Multi-School ERP System

How to Manage School Branches Using Multi-School ERP System?

Multi-School ERP Systems help create cohesive experiences

What is a multi-school ERP System?

School ERP systems that can be used across multiple school branches or outposts are called multi-school ERP systems. These multi-school ERP systems ensure that multiple branches of a single school work efficiently and uniformly, no matter how far flung these branches are compared to each other. Multi-school ERP systems are built for schools with multiple branches who are seeking to recreate a similar, cohesive experience for all students across branches of their school. Multi-school ERP systems also help systemise some processes and rules across branches to ensure that students have a uniform learning experience across branches. The quality of education a school imparts is thus managed well across branches when a multi-school ERP system is in place.

What is the purpose of multiple school branches?

It is not uncommon for successful schools to open up multiple branches or commonwealth universities of the original school. There are multiple reasons for this.

First, good schools are often in high demand, which means that opening a branch of the school can help meet the needs of a growing student body.

Second, in times of cities exploding in size and population, good schools can often seem physically inaccessible to students living in far flung localities. This means that students in these localities are missing out on a good education or have to be content with local schools that might not meet their needs. With schools that have multiple branches, students get access to some choice in education, instead of having to settle for what is available.

What use is a multi-school ERP System?

A multi-school ERP can be used to manage multiple school branches across geographies and timezones efficiently and systemically. 

Can’t I just use separate School ERP systems?

Detractors would question the use of a multi-school ERP system when individual school ERP systems could be implemented at each branch of the school instead. While this seems like a far easier decision to make, since it does not require buy in from multiple branches of the school in question, it would actually result in a lot of inefficiencies in the long run.

While branches exist in an individual capacity and run independently, it is important to remember that these are not different schools or different branches. Branches of a school function under the same mandate and are committing to providing their students the same learning experiences across branches. To be able to ensure this, schools have to be able to ensure that processes, rules, regulations, and facilities provided across schools to teachers, administrators, non-education staff, and branch management are uniform – this begins with ensuring that the school ERP system in place at each of these branches is a multi-school ERP system.

Using a multi-school ERP system ensures that processes remain the same across branches, which trickles down to systems, rules, regulations, and ultimately teaching. A greater sense of unity is also the overall result when a multi-school ERP system is put in place.

What features does a good multi-school ERP system offer?

  • Common plugins across branches

One key advantage of using a multi-school ERP system is that plugins chosen as add ons remain common across branches. This means that a Library plugin used by the main branch will function the same way across subsidiary branches, resulting in a library system that is robust and resourceful thanks to its collective strength. What is more is that the administrator of the multi-school ERP system can assign permissions for plugins per his discretion and what each branch in the school system actually means.

This means that customised usage of plugins across schools is also possible, since permission to use said plugins in the multi-school ERP system will be granted per the need and requirement of each of the subsidiary branches. This level of uniformity yet individuality strikes that tricky balance needed between multiple branches of a school system and can only be made possible by a multi-school ERP system.

  • Multiple payment gateway for smoother transactions

One of the biggest hassles for any school, college, or educational system is the entire process of fee payment. There are multiple reasons for this – from a process fraught with red tape and paperwork to addressing the minute, detailed individual needs of each students that a school is honour bound to address.

A multi-school ERP system resolves a lot of the issues that are related to the technical aspects of fee payment – from calculating deductions and extra fees levied on a student by student basis, to generation of fee reminder, to providing a simple payment gateway that is accessible from any device at any time from anywhere by parents, to even generation of fee receipts once the fees have been paid.

These are all tasks that a school ERP system would ordinarily handle, but when multiple branches come into play a multi-school ERP system should be deployed. This is because with a multi-school ERP system, multiple payment gateways are assigned to each branch school thus making fee collection get dispersed amongst branch schools (and be customised to their needs) but also all of it is funneled to the parent school since it is all happening on the same platform – the multi-school ERP system.

Recap: How school ERP system ensures the safety of the students?

  • Setting up SMS alerts in one go

SMS alerts are used in school to ensure swift, private, reliable communication between various stakeholders at the school. Since SMS alerts are often used to convey emergency information, it is vital that these function flawlessly.

With a multi-school ERP system, SMS alerts can be set up in one go for all branches in the school system – this ensures that in times of emergency, all students across branches in the school system receive the same information at the same time. With a multi-school ERP system in place, SMS notifications become a reliable source of information that parents can trust.

The same goes for all email notifications for all branches of the school. The multi-school ERP system can be set up in one go to function in exactly the same way for all branches of the schools ensuring that parents can rely on both SMS and email to inform them of happenings at school.

  • Multiple Admin Profiles

Just because a school system has many branches does not mean an overburdened staff at the parent school or a dysfunctional day to day working for subsidiary schools. A multi-school ERP system ensures that multiple admin profiles can be set up for each branch school to ensure smooth workflow that caters to individual needs of the schools.

How School ERP System can ensure the safety of the students?

Over the past few years, our newspapers have been filled with horrifying articles that point towards the lack of safety standards and security precautions in schools. Today, parents and educators across the world understand that the school ERP software is pivotal to creating a safe and a secure learning environment for students. As schools work towards this goal of ensuring the safety of their students, staff and all their data, schools and other educational institutes need to create strategies and make diligent efforts to ensure that their school and the school campus is safe and secure.

In this regard, a school ERP system is charged with the safety of all school and ensuring that they protect them from physical and virtual attacks and intrusions:

  • Protecting the data of the school

Educational institutions are privy to a lot of confidential information, especially, information related to their students – addresses, financial details, banking details, academic records and lots more. Unauthorised access to this confidential student information can be a major data security breach that can have far reaching repercussions on the students, the staff and even the reputation of the school.

Using the ERP software for school data management is a great way to protect the data related to the school by allowing access to only authorised personnel. Limiting access to sensitive information with permissions that can easily be granted and revoked in your school management software is one of the ways that a school ERP system keeps the information safe. Similarly, the school management software also allows to track who accessed what information and highlights any irregularities when they happen.

  • Visitor management for the school campus

A school ERP system allows for schools and colleges to have a visitor management system for their campus.  This essentially starts with providing a photo-biometric identification to all the registered parents, guardians and friends of the students. This ensures that when the respective parent or guardian comes to pick the kid, the biometric verification provides additional security.

Another security function of this feature is that it keeps the schools, parents and guardians updated about the various guests who visit their children updating the parents about their visiting hours and purpose. This is a great way to stay vigilant about the security of the visitors who visit their kids and keeps the school’s security team updated about the various visitors on the campus.

  • Transport security for schools

One of the biggest advantages of using a school ERP software is that it imparts the mobile application to connect the parents with the students accessing the transport module. It allows the parents to track their children when they are commuting to school and it helps to locate them in the school vehicle using the mobile application at any given moment during the journey.

The school ERP system provides the transport management feature to keep a track on the buses, their real-time location and then provide this essential data to the authorities and school management. This feature is important to allow for quick responses to breakdowns, accidents and other emergencies that may take place during the commute of the students. Additionally, this real-time visibility also helps the school monitor bus speed and help improve school bus safety and driver accountability at all times.

Thus, the school ERP system also keeps a tab on the transport system of the school and offers complete peace of mind to the parents.

  • Constant communication to the parents

Various advances in technology including a school ERP software has dramatically changed the communication takes places between the school, teachers and parents. A few years ago, the famed school diary was the only way of communication between parent and teacher. However today, the school ERP have features that allow schools to send or broadcast SMS alerts and automatic messages to registered parents.  This features then ensures that students and their families are immediately and automatically informed of emergency situations is a critical capability that is essential to the maintain a sense of safety in the school and giving parents the much needed peace of mind.

Recap: How school ERP software improve student’s results, teaching and course quality?

  • Offering Network security to the schools

Today, most schools and colleges have large campus that are spread across geographical locations. For such large educational institutes, the security system includes large and numerous networks that manage the various safety and security issues. From video monitoring, paging systems, backup systems, the security features of their schools often have a piecemeal approach that while intended to strengthen preventive methods, reduce responsiveness and spread the responsibility to far and thin. It is therefore essential that schools need to leverage their IT infrastructure to strengthen defence over time. This can be effectively and efficiently done by centralising management and monitoring, with the help of a school ERP software

A school ERP system offers an integrated approach can help improve collaboration throughout your various school campuses and build a single network infrastructure. This approach not only helps the schools enable adaptive threat defences when necessary, but it reduces costs improves communications and allows for faster responses when needed.

Thus, the use of a school ERP system is one of the most effective ways to maintain tighter controls on your physical and virtual environments and provide schools with a a solid foundation that will allow them to focus the students

Today, for schools it is important to create a learning environment for the teachers, students and the staff that is safe and secure. This not only creates the optimal learning and teaching environment, but it also enhances the reputation of the school and one that offers the students all a safe and secure learning environment.

school erp software

How school ERP software improves student’s results, teaching & course quality?

See better outcomes across the board with a school ERP system

What is a school ERP software?

A ERP software for school system is a kind of educational technology, i.e. software that is built to specifically meet the diverse needs of an educational institution. In School ERP system, ERP literally stands for enterprise resource planning – which implies that the school ERP system helps the school plan the usage of its resources more efficiently. School ERP systems are thus a tool or platform that helps the school manage its processes and actions in a way that is most efficient while also being effective.

School ERP systems help schools in many ways by just taking over this aspect of running a school – when the processes of a school run smoothly, the school itself runs smoothly. Thanks to the ERP system, a school can provide a consistent and dependable teaching and learning environment for all of its stakeholders.

Does your educational institutional need a school ERP system?

Whether your school needs a school ERP system can only be answered by a comprehensive and honest assessment of your schools needs. Without this broad assessment, a school ERP system would become an impulse purchase. Further, the effective use of a school ERP system cannot take place without first understanding the needs of a school in entirety. This is why a comprehensive and honest assessment is recommended before a school ERP system is purchased.

Why comprehensive? The school ERP system is a tool or software that needs to be useful for the school, as a whole. Schools are notoriously facing constant budget costs and financing issues, which means any financial outlay must be justified. Understanding the needs of the school at every level and for every stakeholder in the school is necessary to fully understand the needs of the school.

Why honest? It is quixotic to think that an organisation will operate perfectly and without error day after day for years on end. It is natural for any large organisation, like a school, to run into hitches or have niggling issues that need to be addressed. However, to begin addressing these issues, a needs assessment is needed that is a realistic representation of the actual gaps in functioning that the school needs to bridge.

Who benefits from a school ERP software and how?

After a comprehensive and honest needs assessment has been conducted, it is important to understand why and how a school ERP system could benefit each stakeholder in the educational ecosystem. Below we explore these stakeholders and specific institutional issues that are resolved by their use of a school ERP system:

  • Students

Students benefit greatly from a school ERP system because they get to learn in the most perfect learning environment – one that is consistent, predictable and well-organised. A well-structured and highly organised environment is necessary to facilitate learning for a student, and a school ERP system makes achieving this kind of environment easier.

How are Student Results affected by a school ERP system?

Thanks to how school ERP systems benefit both students and parents, student results are where schools will start seeing a real difference. When students are set up for success through the provision of an efficiently run school, it creates a learning environment that allows them to thrive. School ERP systems thus have a noticeable effect on student results – which in turn can be tracked more efficiently using the same school ERP system, resulting in a system of learning that has children performing their best.

  • Parents

Any parent will tell you that one of the most impactful stakeholders in a child’s learning is the parent. Making a parent a key part of a student’s learning plan is necessary to achieving success and nothing ensures seamless cooperation between school and parent like a school ERP system does. Parents are able to stay engaged with teachers and their student on an ongoing basis thanks to the tools that were built for them in a school ERP system – from one on one communication with teachers to real time tracking of their student’s transport to and from school, a school ERP system is a parent’s choice companion when it comes to educational success for their child.

  • Teachers

Teachers derive great benefit from a school ERP system because of how it so nimbly reduces the administrative burden placed on them as part of their teaching duties. From marking attendance to uploading report cards, a school ERP system just takes over a variety of administrative or ancillary duties that teachers are often saddled with. A school ERP system also ensures better connect between students and teachers through easy creation of study groups, highly accessible course materials and personalised one on one communication between teacher and student at any time.

How is teaching affected by a school ERP software?

Thanks to this reduction in burden on the teacher due to the implementation of a school ERP system, teachers are now able to focus on the most important part of their job – teaching. The school ERP system also makes teaching more modern – teachers can be more personalised in their teaching with the school ERP system enabling continous one on one learning, multimedia materials can be shared within the school ERP system, etc.

Recap: Top alerts institutes immediately activate in their school ERP software?

  • Administrative Staff and Management

Administrative staff are no doubt the primary beneficiaries of a school ERP system. After all, the school ERP system was built to take over processes and execute them without any error, something human administrative staff may not be able to do as consistently. School ERP systems thus reduce the burden on administrative departments that are overwhelmed by repetitive processes.

Management benefits from the ERP system also, just because its use reduces the burden of day to day repetitive processes on overburdened administrative staff freeing them up to prioritise longer term projects. It might also demonstrate that some departments are redundant, eliminating labour costs and reducing overheads for management bottom lines.

How is course quality affected by a school ERP software?

Finishing a course has never been easier for students or more efficient for teachers – the school ERP system is a course management system all by itself, handling everything from course scheduling, sharing course requirements, timetables, materials, sending out course alerts, and sharing learning statistics at class, course, and batch levels.

The school ERP system makes it much easier to engage with the mechanics of taking a course and successfully adhering to the schedule and completing it, overall improving the course quality. The school ERP system is revolutionising the very experience of taking courses and learning.

Transport System Using School Management System

Benefits Of Managing The Transport System Using School Management System

How can a school management system can help a school function in a more effective and efficient way?

School today function in smart ways. The use of school management systems has enabled schools to function in ways that are efficient – saving time, money and other resources. Many schools across the world are also opting for a managing the transport system using school management system.

But What Is A Transport Management System?

A Transportation management system uses online software to manage transport operations for organisations including schools and educational institutes. They help in controlling the day to day processes involved in transportation and make real-time execution of the transportation system a lot easier.

  • Safety And Peace Of Mind To The Parents

One of the biggest advantages of using a transport management system is that it uses the school management software mobile application to connect the parents with the students using the transport system. This enables the parents to track their children and locate them using the mobile application at any given moment during the journey.

This assures parents about the safety of their children and managing the transport system using the school management system offers complete peace of mind to the parents.

  • Exact Scheduling

Managing the transport system using the school management system helps the schools to notify the parents about the exact pick-up of the students in the morning as well as the correct drop off time in the afternoon. This ensures that the parents or the caretaker is available at the gate at the right time.

In case of an emergency, if there is a change in the schedule then the parents get an automatic update via SMS and email, thus keeping the parents informed at all times

  • Improved Routing

Using the transport management system schools can allocate buses on various routes in the most efficient manner ensuring that they are no overload of students or shortage of busses on any school route.

Any changes in the schedule of the buses can be managed effectively using the school management system. This improved routing helps save fuel and costs for the school in the long run.

  • Improved tracking of the school bus

Using the transport management, schools can easily track the busses and accurately reporting bus locations and provide real-time data to the authorities and school management. This allows or quick responses to breakdowns, accidents and other emergencies that may take place. Additionally, this real-time visibility also helps the school monitor bus speed, and help improve school bus safety and driver accountability.

  • Consolidated reports

Managing the transport system using the school management system offers school management regular reports related to the functioning of the transport system. This report, that is available at the click of a button can include various details such as driver punctuality report, vehicle utilisation reports, Vehicle halt reports and lots more.

Recap: Unexpected benefits of integrating school ERP system with RFID

  • Bus Fees Tracking

Using the school management software is also a great way to school authorities to track the payment of the school bus fees and issue receipts for the same at the click of a button.

With the help of a school management software and a transport management system, schools will not only function more effectively, but they can also work towards creating a safer transportation system for their students and their staff.


school ERP system with RFID

Unexpected Benefits of Integrating School ERP System with RFID

School ERP system with RFID takes processes to the next level

What is RFID?

RFID is short for Radio Frequency Identification. It is a technology that uses radio waves to read information stored on a RFID tag attached to an object. The reader does not need to be in direct contact with the object, but instead can read it from several feet away.

In schools and educations, the RFID tag is usually attached to a student’s identity card, since that is an object that is on their person at all times. A school ERP software system with RFID integration can then track the use of this RFID enabled identity card to track student movements and actions.

Why integrate RFID with one’s school ERP System?

But why use a school ERP with RFID integrated at all? Simply put, using a school ERP software with RFID integrated helps better track the actions and movements of students since it is all automated. There is a reduction of reliance on human input or commands to initiate or move along processes in a school ERP system with RFID.

Below we discuss in detail three unexpected benefits of using a school ERP system with RFID:

Automated Attendance Reporting

The most obvious and impactful consequence of using a school ERP system with RFID integrated is that attendance habits of students are more easily tracked. Imagine a school or college where a student uses their RFID enabled identity card to enter and exit the school – the school ERP system with RFID integration is able to log every entry and exit by the time of each system automatically.

In fact, the same type of tracking by a school ERP system with RFID can even be done at a more granular level, if they are using classrooms with RFID entry and exit tracking, use of special equipment that has to be checked out using RFID identity cards, and even on transport, like schools and buses.

Attendance reporting is not limited to daily updates. School ERP system with RFID can also be used to track attendance on a monthly or yearly basis – sending out reports of trends and concerns the school may have.

Automatic integration with SMS

Parents, teachers and management can rest easy about the comings and goings of their ward when a school ERP system with RFID is in place. Automated alerts can be sent out via email or SMS (text message) to concerned parents, teachers and non-education staff through the school ERP system with RFID based on student movements that are tagged through their RFID enabled identity card. No more cutting class or missing child alerts – instead all updates are tagged by time and place, thanks to the school ERP system with RFID.

More Intricate Access Permissions

School ERP systems with RFID also make demarcation of access and permissions much easier than ever before. Instead of having to log in a request or having a human administrator define access and permissions for each user turn by turn the school ERP system with RFID reads the identity card of the student, teacher, administrative staff, or parent in question and allows or disallows certain actions accordingly. With a school ERP system with RFID this is not just within the platform itself, but also extends to physical locations where RFID readers are attached – a person who does not have permission to access a specific room containing sensitive material like payroll and student information files, for instance, will not be able to access the room since the reader will immediately identify the individual as someone without the requisite permissions after checking with the school ERP system with RFID.

Recap: Things to consider before buying a School Exam Management Software

Automated HR and Payroll Processing

The wonders of school ERP system with RFID do not just limit themselves to permissions and access to physical locations. Your school ERP system with RFID integration can be set up to also automatically process updates to administrative departments or human resources about student and employee absenteeism and even process payroll based on the amount of absenteeism at the end of the month or year. This reduces the burden on human employees to track the leaves taken, absenteeism of students, etc – instead the school ERP system with RFID automatically tracks the presence of these individuals and sends out alerts, warnings, and payroll statements and processing automatically based on the information that has been collected over a given period of time.

school management software

Benefits of managing school inventory using school management software

School management software makes managing assets a breeze

What is inventory management?

Generally speaking, inventory management or asset management is the management of inventory or stock. In educational institutions like schools and colleges, these would be assets like stationary, moveable infrastructure like chair, tables, desks, blackboards, teaching aids like overhead projectors, televisions, video players, DVDs, library assets like books and magazines, etc.

Inventory management in schools, thus, is the management of these tools and resources to ensure that they are being cared for properly, utilised in the ideal fashion, and the returns on the expenditure and labour on them are high. Inventory management thus affects multiple concerns a school would have – from ensuring their investment has good returns but also ensuring that all their stakeholders benefit from everything the school or college has to offer.

Why do we need inventory management?

We talk often about how schools need to be supported by a robust infrastructure and a wealth of resources – inventory management actually takes care of the execution of these ideals. Thanks to inventory management we are able to fully and effectively use all the resources we have at our disposal in our classrooms, and on a greater scale, in our educational institutions like schools and colleges.

It would be a huge waste of financial resources and procurement efforts to be lackadaisical about inventory management in our already underfunded and under-resourced schools and colleges. A carefully planned and consistent approach to the management of these resources would ensure that we gain the maximum use from them while also ensuring their longevity. Inventory management ensures we get the best returns on our expenditures on much-needed assets, tools, resources, and infrastructure in our schools and colleges.

How can school management software help with inventory management?

School management software was built to really streamline the process driven aspects of running a school or a college. Inventory management, which is a highly process driven function, would then be right in its wheelhouse. School management software is helpful to this process in many ways if the right one is chosen. With a school management software like Fedena, for example, schools and colleges are at the very incept able to better organise their inventory. School management system insists for the creation of a store that defines the kind of inventory being added to the school management software.

For instance, if you choose stationery, all stationery related items are to be added into the store. Imagine this for all the inventory a school would possess – from cleaning supplies to teaching aids, to electronic items. It forces educational institutions like schools and colleges to get organised as a first step, which is where half the battle lies. After that, school management software insists on a defined process for the procurement of new inventory, the requisition of assets, tracks where all items are at any given time, and prevents theft and loss of inventory due to oversight. The marriage between inventory management and school management software is thus perfect.

What are the benefits of using school management software to manage inventory?

We have briefly described the process of using school management software to manage your inventory above. It is clear that process-driven inventory management and the use of school management software are a great fit. Below we explain in further detail how school management software benefits schools and colleges who want to better their inventory management process and see better outcomes:

Better organisation of school property

The first highly visible benefit of using school management software to manage school tools, resources, infrastructure – just all of an educational institution’s assets – are that you will immediately see this entire process becoming more organised. When educational institutions use school management software they are forced to first make an accounting of all the assets they possess and register them within the software. This means there is one place they can turn to to get a comprehensive and detailed reckoning of all their assets.

Superlative tracking of assets

Since all requests for use, requisition, procurement and disbursal of assets go through a school management software all school property is closely tracked. Those with the authority to check items out have to do so using the school management software. This cuts down on one-time borrowing or informal exchanges – which is invariably how schools lose track of their assets. This also means that there is a drastic reduction in the loss or theft of expensive school property. It is apparent within one glance where any given item, tool, resource, or asset is with the school management software since it cannot be signed out by an unauthorised person. The person responsible for an asset is obvious and school management software features like account and access history help make this tracking easier.

Recap: Future of Online Education in India by 2021

Anytime and anywhere accessibility

No more standing in queues or filling out forms in triplicate for administrators managing inventory or the students and teachers trying to access them. The process of inventory management is far quicker and simpler than ever for all stakeholders – all thanks to the use of school management software. Students and teachers seeking to check out an item can only do so through the school management software. They can only do this if they are authorised to do so, which rules out an unauthorised misuse of school inventory. After this, they have to place a request through the school management software to procure the item in question. Unlike before when this would have to be done with the inventory manager in person, after following a laborious and time-consuming process, teachers and students can log in any time into their school management software and raise an indent or a request for a certain item that they need. This does not need to be done within school hours but at any time or place of their convenience. This anywhere and anytime accessibility thanks to school management software means that school inventory is actually helping the very people it was meant to help while also being used appropriately – a win-win for all stakeholders!

school management system

Designing an Institute ID Card using School Management System

How your school management system can make the process easier

Why do you need an ID Card?

An ID card might seem like a relic of the pen and pencil era for schools who are firmly placed in the digital world. As educational schools move towards digital platforms for the running of their schools, do we still need a physical ID card for students? Is this not just outdated thinking?

While the benefits of using technology solutions are something to ordinarily advocate for, in the case of the creation and issue of ID cards, old is still gold. This is an easily produced, tangible form that validates the student’s identity at any given time. There is no reliance on network, technology, platforms, or devices that are compatible with the needs of the authority checking for the ID card.

A physical ID card can also be used across campus for a variety of objectives – from entry into restricted areas to transactions at the cafeteria to being a pass to check out books at the library, a physical ID card serves as a sort of convenient passport to access various facilities and resources across the educational institution.

It also means that this form of ID is useful in emergency situations where a student may not have access to electrical power, or their electrical devices, or network that accesses their info from a cloud. It also works as a final physical ID in case the student has been electronically locked out of their account or services on campus.

It is best if a student’s ID card is made on the school premises using school resources. The benefits of doing an in-house production and issuance of ID cards using the school management system are many. Below we explore the detailed benefits of not just creating and producing ID cards in-house, but also why using your school management system is the best way to produce ID cards.

Benefits of designing school IDs in-house using school management software

In-house production ensures security

Using the in-house school management system to create and produce ID cards for students has multiple benefits, but the primary one is that it is the most secure way to create an ID. We need an ID to be valid and reliable as a source of validating who the student is – knowing that this ID card has been produced within secure school facilities, using the school’s own school management system lends an authenticity to the ID card which cannot be replicated when relying on a vendor. When it comes to something as important as an ID card, it is better to use the school management system and be safe, rather than sorry.

Faster and more efficient in-house production

Using the in-house school management system is a far more efficient and timely process than relying on an external vendor to produce a student’s ID card. The time lag between raising a request, producing the ID card using external equipment and then delivery of the card to the office who would then hand it to the student at an appointed time is too long to ignore. Using the school management system to produce the ID card is much faster, instead.

Easy replacement in case of loss or changes

Students lose ID cards or need their information updated on the ID card all the time. We have already discussed above how using an external vendor is incredibly time-consuming – think of this time delay magnified by the repeated loss of student ID cards! Students also often need their information updated whether it be a grade change, permissions and access update, or something as simple as an address change. Easy and quick issuance of a new ID card is possible with your school management system.

Recap:  How Schools Can Protect Their Data During Security Breach?

More cost-effective ID card production

It is not news that schools and other educational institutions are always working on a tight budget. Relying on an external vendor looking to make a profit for something as ubiquitous as an ID card is poor financial planning. Instead, using the in-house school management system to create, produce and issue these ID cards is much cheaper in the long run – this is a financial outlay that pays for itself!

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.