time through real-time student performance updates and other convenient communication tools — such as the online software portal accessible by parents and the mobile app that can be downloaded by the parents. This empowers the parents by giving them access to 360-degree views of their student’s performance. This access is no longer limited to the bi-annual parent-teacher meeting, but in fact, it is in real time.

Teachers can also easily send and receive messages from the parents about the behaviour of the students or any other matters of concern.

The use of a school software has proven to be one of the most effective and efficient ways for teachers and parents to communicate with each other, with up-to-date data and progress at the click of a button.

It helps to become better teachers

Learning is a limitless experience and in the classroom, the teachers have the key responsibility for creating a quest for learning in minds of the students. But very often, the teachers are helping back due to a lack of time as well as resources and very often we find teaching sticking to the guideline of the course.

However, the use of an online school management system completely changes the concept of teaching and learning in the classroom. For instance, with the help of the school management system the teachers can look up online resources, games, videos, blogs that will make the subject more relatable for the students and inspire them to learn more in their spare time.

Outside the confines of the classroom, the teachers can use the online school management system to send across assignment and homework that is interesting to the students while staying relevant to the topic that the students learn in the classroom.

This is a great way to encourage the students and challenge them at the same time.

It helps students to become better learners.

Beyond these three reasons, teachers love an online school management system because it is the one tool that helps the students perform to their fullest potential.  This is achieved in the simplest and most effective manner. A school management system lets the students focus solely on their primary responsibility in life – studying. They do not have to run around to teachers, to the administration staff for things like report cards, records, paperwork or any other thing that may bother them or be a hindrance in their student. All that they need to do is to work on their studies whilst the school software manages all their records and their data so that have a seamless learning experience.

Recap: Why do Institutions Need Student Information System?

A classroom that is based on communication

It is unrealistic to assume that every student in the classroom has interaction levels with each other. Every class has a mix of students who actively participate as well as other for hold back for some reason or the other.

Having a school software has proven to create an online system that is characterised by open communication. Very often a student who is too shy to communicate in class or to ask a question can do so in an online forum. A school management system that has a discussion panel allows the students to communicate with each other, get their queries resolved and collaborate together on various projects to come up with something that is unique

Over the past decade, technology in the classroom has advanced by leaps and bounds. The schools and teachers who have changed their conservative way of functioning and embraced the new technology have succeeded in creating schools where not only are students able to learn better, but even the teachers are able to function more effectively as teachers and guides to the students.

Thus, it can be rightly said that an online school management system is the secret to happier and more content teachers in the classroom


School ID Card design

School ID Card design: Design professional ID Cards using Fedena School ERP Software

ID card is the vital element of each institution it helps in enhancing the institution security, allow students to build personal connections and streamline the administrative daily operations. ID card is a way through which it becomes easier to determine that whether the students or other staff members are the part of an institute or not, and for what all institute’s amenities they are authorized.

But sometimes an ID card program becomes a painstaking task for the administrators, from selecting a suitable template to editing a data on each ID card is not only an exhaustive but also become a time taking process.

To manage the ID card program, there is various software available in the market which provides plenty of features but sometimes it happens that those features won’t fit best in your institution. Therefore, Fedena is here with a new module named as ID Card Generator. You can create an ID card template or customise template according to your institute requirements. To avoid the data entry error while manually creating an ID card, you can add the dynamic text to your templates using field codes and once the ID card is generated, click on the preloaded student data to finish the card. Also add the images, user photos, barcodes and other custom content to design ID cards that reflect the identity of your institution.

In Fedena besides from student and other employees ID card, an institute can create visitor pass, card for the temporary worker and much more. ID card program is the best way to increase and retain the campus security.

Steps to create school ID Card design:

Step 1 – Create ID card template

1. At the top of your dashboard, click the module access icon > Academics>ID Cards > ID Card Templates, to create a new template click on New Template

2. Give some meaningful name for the ID Card template and select the ID Card type to whom you want to generate the ID Card.

3. Also, concentrate on the following fields

  • Select the Resolution of the ID Card
  • Upload the background image for front and back side of the ID Card
  • Mention the appropriate layout spacing
  • Select on which data the Barcode should be generated and also the orientation of the Barcode
  • Choose the user Photo style and also mention the dimension of the photo

Note: You can also add the custom fields if you want to mention in the ID card by clicking on Add Custom Fields

4. ID Card Content

Using the editor given below you can design the template as per your requirement. Use the field codes given in the box to design the templates. HTML mode in the editor can also be used for the template design.

You can copy the field codes from the box and use it in the editor as per your requirement. To manage the front and back side design of the ID Card separate editors are available.

Once designing part is complete click on Create Template to save the template you designed. If you have any changes to be made in the template click on the Edit option available in front of the ID Card Template Name.

Note: You cannot Edit or Delete the template if you generate any ID Card under that template. So, please make sure that there are no changes in the template before you generate the ID Cards.

Step 2 – Generate ID Card

To generate ID Cards we have two options in Fedena. They are,

  1. Generate Individual ID Card
  2. Bulk Generate ID Cards

Generate Individual ID Card

This option is used when you generate the ID Cards for some particular students.

  • Select the required ID Card Template
  • Choose the appropriate fields to whom you want to generate the ID Cards
  • Generate the ID Cards for the selected persons

Example: If new Student is admitted to already existing batch in the middle of the Academic Year we can generate his ID Card using Generate Individual ID Card option.

Bulk Generate ID Cards

This option is used when you generate the ID Cards for a Batch of Students/Employees.

  • Select the required ID Card Template
  • Choose the appropriate fields for the required Batch
  • Generate the ID Card for the Batch

Step 3- Generated ID Cards  

Under this option, you can view the previously generated ID Cards and also Required ID Cards can be Regenerated from this option.

Why Fedena School ERP software to design ID Card?

school management software

All new features in school management software: Fedena 3.6.4

We are here with our new & super exciting release. The latest version Fedena 3.6.4 is now live and this time we have named our release Charon, after the Moon of Pluto. With this release, we are introducing an all-new customised ID Card & certificate generator module, using which an institute can create ID cards according to their institute requirements and generate various certificates such as bonafide certificate, employee experience certificate, student character certificate. Besides this can perform skill-based evaluation also add attendance in the report card. In addition to all these, manage multiple fees account & custom receipts in Finance.

This time we are dedicating this release to Dhondo Keshav Karve who was an Indian social reformer and educator noted for supporting the education of women.

Karve was born on April 18, 1858, at Sheravali in the Khed taluka of Maharashtra’s Ratnagiri district in a Chitpavan Brahmin family. He established first women’s university in Mumbai(Bombay). In honour of Karve, Queen’s Road in Mumbai (Bombay) was renamed to Maharshi Karve Road.

Karve became increasingly concerned with illiteracy among women, and on his retirement from Fergusson College, he started Shreemati Nathibai Damodar Thackersey Women’s University in 1916. He later widened his social reform efforts to include the establishment of societies for village primary education and the abolition of caste. Karve’s autobiography was entitled Atmavritta (1915). On his 100th birthday, he was awarded India’s highest honour, the Bharat Ratna (“Gem of India”).

What is new in Charon?

New Features:

Certificate Generator

Design certificate templates with the new Certificate Generator in Fedena. Create templates for students or employees with the Rich Text Editor. Use field codes to add the system data as well as custom data in the certificate. Upload backgrounds, add user photos and barcodes to customize the certificate as per requirement.

Certificates can be generated in bulk or individually for selected users.  

Certificate Generator

ID Card Generator

With the new ID Card Generator, institutions can create templates for student and employee ID cards as required. Design one side or both, add background images, barcode, include custom and system data using field codes and much more with the new ID card generator.

ID cards can be generated in bulk or individually for each user in 2 sizes – A4 Canvas or in ID card size.  Explore the steps of how to design the professional ID Card in Fedena.

ID card

Fee Accounts

If your institution groups finance transactions under various account heads, this new feature is for you. Fee categories, finance categories, and custom income categories can be grouped under a fees account. All transactions made for fee collections or income heads will be recorded against the particular fee account. Filter fee receipts and transaction reports by accounts to separate different types of transactions for easy accounting.

Fees account


* All existing transactions and any transaction without a fee account fall under a system generated – Default Account.

* If you have already recorded transactions in this academic year, it is advisable to not use this feature mid-year as only new transactions will get the fee accounts.

* Any changes made to the account of a category does not affect already created collections. Once accounts are enabled and used, it cannot be disabled later.

* Contact your support team on how this feature can be best used for you.

Fee Receipt Templates and Receipt Sets

Customize fee receipts headers and footers as required using the fee receipt templates. Receipt sets allow you to define receipt sequences that can be used for transactions under the fee category.

Design the receipt template header using the Rich Text Editor, add the header name, additional details like address, contact details, logo etc. Add footer content like payment, refund instructions in the footer area.

receipt template


* To ensure data integrity, receipt templates and sets once assigned to a fee in a year should not be changed after transactions have been recorded against it.

Subjects Center:

  • Course Subjects

The new subjects centre replaces the batch-wise manage subjects page. All subjects will now be created from the Course Subjects page. Using the Link Subjects option Course Subjects can be assigned to batches under a course. This flow improves the subject creation speed.

  • Subject Group

One or more subjects can now be grouped under a common label and shown together in the grade book reports. Under a subject group, subjects or elective groups can be added. Other properties with respect to subjects remain the same.

  • Skill Sets

If a subject is evaluated on standards rather than a single mark/grade for a subject, the new skill sets can be of help. Skill sets can contain skills and subskills. Both can have an optional formula to evaluate the overall result. The skill set as a whole can also be assigned a formula to calculate the total marks for the subject.

  • Subject Order

Subjects order can be now defined in the subject centre. This order will be reflected in the Gradebook Report Cards.


* To link existing subjects to the new mode, use ‘Connect Existing Subjects’ under Link batches.

* The manage subjects page will no longer allow the creation of new subjects. It can be used to edit existing subjects and will be deprecated in the future releases. * Changes made to a subject like changing of an assigned skillset will not affect existing subjects and exams.

Skill-based evaluation

The new skill sets can be used in gradebook exams. An exam can be made as skill-based when it is assigned to a planner. All such exams will have a skill-based mark entry mode for the subjects. Skills will be shown in all applicable report cards.

skill based evaluation

Attendance in Reports

Student Attendance data can now be shown in Gradebook Reports. It can be enabled individually for each of the 3 report cards – Exam, Term, and Planner.

In the Term and Planner reports, data can be shown for exam-(or term)wise or a consolidated value for that reporting period. Attendance data can be auto-populated from the attendance module or manually entered for each student from the manage exams page.  

attendance report

Guardian Photo

Guardian photos can now be uploaded from the student admission page.


Preventing mark entry after submission

Exams can now have an optional last date of mark entry. Once this date is crossed, mark entry cannot be done by subject teachers, batch tutors and mark entry privilege users. Only mark submission option will be available.

After marks are submitted, no user is allowed to edit the marks. This ensures the data integrity of submitted marks. In order to edit any submitted marks, they will have to be unlocked for each subject from the actions button of that subject by the admin or manage gradebook privilege user.

Manual SMS for Attendance

SMS sending for Attendance can now be made manual if needs to be verified before sending. Enabling the Manual Notification option in SMS Settings stops the automatic triggering of SMS notifications for student attendance. The list of absentee students for a day can be fetched from the ‘Notification Status’ link. Notification can be sent to select students as needed.

TC font size

TC font size for the body can be set using this setting. All TC body text will take the font size. There are 6 font sizes available:

Very Large – 16px, Large – 14px, Normal – 12px, Medium – 11px Small – 10px and Very Small – 9px

New Fee Settings page

Fee settings from General settings have moved to a new page in Finance named ‘Finance Settings’. Other settings in this module have been consolidated under various heads under the new page.

Read more in the Release Notes. Liked our features? What would you like us to improve next? Gives us your feedback, we love to hear them.


school management software

Does Your School Management Software Take Student’s Data Security Seriously?

Essential questions to ask your school management software

For decades, school records were stored in files and cabinets, that were then kept safe under lock and key. In the present age, as schools migrate all their student information to online clouds, it is essential that educational institutes look beyond the traditional forms of data security and upgrade their systems to suit their online transformation.

But why is data security important for a school management software?

This is especially important, as, over the past few years, educators and parents all over the world have become aware of the possibility of data security breaches that may be possible in a school scenario. For instance, intruders through a remote attacker can gather a variety of personal information about the students – from their names, date of birth, performance details, exam marks, personal health information, home address etc to financial information of the parents along with the bank account details used for paying the fees. Not only students but even the personal information of the teachers and the staff can be at risk if not protected well by the online school management system.

By hacking on the unencrypted network messages, intruders could have gathered the most intimate details of the students, teachers, parents, and gain access and links to all their personal information.

To avoid this, it is important to ensure that schools protect the educational records, academic performance and all other personal information of students in their school. 

Very often parents and students lack the technical background to evaluate the security of the apps or the cloud-based online school management system used by the schools, hence, we have compiled a list of questions that parents could ask to ensure that school management software take student’s data security seriously.

1. What information should be collected?

This is one of the most important questions to ask a school about student data. While the collection of data is inevitable and essential, one should be aware of the data collected by the school management software and how this data will be used.

2. Do you have a document of policies and security guideline related to data security?

It is important that schools create a policy related to data security and that strict guidelines regarding the same are put in place.

3. Who has access to the data and information?

This is another important question to ask and find out who has access to the information related to the data and if it is essential to have access to all your information. Once reviewed you can ask for your personal data to the protected from a certain audience.

4. Is the essential data encrypted?

Encrypting data is important especially if the online school management system also stores the financial information of the students.

Encryption keeps certain data safe by changing the text into unreadable data, and thus if an errant employee or cybercriminal would get access to the system he would not have the special keys to un-encrypt the information.

5. How often are the networks monitored?

Monitoring the networks on online school management software regularly enforces rules about network routers, switches and firewalls thus ensuring that the school is mindful about network security at all time and monitors them on a regular basis.

6. Are the students taught digital citizenship?

Digital citizenship teaches children the ABC of data security and guides them on the way to navigate search engines, evaluate online sources for credibility and be aware of the information or the data that they are sharing online.

ERP software for schools

Factors to consider before implementing ERP software for schools

What is ERP software for schools?

There are many technical terms that are floating around in the educational ecosystem, including ERP software for schools. But what is ERP software for schools? Let us break down the term:

ERP stands for Enterprise Resource Planning. It is essentially software that helps institutions manage internal processes. Largely used by businesses and organisations, it is increasingly seeing an application in educational institutions like schools and colleges.

ERP software for schools then is just planning or management software being used to manage school processes and functions. An ERP software for school will help manage a lot of things – everything ranging from admissions to onboarding to fee receipt generation and student tracking. It all matters on how you use it.

ERP software for schools is increasingly becoming a vital part of a school’s functioning. Imagine moving from the slower, old-fashioned way of doing things to using a simple, accessible tool that is agile and manages things faster and with more efficiency. This is what an ERP software for schools promises. It is a revolution in terms of school management – all made possible with your ERP software for schools.

How does ERP software for schools work?

In theory, ERP software for schools takes over the myriad processes and functions in a school. This does not mean the elimination of the human input, instead, an ERP software for school helps you maximise this input by eliminating time consuming and error prone processes that were bogging down stakeholders.

A school management system software is not just for management and administrator hoping to digitize some processes. Parents, students, and teachers also benefit from the use of the right ERP software for school. For instance, imagine enhanced parent and teacher communication thanks to private communication channels between them that are accessible around the clock and from anywhere. Student progress is measured more accurately and continually thanks to all this information being fed into your ERP software for school.

The right school ERP software can really enhance teaching, learning and communication on a consistent basis. This means a win for the primary stakeholder in any school – the student, who benefits from the efficient functioning of their school.

What do you need to start using ERP software for schools?

It is not enough to just start using any old ERP software for school. Schools must make sure the ERP software they are choosing suits their school. It is also important to ensure that the ERP software for school you have chosen for your school actually addresses your school’s needs. Here are some factors to consider before you start using school ERP software:

An assessment of the needs of your school

The very first thing that must be done to ensure you choose the right ERP software for school is to assess the needs of your school. The right online school ERP software will address its current requirements as well as cover any gaps or areas of improvement that currently exist. Understanding the needs of your school means that you will be able to choose the right ERP software for school, based on its features and capabilities, instead of making an uneducated decision based on popular vote.

It is important for this assessment to be comprehensive in order to ensure that the ERP software for school is for the whole school – this means assessing the needs of students, parents, teachers, non-education staff, administration, and management with equal weightage. After this assessment is done, one can narrow down on the key needs that the ERP software for schools will address.

Technical robustness of your school

ERP software for schools are easy to implement in your school – provided it is able to meet certain requirements. In addition to the needs assessment performed in the previous step, that focuses on requirements of parents, students, teachers, non-education staff, administration and management, there is a need for a technical assessment. This technical assessment will zero in how technologically robust the school is. Choosing the right ERP software for school then becomes easier. For instance, in a more high tech school, choosing an ERP software for a school that comes with all the bells and whistles you could want makes sense – the school is ready to use the ERP software for school to its full capability. In a less robust technical environment, however, a lightweight but functional ERP software for school is necessary for optimum functioning. There is no point in buying an ERP software for a school that is not actually able to function in the school and this technical assessment helps avoid this error.

Recap: What are the common functionalities of a school administration system?

Training for all the stakeholders in the optimal usage

You have now purchased the optimal ERP software for school after careful assessment of your school’s needs – both technical and those of key stakeholders in your educational ecosystem. It is now necessary to ensure that these stakeholders actually use the ERP software for school the way it is meant to be used. While ERP software for schools is usually built keeping ease of use in mind, not everyone has a natural inclination towards technology. But this is not a situation that allows for this ignorance. This is a hump that must be used otherwise you will not be using your ERP software for school to its full capability. This gap in knowledge is easily addressed through training. Holding workshops for every stakeholder must be conducted to onboard them onto the use of ERP software for schools. This means everything from explaining why this ERP software for school is being used in the first place to the nitty-gritty of how to perform each of their current tasks within the ERP software for school.

Buy in from all stakeholders on the use of ERP software for school is also necessary, which means that your school must have a culture that embraces technology. Building both the skills and attitude that celebrates use of tech in teaching is necessary to ensure that your ERP software for school is being used effectively.

school administration system

What are the common functionalities of school administration system?

Key Points to consider when selecting a Primary – school administration software | Secondary – school administration system

Over the past few years, a school management software has emerged as a critical tool for school’s that will help them streamline their administrative activities in a way that only helps the teachers and the staff in functioning effectively. It also helps the school streamline all their daily administrative so that they achieve optimum efficiency in the way they function.

When selecting a school management tool, there are certain functionalities that are common across all systems:

Communication Management

The classroom management module allows for the school administration system to give the teachers, parents and students a unified experience that helps them communicate and collaborate better. Teachers can reach out to students through the various social boards and chat messages and guide them even during non-school hours. The messaging system can also be used by the educational institutes to send out targeted information to parents and students about school events, fee dues, etc. and to the teachers about upcoming PTA meeting etc.

Parents can also receive daily alerts for the class homework, projects as well as reminders for special events and holidays.

Similarly, parents too can communicate with the teachers, clarifying doubts and sending student related updates when needed

Timetable Management

The school administration system offers a timetable management module which makes creating a timetable easier than ever before. Using the hyper-efficient drag and drop bars administrators can pre-set the timetable for all classes for any term before the academic year begins. This module will also allocate subjects to the various teachers as well as ensure those substitute teachers are automatically allocated for absent teachers.

Any new updates or changes in the timetable can be immediately implemented and the same can be communicated to parents using the communication management system.

Attendance Management

This is probably one of the most sought-after feature in school administration modules in Primary – school administration software | Secondary – school administration system as it allows teachers to manage the attendance of the students without wasting any productive teaching time at the start of every class.  Teachers can ask for monthly or weekly attendance reports which are them automatically generated in a hassle-free manner

Admission Management

The school admission seasons can be one of the most stressful seasons of the year for schools. However, when school administrative teams opt for a Primary – school administration software | Secondary – school administration system with the admission management software, the admission process becomes far more streamlined. Using this module will help educational institutes to distribute their admission forms to a wider range of students using various online tools thus successfully leading to a wider pool of applicants. Additionally, these digitally savvy applicants and their parents can use the mobile and cloud-based system to submit the forms, upload essential documents, apply for scholarships, etc. All these processes can be done online using the features and functionalities of the school administrative system.

Human Resource Management

The Primary – school administration software | Secondary – school administration system can also help manage the human resource functions of the school from payroll assignment, payslip generation, leave management including loss of pay deduction in the payslips. This feature helps the schools to manage their employees in all aspects.

Examination Management

Examination Management is another high-end functional module a must-have feature in a school administration system. This module will help schools and all other educational institutes schedule the exam into the timetable with any confusion. Automatic reminders and alerts can be sent to both students and parents also, the teachers with the exam dates. Additionally, schools can also set upgrading systems that will help with the quick evaluation of exams and publish exam reports with instant alerts and notifications to parents.

Hostel Management

A key feature that is a must-have in a Primary – school administration software | Secondary – school administration system is hostel management that helps the hostel warden to stay updated on the inventory of rooms and can assign them to rooms as and when needed to the students

Transport Management

With the aid of the transport management module in the Primary – school administration software | Secondary – school administration system, schools can effortlessly plan and manage the institution’s transportation system. The transportation administrator module can record vehicle information and define vehicle routes based on the number of stops, ensuring that automatic updates are sent to parents in case of delays to breakdowns.

Recap: Top challenges while implementing a school management system

Fee Collection Module

This is one of the most popular modules in a school administrative system that can help the administrator to collect student fees paid through cash, online transfers, card etc. and notate them in the software. Receipts can be automatically generated, and reminders can be sent to parents for pending fee payments.

Library and Laboratory Management

Scheduling time at the library and the laboratory for each class can be a tedious affair that is easily taken care of by the Primary – school administration software | Secondary – school administration system. In libraries where there are thousands of students accessing a limited space, the software will help the schools stay updated on the complete details of all books, all lent books, due dates for the books and unpaid fines for delayed returns.

These are few of the functionalities that are needed in a school administrative system that will automate the functioning of the school and streamline all the complex work processes.


school management system

How school management system helps in managing the student’s journey?

From Enrolment to Alumni, your School Management System Covers It All

What is a school management system?

A school management system – like Fedena – is a platform that allows you to manage the various functions and processes of a school. This can include everything from fee processing to the enrollment of students, also manages processes for multiple stakeholders – from parents to students to educators to non-academic staff or management. A lot of these are automated to ensure that they are not prone to human error and processing time is reduced.

How is a school management system software beneficial to students?

Students are the key beneficiary of any school or college. All other functions are allied in ensuring that things run smoothly to ensure their success. A school management system that does not serve students is incomplete since it is not serving the primary beneficiary of the school.

A student benefits in an environment that is organised and smooth running in order to achieve the best learning environment. Students thrive on consistency and repetition, and the correct atmosphere sets them up for success for years into the future.

At its very core, school management software automate and digitize processes to ensure that they run without fail and without error at all times.

How does an online school management system help with student admissions?

Admissions were a long drawn out process that involved high levels of stress for everyone involved. Students worried about the mystery of it all, parents about placing their children in the right school and schools worried about evaluating applicants properly.

A school ERP system enables schools and colleges to create custom admissions forms to help best assess which applicants would be the best fit for their institutions. It also helps them manage their enrollment and onboarding within the app. A much better solution than waiting in line for hours to collect a form and then consolidating them physically.

How does a school management system help with student schedule?

Once a student is enrolled, a school management system – like Fedena – will help enrol individual students into classes and courses of their liking and per their schedule and availability. Being able to manage this on an individual level via the school ERP system means automated management of student calendars and the best optimisation of their time. Scheduling courses and student batches have never been easier.

How does a school information management system help with attendance?

To benefit from school, students need to be in school. Your school ERP system can help you mark attendance and track the attendance record of individual students. You can also sort attendance records according to class, section, batch, etc. This helps gauge interest in certain courses or classroom and assess attendance trends on a broad scale – helping schools make better classroom decisions taking student preferences into account. This is also a feature that helps track student physical, emotional, and mental well-being – if there are sudden changes in a student’s attendance record, teachers and management are able to flag the same for follow up with their parents.

How does a school ERP system help with student learning?

Your school ERP system doubles up as a learning management system for students. How? Various plugin to manage course material, study groups, and internal communication are all tools that aid in the learning process. Course materials can be stored in a repository class wise and even individual student wise. Study groups can be created of any size around certain topics or subject or by learning ability. And finally, an internal communication system ensures round the clock access to help between parents, students, and teachers. Student learning is a continual process and using tools within the same platform being used by all stakeholders ensures 360 degrees buy-in from all the entities that can really make a difference in the learning experience. School ERP systems are therefore key to student learning.

How does a school ERP system help with exams and report cards?

Your student ERP system makes examinations and evaluation much easier, by allowing for exams to be conducted within the platform and also sharing report cards with grades or scores with individual students. This helps them keep track of their performance and pinpoint problem areas and strengths more easily. Exams are not just one time events that assign a score to a student and decides whether they pass or fail. Instead, they are an opportunity for students and teachers to assess how learning and teaching have progressed in the classroom and its efficacy at the end of the day. School ERP systems help these stakeholders move to this mode of thinking and therefore better outcomes overall.

Recap: How to build brand awareness for your institution?

How does an online school management system help with feedback?

School management system allows for custom student remarks and private messaging. This enables teachers to give confidential feedback that is exclusively for the student’s work. This continual communication enables a system of continual learning – key to the continuous success of students who are hoping to stay on track instead of just doing the bare minimum during their educational career. Getting detailed notes from those who are able to evaluate your best is a key metric to ensure student success – this feedback and communication help them grow and improve throughout their tenure in the school or college.

How does a school management system help after a student has graduated?

Post graduation, a school ERP system is still useful. For alum seeking to get transcripts of their previous report cards when they are applying for further studies or to show student records when applying for a job. The alumni plug in the Fedena school ERP system helps students who have graduated stay in touch with their schools or colleges. This plug-in helps students remain connected to current students, allows for the creation of events that will enable touchpoints and networking – benefiting even current students who might be looking for mentorship or job and internship opportunities upon graduation.

school management software

What makes Fedena the best school management software for institutes?

Making Primary – school management system | Secondary – school management software more efficient and effective than ever before

The late 1990’s brought about a reform in the education sector with the introduction of technology to aid school management. For years, schools, colleges and other educational institutes had to grapple with the tedious task managing day to day activities. Over the last few years, schools have recognised the importance of a school software for Primary – school management system | Secondary – school management software and today the market is flooded with software and ERP systems that promise to make school management as easy as child’s play.

However, Fedena has outstood the competition proving to be one of the best school management software for schools across the world.

Here are some of the reasons that make Fedena the most preferred school management software for schools:

Easy to use and easily customizable

Every school is different and evolving over time. Fedena understands this and offers a basic Open Source code that is free of charge. This means that schools can build their own student information system customized modules or plugins to modify and enhance the basic functionality without changing the basic source code, which is always desirable. This allows you to tweak Fedena to match your unique systems and processes. Fedena also offers i18n support – this essentially means that Fedena can be translated into any language of your choice. For instance, users can switch to the language of their choice from their profile So, you can use Fedena in Spanish even if the main system is in English.

Additionally, Fedena is very easy to install into a system and can be efficiently used by any person with the minimal IT training.

These easy to use and customization features make it one of the most sought-after software for Primary – school management system | Secondary – school management software.

Plugin Friendly

Fedena is the first open source school management software that is based on Ruby on Rails. This powerful programming framework allows you to activate or deactivate various plugins to suit the needs of your institute. You can also develop your own plugins if you want or simply set the support of other developers for Fedena plugin building.

Manage multiple institutes from a single platform

Fedena offers schools the opportunity to manage multiple schools and colleges from a single platform. The admin dashboard will allow the administrative team 360 degrees view on the updates from the entire group across locations and time zones.

This is especially beneficial for educational institutes that have a large number of schools and colleges that they run. The multiple institute features make administration easy and hassle-free as the team can simply log onto a single software for all the institutes. It is also easy to setup SMS settings as well as email settings for all the institutions in the group without the hassle of setting them up separately for every institution.

Multiple Task Management

With Fedena, schools can manage multiple tasks with ease and simplify the day to day functioning of the school. This various task module offered by Fedena ranges from batch management, managing student admission, attendance management, timetable creation, substitute teacher allocation, analytics and report center, library management, transportation, promotion management, staff corner, SMS center, payroll manager, inventory control, payment gateway management, campus management, calendar, events manager. In fact, there are more than 18 core modules, 15 pro modules and 12 pros plus that make easier to facilitate all the processes of your institution and make administration easier.

API Access

Fedena offers API (Application Programming Interface) access to its users, thus ensuring that there are multiple methods of integrating and extending Fedena’s functionality. This API comes up with an SSO (Single Sign On) for enhanced security and seamlessly integrates with other software and third-party applications to manage teachers and students and enhance their productivity

Free Demo available before purchase

Make an investment in a software can seem intimidating to any school with limited IT experience. This is the reason that Fedena allows users to try the Primary – school management system | Secondary – school management software for free before you purchase it. You can experience Fedena’s User Interface and an excellent User first-hand as well as understand all the features it has to offer and find out Fedena can enhance the operations in your educational institute.

Recap: Top issues around school management can be resolved by School ERP system

Customer-Centric Approach

At Fedena, the teams believe that the success of your school in their success. This is why the company is focussed on helping you achieve your goals with excel as an academic institution. The team believes in constantly evolving Fedena is a product which is constantly being updated based on data-driven by our customers and their feedback. This constant feedback, together with their customer-centric approach helps the team develop a world-class Primary – school management system | Secondary – school management software that offers the best to the schools and the administrative team.

Mobile App

With the world going increasingly mobile, it is essential that technology follow suit. This is the reason that Fedena offers schools a dedicated mobile app in your school’s name. This not only helps elevate the brand image of your school, but it also helps everyone stay connected in a seamless manner. This app works for all user types with a number of functions that can be done by each user. For instance, teachers can take the class attendance, students can view timetable and the event calendar, parents can view attendance as well as teacher notes, principal and admins can send messages & announcements etc. using the same app.

The concept of school management software transformed the way schools function and grow. To know more about the various features of Fedena and the way it can benefit your educational institute visit

school ERP system

Top issues around school management can be resolved by school ERP system

The biggest problem that a school faces nowadays is the prevalence of paper-based systems. Almost all schools out there do a lot of paperwork and it goes without saying that they are highly burdened by the same. Mention must also be made of the various manual processes that they undertake on a regular basis. You could be one such school as well. In such a situation it is but natural that you would find it really difficult to maintain the data and records in proper order. With a school ERP (enterprise resource planning) system you would be able to perform such tasks in a much better work. You would be able to take care of various facets of your work such as attendance, admissions, fees, and transport to name a few.

Let’s check out what all issues can be easily resolved by school ERP system:

Online registration

When you have an school ERP system for your school management no longer would the students have to stand for hours in snaking queues just so that they can perform basic work like paying fees. With these systems, you would be able to make your registration process a lot simpler and fee collection would be a lot easier as well. This is because these systems would give you access to the likes of online forms. You would also be able to send across automatic notifications to your students along with reminders and alerts.

Enrollment and admission

As a school, you may find it hard to achieve your admission and enrollment target especially if you do not have a school ERP software to take care of these processes. The beauty of the cloud-based educational solutions that we are talking about over here is that they help you align people, technology, and processes in such a way that you are able to achieve the best possible results. This way, as an educational institution you will be able to manage information at various stages such as inquiry, application, admission, and enrollment.      

Course management

You need to design a course curriculum that would be able to adapt to the changing requirements of your institution. In this day and age, it is quite a critical requirement. This is where school management system can come in handy to such an extent. When you have a course management system such as the one we are talking about over here you would be able to achieve a lot. This would be true even if the resources at your disposal are limited compared to other schools.

Teacher evaluation

As a school, it is very important that you are able to track how well or poorly your teachers are doing. This would help you judge how effective the teachers have been in the work that has been assigned to them. When you have a proper system to evaluate your teachers it helps you communicate better with the students and at the same time, you are able to collaborate a lot better with them. The best way to measure how well the teachers are doing in the classroom is through the feedback provided to them by the students.  

Recap: Advantages of an online academic management system

Communication and collaboration

When you have a platform that allows for seamless communication between various stakeholders of a school such as students, staff, you administrators, and teachers it can only be good for a school. Quite often you see that more issues are arising with regards to the discipline of students. This happens mainly because there is a communication gap between teachers and students. With the latest education management systems, you can easily address such a crucial area. The communication is improved significantly by way of instant emails and notifications through media such as emails, push messages, and SMS (short message service).

Classroom management

As a school, one of the biggest problems that you would face is in tackling students who tend to be tardy and get them in line. You need to deal with their various behaviour and discipline-related issues. This way, you would be able to improve the environment of your classroom by tracking how disciplined these students have been. At the same time, this helps you manage their behaviour as well. This way, you would be able to tackle the sluggish students a lot better and deal with absences that are uninformed by nature.

Student monitoring

At times, teachers in your school find it really hard to keep track of the activities of students such as their attendance, their leaves, and their disciplinary issues. You also need to take care of the assignment work that they are being given and how well they are doing such work. This is the reason why you need to use monitoring tools based on results in order to track the extent of progress being achieved by the students. With these systems, you would be able to automate student attendance and streamline it as well. Simultaneously you would also be able to deal with absenteeism to a great extent as well.    

Revenue management

As a school, you may find it hard to take care of your finances and keep track of the different kinds of work being done in this regard. You have to take care of fee collections as well as contributions. However, with the help of the kind of systems that we are talking about over here, you would be able to connect various stakeholders of your school in a seamless manner. This includes entities such as students, their parents, and your ex-students. This way, you would be able to make these relationships stronger.

Predicting academic results

Schools always find it hard to manage the huge amount of information that they have to deal with and this means that they are also unable to analyze it properly. This also means that there are plenty of delays in making decisions that matter. These systems contain useful tools such as intelligent analytics and dashboard reports that help you and your teachers assess information such as attendance, grades, and assignments to name a few. This way, you are also able to better predict how students will fare at the present rate and take steps to correct the situation.


academic management system

Advantages of an online academic management system

Do you need an academic management system at your educational institution?

In short, yes. The smooth running of a school depends on many factors – teachers having the tools and resources to make classroom learning fun, students who are empowered to absorb as much as they can at their ideal pace, parents who supplement in school learning with at home reinforcement. All of these, however, is impossible to achieve when a school does not have the best tools and resources to make this happen for all of its many stakeholders.

For a long time, this has focused on building processes that enable everyone from students to teachers to parents to the school management. When these processes are running smoothly, the most effective form of academic learning is made possible.

So how do we ensure these processes do not break down? So far, we have primarily been relying on an army of skilled humans to make sure things run smoothly. However, this obviously has its drawbacks, such as a swelling workforce, high overheads, and increasing instances of error.

  1. Swelling workforce As a school or college grows more complex, so do its processes. This means that we need more and more of the people who keep these processes running. A swelling workforce also means a swelling payroll – difficult for an educational institution that is constantly dealing with budget slashes and cost-cutting.
  2. High overheads Overheads for running processes are naturally high. Apart from the need for gatekeepers and channelers as described above, many tools are needed to ensure process efficacy. Think of the simple task of sending a message to a specific section of a student body: first, a person would identify who these students are and pull up their contact details. Then another draft the messaging. A third would then ensure these notices are currently printed out. A fourth would ensure that they partner with the right delivery resource to ensure that these important notices reach the right students. It is a high-cost investment for any school or college.
  3. Increase in errors Humans are fallible creatures and are thus prone to human errors. To expect someone to perform perfectly at their job at all times is not reasonable, no matter how simply these processes are broken down

The solution to these issues is to embrace technological progress in the field of education and start using an online academic management system to manage the academic affairs of a school or college. Technology has superceded humans in many ways, and process management is a key way it does so.

What is an online academic management system?

An online academic management system is a technological tool or platform that enables multiple stakeholders to manage various academic processes simply and smoothly, through one console. It reduces the need for human intervention and does not fatigue of repetitive processes.

What are the advantages of an online academic management system?

An online academic management system can help students in numerous ways, but its advantages are not merely limited to them. Teachers, management and parents can benefit from an academic management system.

Online academic management systems can handle a multitude of processes. These are the ways you can use your academic management system to take over various tasks: from grouping of students according to classroom or study groups, serving as an easily accessed repository of classroom notes and other classroom materials, to helping teachers administer tests, to sharing grading easily and confidentiality with students, to enabling seamless, private and ongoing parent and teacher communication about their performance.

When you use an online academic management system the following happens:

  • Reduced labour costs

The biggest change schools and colleges will notice is the reduction in labour costs when an online academic management system is implemented in their educational institution. Since so many tasks become automated, the need for a person to manage these arrays of tasks is eliminated. It also means that other employees are freed up to focus on more stimulating or challenging tasks that may not yet be mastered by an academic management system. This means that your employees stop being underemployed and might see higher rates of job satisfaction. 

Recap: Increase institute admission rate with online marketing strategies

  • Lower overheads

With an online academic management system, many allied task and tools become obsolete. For instance, there is no need to partner with a delivery service that ensures all your notices reach the right student. An online academic management system allows you to communicate swiftly, confidentially, and directly with every student in a matter of moments. Just use the internal messaging system or the announcements section of your academic management system to communicate effectively with your students, their parents, or even the entire school.

  • Error-free processes

Since an online academic management system is a technological tool, it is not susceptible to human foibles. This means, that as long as the rules have been clearly defined and there is no

error in the programming of the system itself, it is reasonable to expect a consistently error free experience. An online academic system like Fedena has many features that are built in that teachers, students, parents, and management will learn how to use intuitively, replacing them physically having to it themselves. It also provides consistently – for repetitive processes, if it works correctly the first time, shut it and forget it. It will continue to function optimally each time until the programming is interfered with by a human.

But one of the single biggest advantages of online academic management systems is their ability to have all of these advantages to be accessible to all, across platforms, times, and devices. Since it is connected online, stakeholders can sign into the system from their phone or their laptop, at their most convenient time to finish the tasks they need to. No longer will these stakeholders have to tailor their schedules to the varying timings of an office or department or have to be physically present at a certain place in order to complete simple tasks. In case, school affairs can be managed on the go.