Every module.
One link.

Define fee plans per class or per student, generate monthly or installment challans for the whole school in one go, and collect at the counter, by family, or through the bank. Discounts and payments can go through approval, every receipt is printable, and old dues carry forward automatically.

What you get

• Fee plans and particularsBuild fee plans from your own fee heads (tuition, transport, exam, admission) with per-month amounts and repeating months.
• Per-student fee changesChange one child's fee for a single challan or permanently, with concessions recorded against the plan.
• Generate challans in bulkCreate the month's challans for a campus, class or the whole school in one click, with optional prorating and first-time payables.
• Installment challansSplit a large fee (annual charges, admission) into installments on separate vouchers.
• Arrears carried forwardUnpaid balances roll into the next challan; a month-wise breakdown of old dues can print on the voucher.
• Add amount to generated challansAdd a fine, an extra charge or a custom head to challans that already exist.
• Pay or print challansTake full or partial payment, print single, family or compact multi-per-page vouchers.
• Family-wise paymentCollect for all siblings together and print one receipt for the family.
• Direct paymentTake money without going through the challan list, for one-off receipts.
• Discounts with approvalGive a discount on a challan; discounts and payments can wait for a manager's approval.
• Consolidated receiptsWhen a parent pays several months at once, print one receipt instead of one slip per month.
• Challan settings and brandingBank account, header/footer notes, vertical or horizontal voucher layouts and school branding.
• Yearly fee incrementRaise fees for a new session across students in one operation.
• Payment historyEvery payment a student or family has ever made, in one list.

How it works

Screens & reports

Schools often ask

• Can parents pay at a bank instead of the school counter?
  Yes. EDUBase integrates with major Pakistani banks and payment channels; the voucher carries a consumer number and the payment is posted to the child's account automatically.
• Can we split a big fee into installments?
  Yes. Generate Challan Installment Wise creates separate vouchers for each installment.
• Do old dues carry forward?
  Yes. Any unpaid balance appears on the next challan, and the printed voucher can show a month-wise breakdown of what is pending.
• Can a paid challan be corrected?
  Payments can be edited or reversed by users who hold that privilege, and every change is written to the activity log.

Works with

Fee receipts and salary payments post to the books automatically, and other income and expenses are entered on simple forms. The finance module gives you a full double-entry ledger with accounting periods, year-end closing, partner or shareholder accounts, and the standard statements a school owner or accountant expects.

What you get

• Chart of accounts and GL groupsYour own account heads, grouped and typed as asset, liability, equity, income or expense.
• Journal entry, expense and income formsPost journals directly, or use the simpler Add Expense and Add Other Income screens.
• Automatic postingsFee payments, refunds and salaries post to the ledger without re-entry.
• General ledger and GL inquiryDrill from any account into its entries for a date range, with print.
• Trial balance, P&L, balance sheetStandard statements with separate debit and credit columns and day-wise P&L.
• Cash report and daily snapshotWhat came in and went out today, and a frozen daily picture of students, fees and cash.
• Accounting periods and year endClose periods so nothing can be posted into them, and close the financial year with proper closing entries.
• Shareholders and partner accountsTrack partner capital and ratio-based distribution of profit.
• Reversal-only correctionsIn the new ledger a posted entry is never edited or deleted; it is reversed, with both entries kept.
• Old vs new ledger comparisonRun the new ledger alongside the old one and compare account by account before switching.
• Voided transactionsA list of every cancelled fee transaction, with who and when.

How it works

Screens & reports

Schools often ask

• Do fee payments go to the ledger automatically?
  Yes. Every fee payment and salary payment creates the matching journal entries.
• Can we close the financial year on 30 June?
  Yes. Ledger Periods & Year End produces the closing entries and the year's P&L.
• Can partners see their share of profit?
  Yes. Shareholder accounts and ratio-based distribution are supported.

Works with

Staff raise a request for money, an authorised person approves the full or a smaller amount, the cashier issues it, and the bill closes it. Until the bill comes back the advance sits against the person's name, so the school always knows who is holding its money.

What you get

• My RequisitionsStaff enter what they need, for which campus, with itemised estimated cost; each request gets its own number.
• Approvals with partial amountsApprove less than requested, or reject with a reason; decision and approver are kept.
• Issue paymentPay only after approval, up to the approved amount, by cash, cheque, transfer or online, from a named account.
• Settle with the billRecord the actual spend, refund the difference or carry it to the next requisition.
• Three separate permissionsRequest, approve and issue can be three different people.
• Outstanding advances reportWho still holds school money, and for how long.

How it works

Screens & reports

Schools often ask

• Why is an issued advance not showing as an expense yet?
  Because it is not spent yet. It becomes an expense when the bill is settled; until then it is a receivable against the person.

Works with

Fee vouchers carry a consumer number that partner banks and payment aggregators can look up and pay. When the parent pays, the bank calls EDUBase, the challan is marked paid, and the finance ledger is updated, with no manual entry at the school.

What you get

• Consumer number on the voucherEach challan prints a bank-ready consumer number the parent can use at a branch, ATM, mobile app or 1Bill/1LINK channel.
• Real-time postingBank inquiry and payment calls are answered in real time; the payment appears in Paid Challans and Payment History immediately.
• Paid-voucher protectionA challan already paid answers as paid to any later inquiry, so a family cannot be charged twice.
• Per-school activationBank collection is enabled per school and per bank; the school keeps counter payments alongside.
• Reconciliation viewsBank payments are visible in Payment History and Day Wise Paid Challans like any other payment.

How it works

Screens & reports

Schools often ask

• Which banks are supported?
  Current integrations include HBL, Bank Alfalah, Meezan Bank, PayPro and KuickPay, and through them 1Bill and 1LINK channels. Ask about a bank not on this list.
• Do we need to change our bank account?
  No. Collection is set up against the account the school already holds with a supported bank.

Works with

Set up subjects, test types and grading once, then enter marks class by class on award lists, print result cards in your school's branding, and share marks with parents when you decide to. Date sheets, roll number slips and exam-hall allocation are on the same menu.

What you get

• Subjects, groups and subjects in classesDefine subjects and subject groups and attach them to classes; combined award lists cover several subjects.
• Test types and weightageMonthly tests, mid-term, final and any custom exam type, with weightage for term totals.
• Grading policiesSchool-wide or class-specific grade bands and pass marks.
• Award lists and marks entryCreate award lists per class, subject and exam, enter or update marks, and send marks SMS in the same step.
• Subject allocationAssign optional or elective subjects to individual students.
• Show or hide marks in the Parents AppEnter results now and release them to parents at PTM time.
• Result cards and report designsThemed result cards, month-wise, subject-wise, term-wise and combined reports with school branding and custom signatures.
• Positions and pass rulesClass and section positions, optionally counted only among students who passed every subject.
• Date sheetsBuild and print exam date sheets per class.
• Roll number slips and exam hallsAssign exam roll numbers and halls, and print roll number slips.
• Excel and printEvery award list and report can be printed or exported.

How it works

Screens & reports

Schools often ask

• Can we change the result card design?
  Yes. Result cards, award lists and other printouts follow your school's colour theme, logo and signature settings.
• Can teachers enter marks from their phones?
  Marks are entered on the web award lists; the Teacher App covers attendance, diary, PTM and messaging.
• Do parents see marks the moment they are entered?
  Only if you choose. Marks can be hidden in the Parents App until you release them.

Works with

Create a term event, schedule class sittings with one or more teachers, publish to notify parents in the Parents App, then record who came, what was discussed and each subject's strengths and weak areas. Teachers can dictate a voice note in the Teacher App and the system drafts the summary for them to edit.

What you get

• PTM EventsThe whole occasion, for example 1st Term PTM, kept as a draft until published.
• Class sittingsOne sitting per class with campus, sections, date and the teachers holding it.
• Parent notificationPublishing pushes the invitation to every family in scope.
• Structured evaluationAttendance, contact number, remarks, strengths, weak areas, areas to improve, subject-wise performance.
• Voice notes with AI summaryThe teacher records the meeting; a written summary is drafted for the teacher to edit; the audio is kept.
• Parent feedbackParents who attended can send feedback from the app.
• PTM ReportAttendance per class, weak subjects, who did not come, term-over-term comparison.
• Owner oversightStatistics and playable voice notes in the Owner App.

How it works

Screens & reports

Schools often ask

• Can two teachers hold one meeting?
  Yes. Every teacher added sees the sitting in their app and writes into the same record.
• Do parents see the meeting notes?
  Parents see the PTM in the app and can send feedback; what is shared is decided by the school.

Works with

Teachers write the daily diary for their assigned classes in the Teacher App and parents read it in theirs; the office can view, print or save it as an image. Notices and news reach parents and staff in the apps, complaints and suggestions from parents land in one queue, and houses group students for sports and events.

What you get

• Student DiaryClass work, home work and attachments per subject, filtered by class, section and date; edit, print or save as image.
• Diary approvalOptionally have diaries approved before parents see them.
• Notice Board and NewsAnnouncements to parents and staff, with read tracking.
• Complaints and SuggestionsEverything parents send from the app, in one report.
• House ManagementCreate houses, allocate students, list students by house.
• Student Leave ApprovalApprove leave applications parents send from the app.

Screens & reports

Schools often ask

• Can the office send the diary once for all teachers?
  Yes. Teachers can send their own, or submit to the admin who sends once.

Works with

Attendance can be taken by class, in bulk across classes, from the Teacher App, or automatically from QR and biometric devices. Absentee SMS or WhatsApp goes out the same minute, and attendance fines can flow to the fee challan.

What you get

• Take attendance by classThe daily register per class and section with your own attendance marks (Present, Absent, Late, Short Leave).
• Bulk attendanceMark several classes or the whole campus in one screen.
• View and updateCorrect a past day, with the change logged.
• Absentee alerts to parentsSend absentee SMS or WhatsApp to parents; the Owner App lists today's absentees with call and WhatsApp buttons.
• Attendance sheetsBlank and filled attendance sheets for print.
• Individual and combined reportsPer-student, per-class, day-wise and combined attendance summaries.
• Attendance fine to challanOptionally add an absence fine to the next fee challan.
• Attendance alertsBe told when a class or employee has not been marked by the expected time.
• Custom attendance marksChoose which acronyms your school uses.

How it works

Screens & reports

Schools often ask

• Can attendance be marked from a phone?
  Yes. Teachers mark their assigned classes in the Teacher App, and students can also be scanned in with the QR Attendance App.
• Do parents get an SMS when a child is absent?
  Yes, if the school enables absentee messages; SMS, WhatsApp and Parents App notifications are supported.

Works with

Print QR ID cards and scan them with the free QR Attendance App, connect fingerprint or face devices, or let staff mark from their phone only inside the school's map radius. Time-in and out rules such as automatic Short Leave for early clock-out apply the same way whatever the reader.

What you get

• QR Attendance AppA free Android app that scans student and employee QR cards and marks attendance in real time.
• QR ID cardsPrint student and employee cards with QR codes in your school's design.
• Biometric device supportConnect standard fingerprint/face terminals so their punches mark attendance in EDUBase.
• Registered devicesSee and remove the devices registered for attendance.
• Geo-location attendancePin each campus on a map with a radius; staff attendance from the Teacher App must be inside it.
• Out-time rulesAutomatically record Short Leave when an employee clocks out earlier than the allowed time.
• Instant parent notificationA gate scan can send an SMS, WhatsApp or app notification to the parent.

How it works

Screens & reports

Schools often ask

• Is the QR app free?
  Yes. It is on Google Play and is included with the platform.
• Can we use our existing biometric machine?
  Standard biometric attendance terminals can push punches to EDUBase; ask us about your model.

Works with

The EDUBase face attendance app runs on an ordinary Android tablet, recognises enrolled students and staff on the device itself, checks for a live face, and marks attendance through the same path as the register, so parent alerts and reports work unchanged. Gates are named and monitored from the web portal.

What you get

• On-device recognitionRecognition runs on the tablet, so a slow internet connection does not hold up the queue at the gate.
• Liveness checkA photo held up to the camera is not accepted.
• Face Attendance Gates screenName each gate, see last check-in and last punch, pause a gate, and see which gate marked a person.
• Same alerts as the registerParents get the same absentee or arrival messages as any other attendance method.
• Device tokensEvery tablet has its own credential; a lost tablet is cut off without changing anyone's password.

Screens & reports

Schools often ask

• Do we need special hardware?
  An ordinary Android tablet with a front camera, mounted at the gate.
• Is this available today?
  The gate app is in pilot with selected schools; contact us to join.

Works with

Messages lives in the top bar of the web portal and in the Teacher, Parents and Owner apps. The school decides who may message whom, every message is screened for personal contact details before it is stored, and a Communication Report gives the record when somebody asks what was said.

What you get

• One thread, every partyStaff, teachers, parents, students and the owner each sign in through their own app and meet in the same conversation.
• Communication SettingsDecide whether parents may message teachers directly and which staff are reachable.
• Contact guardPhone numbers and similar details are screened before a message is stored.
• Communication ReportExport or review conversations when a complaint needs the facts.
• Owner oversightThe owner sees conversations across campuses in the Owner App.
• Push notificationsA phone notification says you have a message; the message stays inside the platform.
• Flag a threadAnyone can flag a conversation for review.

How it works

Screens & reports

Schools often ask

• Can parents message any teacher?
  Only what Communication Settings allows. Many schools route parents to the class teacher and the office only.
• Is this SMS or WhatsApp?
  No. It is in-app messaging; SMS and WhatsApp are separate channels for notifications.

Works with

Fee challans, absentees, marks, notices, reminders and PTM invitations can all go out as SMS, WhatsApp or Parents App notifications. Use the free SMS Sending App on an Android phone with your own SIM, a branded SMS gateway, or link your school's WhatsApp number by QR code.

What you get

• SMS BlasterSend a message to any selection of students, families, classes or staff.
• Free SMS Sending AppAn Android app that sends the portal's SMS queue from the school's own SIM, campus by campus.
• Branded SMS gatewayConnect a masking/branded SMS provider through SMS Gateway Settings.
• WhatsApp ServiceLink your school's WhatsApp number by scanning a QR; use the hosted service or the desktop sender on a school PC.
• SMS templatesYour own wording for challan, absentee, marks and HRM messages, with placeholders.
• Notice Board and NewsAnnouncements that appear in the Parents App and Teacher App, with read tracking.
• Delivery logsSMS Report, Family SMS Report and App Notification Report show what was sent and to whom.
• Balance and historyWhatsApp balance, sending statistics and message history on one screen.

How it works

Screens & reports

Schools often ask

• Do we have to buy SMS from EDUBase?
  No. The free SMS app uses your own SIM package. Branded SMS and WhatsApp are optional add-ons.
• Can we send the fee voucher on WhatsApp in bulk?
  Reminders and notifications go out in bulk on WhatsApp; the voucher itself is paid at the bank or printed.

Works with

Keep every employee's profile, department, designation, employment type, shift and documents. Create the Teacher App login from the same record, assign classes for attendance and diary, approve leave, post staff notices, and print appointment letters, experience letters and employee cards.

What you get

• Employee profilesPersonal, contact, qualification and bank details with a configurable form and document uploads.
• Departments, designations, employment typesYour own organisation structure and grades.
• Shifts and time in/outPer-employee weekly timings and shift templates used by attendance and payroll.
• Teacher App loginCreate the teacher's app login from the employee record and assign classes and subjects.
• Leave approvalStaff apply from the Teacher App; managers approve on the web or the Owner App.
• Employee notice boardAnnouncements for staff, read in the Teacher App.
• Letters and cardsAppointment letter, experience letter, character certificate, bank account letter, salary slip and employee QR card from your own print templates.
• Security depositTake a security payment from staff and return it when they leave.
• Staff SMSSend SMS to employees and see the log.

How it works

Screens & reports

Schools often ask

• Can teachers see their own attendance and salary?
  Teachers see their attendance and payslip in the Teacher App.
• Can we customise the employee form?
  Yes. Choose which fields appear and which are mandatory.

Works with

Mark staff daily or enter a whole month at once, correct a day with the change logged, and lock the month when salaries are done. Late arrival, short leave and absence feed the salary calculation automatically.

What you get

• Take and update attendanceDaily marking with per-day corrections.
• Monthly attendanceEnter a month in one grid for schools that do not mark daily.
• Lock attendanceFreeze a month so nothing changes after salaries.
• Automatic marks from devicesQR, biometric, face and geo-fenced app punches mark staff in and out.
• ReportsCombined, individual, monthly and general attendance reports for staff.

Screens & reports

Schools often ask

• Does late arrival affect salary?
  It can. Late, short leave and absence rules feed deductions in the salary calculation.

Works with

Create a salary plan per employee, run the month's calculation with attendance-based deductions, route advances and increments through approval, then pay and print slips and the signature sheet. Salaries post to finance automatically.

What you get

• Salary plansBasic pay plus your own allowances and deductions, with an update history.
• Increment and salary plan approvalsChanges wait for a manager's approval, on the web or the Owner App.
• Advance salaryRecord advances and recover them from the next salary.
• Calculate and generate salaryMonth-end calculation with attendance, leave, late and lecture-based adjustments.
• Pay and printPayslips, salary report and the signature sheet; reverse a salary paid by mistake.
• Employee salary reportOne employee's salary history and net pay over time.
• Ledger postingSalary payments post to the finance module.

How it works

Screens & reports

Schools often ask

• Can we pay some staff per lecture instead of a monthly salary?
  Yes, with Lecture-Wise Salary for visiting faculty.

Works with

Colleges and academies set a rate per lecture by class, section or subject, record the lectures delivered, approve the register, and the salary calculation pays exactly what was approved, with a frozen breakdown on the payslip.

What you get

• Rate cardRates by class, section and subject; the most specific rate wins, blank means any.
• Lecture registerRecord lectures per teacher per day, with approval before payment.
• Separate register and approval rightsWhoever records cannot also approve unless given both rights.
• Payslip breakdownThe slip shows the lectures and rate that made up the pay.
• Lecture-Wise Salary ReportEvery teacher's lecture earnings, labelled Paid or Not calculated yet.

Screens & reports

Schools often ask

• Can a teacher have both a fixed salary and lecture pay?
  A teacher is either on a fixed salary or on lecture-wise salary for a given month; a lecture-based incentive on top of a fixed salary is a separate, older option.

Works with

The reception registers a visitor and where they are going, the security guard checks people in and out at the gate, meetings with the principal or a teacher are booked and their outcome recorded, and a student leaving mid-day gets an exit pass with the time logged. A dashboard and reports show visitor traffic.

What you get

• Register VisitorName, purpose, whom to see, and which office they are sent to.
• Gate EntryThe guard's screen for check-in and check-out.
• Visitor MeetingsBook a meeting with the principal or a teacher and record what was decided.
• Student Leave / Exit PassAllow a child to leave early, note who collected them and when.
• Visitor Dashboard and ReportsHow many visitors came, for what, and how long they stayed.
• Visitor SettingsYour own list of offices and purposes.

How it works

Screens & reports

Schools often ask

• Is the exit pass the same as a leave application?
  No. Leave applications come from parents through the app and are approved under Student Leave Approval; the exit pass is for a child leaving during the day.

Works with

Collection and defaulter reports answer the daily questions of a school office: how much came in today, which families are behind, and which class collected what. The Fee Audit Report keeps last year's figures frozen even after students are promoted, and Student Wise Fee Status shows paid versus unpaid counts per class.

What you get

• Day Wise Paid ChallansThe cash-up report: everything collected, by day and by user.
• Detail Fee ReportCharges and payments broken down by student, particular and month.
• Fee defaulters three waysBy total amount, by family, or by month, each with print and SMS/WhatsApp actions.
• Student Wise Fee StatusHow many students in each class have paid this month and how many have not.
• Fee Audit ReportHistorical fee collection by the class and session at the time of billing, unaffected by later promotions; collected shown as cleared, awaiting approval and total.
• Class Wise Fee Particular ReportHow much each fee head (transport, tuition, exam) raised per class.
• Fee IntimationWhat families are being asked for this month, before they pay.
• Print fee reminder lettersReminder slips for families who have not paid, ready to hand out.
• Excel exportEvery fee report exports to Excel or CSV, including full-year audit exports.

How it works

Screens & reports

Schools often ask

• Why does last year's fee report change after promotion?
  Live reports follow the student's current class. The Fee Audit Report uses the class recorded on each challan when it was issued, so history stays put.
• Can the owner see collections without logging into the web portal?
  Yes. The Owner App shows collection, defaulter and daily profit/loss figures on the phone.

Works with

Examination Reports produces class, subject, term and combined result views with positions and grades. The Teacher Performance report turns the same results into a per-teacher picture: pass rate, averages, best and weakest subjects, comparison with other teachers of the same subject, and term trend.

What you get

• Examination ReportsClass, section, subject and term views with grades, positions and printable result cards.
• Teacher PerformanceEvery teacher's exam results, pass rate and averages, compared against other teachers of the same subject.
• Term trendSee whether a teacher's classes are improving across terms.
• Teacher attendance in the scoreThe performance score can also weigh the teacher's own attendance.
• Optional rankingRank teachers school-wide when the school wants to.
• Excel and printExport or print any report.

Screens & reports

Schools often ask

• How does the system know which teacher taught which subject?
  From the teacher assigned on the award list, so results are attributed to the teacher who actually taught and marked.

Works with

Instead of opening six reports to understand one child, Student 360° shows everything the school already holds for one period on one page, with a 360° score, risk flags and a journey timeline, computed by the same code as the source screens.

What you get

• 360° score and risk flagsA weighted score across attendance, academics, fee and conduct; areas with no data are left out rather than scored zero.
• Journey timelineAdmission, class changes, promotions and key events in order.
• Marks and positionExam results and class position for the period.
• Attendance and feeAttendance percentage and fee standing side by side.
• Conduct recordsDisciplinary and appreciation notes kept against the child, with separate rights to read and to write.
• Meetings and complaintsPTM notes and complaints for that child.
• SiblingsJump to the brothers and sisters in the same family.

Screens & reports

Schools often ask

• Is the 360° score the same as the exam result?
  No. It combines several signals; marks are one of them.

Works with

The web dashboard and the Owner App give the owner or principal today's income, expenses and net balance, attendance percentage, new admissions and leavers, fee defaulters, staff attendance and every report card, per campus or combined.

What you get

• Daily P&LToday's income, expenses and net balance.
• Student, employee and financial report hubsAbsentees, defaulters, admissions, inactive students, staff attendance, salary, monthly P&L, cash report.
• Approvals on the phoneAdvance salary, increment, salary plan, student leave, employee leave and diary approvals.
• Campus selectionSwitch campus or view all.
• Subscription and app analyticsSee the school's EDUBase subscription and how many parents use the app.

Screens & reports

Works with

Once your fee policy is set, EDUBase can do the monthly routine itself: create the challans on a fixed date, apply the late fee after the due date (skipping weekends and holidays), and send defaulter reminders on the day you choose. Every automation ships switched off, previews before it acts, and shows its full run history.

What you get

• Scheduled challan generationSet the generation day, due date, expiry, campus and class scope once; the challans are created every month on that date.
• Parent alerts on generationOptionally send the school's own SMS template and a Parents App notification when the scheduled challans are created.
• Late fee automationApply your existing late fee policy on the due date, the day after, or after a grace period, with per-day fines that keep accruing up to the policy limit.
• Holiday-aware runsFines never land on a weekly off or a Holiday Calendar date; they move to the next working day.
• Preview before applyEvery automation has a preview that shows exactly which children would be affected and by how much, charging nothing.
• Automatic fee defaulter remindersPick the day, hour, channels (SMS, WhatsApp, branded SMS, app) and recipients; the reminder goes out monthly by itself.
• Two defaulter definitionsChase everyone with a balance, or ignore families who have paid something this month.
• Run historyEach run is logged with what it did, so a missed or double month can be traced in seconds.
• Bulk generation without waitingSchool-wide challan runs are queued in the background and you are notified in-app when they finish.

How it works

Screens & reports

Schools often ask

• Will it charge old challans the day we switch it on?
  No. The first late-fee run looks at that day only; it does not go back over months of old challans.
• What if the generation date is the 31st?
  Dates in short months move to the last day of that month, so February is never skipped.
• Is anything sent without our approval?
  Every automation starts switched off, and reminders send only to the channels and recipients you tick.

Works with

An AI support assistant sits inside the portal and answers how-to questions from EDUBase's own knowledge base, with links to the exact screen and tutorial video. It understands Roman Urdu, accepts voice input, can pre-fill a form for you to review, summarises PTM voice notes, and can scan account data for inconsistencies.

What you get

• In-app support assistantAnswers from EDUBase's own documentation, with deep links to the screen and the tutorial video.
• Roman Urdu and EnglishAsk the way your staff actually write.
• Voice inputSpeak the question; the transcript comes back in Latin letters.
• Form-fill copilotDescribe what you want (for example this month's challans with a due date) and the assistant proposes the fields; you review and save.
• PTM voice-note summariesTeachers record the meeting; a written summary is drafted for them to edit.
• AI Account Scanning & AuditingA read-only scan that lists records that look contradictory (for example enrolled with a leaving date) for a person to confirm.
• Communication risk scan (optional)A scheduled review of flagged conversations for the school's own oversight.
• In-app documentationA Docs page of guidelines per feature, and a page brief on new screens.

Screens & reports

Schools often ask

• Does the assistant change our data?
  No. It answers questions and can pre-fill a form; saving is always done by the user.
• Which language does it understand?
  English and Roman Urdu.

Works with

Create unlimited staff logins, grant screens and actions individually or by role, restrict users to their campuses, and read the User Logging page to see who created, changed or deleted any record, with the changed fields highlighted and a severity badge.

What you get

• Users and privilegesPer-user, per-screen and per-action rights, including view-only versus edit.
• Campus scopeA user sees only the campuses granted to them.
• User LoggingPlain-sentence activity log with critical/important/normal severity, filters and a link that opens the record with the change highlighted.
• Daily summaryA digest of important changes goes to the navbar bell and the Owner App.
• ApprovalsPayments, discounts, salary changes, admissions and leave can require a second person.
• Data truncate (controlled)Clear demo or test data under strict rights, with the action logged.
• Password resetStaff passwords are reset by an admin; parents log in with a one-time code.

Screens & reports

Schools often ask

• Can a clerk see fee screens but not delete payments?
  Yes. Deleting or editing payments is a separate right.
• How do we find out who deleted a student?
  Open User Logging, filter by the record; the entry names the user, the time and the change.

Works with

EDUBase Cloud is hosted and maintained by the EDUBase team. Every school has its own separate database, staff sign in with a school code plus username, parents with a one-time code, and the platform is monitored around the clock with automatic alerts.

What you get

• One database per schoolYour records are never mixed with another school's.
• Institute code loginStaff sign in with the school's code, a username and password; sessions expire.
• Parent OTP loginParents log in with a rotating one-time code sent to the registered mobile.
• BackupsRegular database backups kept off the application servers.
• MonitoringExternal monitoring of the servers, the resolver and the messaging gateway with alerting.
• Encrypted transportAll portal and app traffic runs over HTTPS.
• Device tokensAttendance tablets and phones use their own revocable credentials.

Screens & reports

Schools often ask

• Where is our data hosted?
  On managed cloud servers operated by EDUBase, in a database dedicated to your school.
• Can we get a copy of our data?
  Yes. Reports export to Excel, and a full export can be arranged through support.

Works with

Admit students, keep their profiles, family links, photos and documents current, and move them between classes and campuses without retyping anything. Enquiries, admission approvals, class capacity and bulk edits are all handled on the same screens the rest of the system reads from, so fees, attendance and exams always see the same child.

What you get

• Admission formA configurable admission form with guardian details, family number, session, fee plan and photo, printable blank or filled.
• Admission enquiriesRecord walk-in and phone enquiries before they become students, and convert them when the family confirms.
• Admission approvalsRoute new admissions through an approval step when a class is full or a discount is requested.
• Class capacity limitsSet how many students a class or section can take so admissions stop, or go to approval, when it is full.
• Family groupingLink siblings under one family number so fee vouchers, payments and reminders can work per family.
• Batch transfer and promotionPromote a whole class to the next session or move students between sections and campuses in one action.
• Bulk updateChange class, section, status, fee plan or any other field for many students at once.
• Active, inactive and left studentsMark leavers with a leaving date, keep their history, and re-activate a returning child.
• Students Not Currently EnrolledA separate view of leavers so their old dues, challans and payment history stay reachable.
• Student change logSee who changed a student's fee, class or status, and when.
• Student QR codes and ID cardsPrint QR ID cards for students that work with the QR attendance app.
• Automatic roll numbersOptionally let the system assign the next roll number school-wide or per section on admission.
• Students by userSee which staff member admitted or manages which students.

How it works

Screens & reports

Schools often ask

• Can we import our existing students from Excel?
  Yes. During onboarding the EDUBase team uploads your student data from a filled Excel template, and after go-live you can add or update students in bulk from Excel yourself.
• What happens to a student who leaves and comes back?
  Mark the student inactive with a leaving date; the record and its history stay. On return, re-activate the same record so nothing is lost.
• Can we stop admissions when a class is full?
  Yes. Set a capacity per class or section; new admissions beyond it are blocked or sent for approval.

Works with

Print student and employee ID cards with QR codes, leaving and character certificates, warning and consent letters, admission forms, and staff letters, all from print templates you control. A branding screen applies your logo, colours and signatures to cards, result cards and reports.

What you get

• Student card with QR codeVertical or horizontal cards with photo, QR and expiry.
• CertificatesSchool leaving, character and custom certificates with your own wording.
• Certificates logWho was issued which certificate and when, so duplicates are never given by mistake.
• LettersConsent letters, warning letters, fee reminder slips, migration slips.
• Staff documentsAppointment letter, experience letter, character certificate, bank account letter, employee card.
• Print templates and brandingColour themes, logo, footer signatures for reports, cards and result cards.

Screens & reports

Schools often ask

• Can we use our own certificate wording?
  Yes. Manage Certificates holds your text and letterhead.

Works with

Set up your campuses, the classes each campus runs, sections, sessions and the lists the admission form uses. Multi-campus schools switch campus from the top bar and see campus-wise reports; the optional Academic Duration bounds attendance and exams to the academic year.

What you get

• Campuses and citiesAny number of campuses, each with its own settings, SMS device and bank routing.
• Campus switchingStaff with rights to several campuses switch from the navbar; owners see all.
• Classes, sections and campus-classesWhich classes run at which campus, and which sections in each class.
• SessionsAcademic sessions used on student records and reports.
• Academic DurationOptional academic year dates that warn or block attendance and exam entries outside the year; fees and reports are never affected.
• Reference listsGender, religion, nationality, mother tongue, guardian relations, student groups.
• Holiday CalendarThe school's closed days, used by fee automation.
• Roll Number SeriesAutomatic roll numbering school-wide or per section.
• Admission CapacitySeat limits per class or section.

How it works

Screens & reports

Schools often ask

• Can one login manage several campuses?
  Yes. A user is given the campuses they may see and switches between them; reports can be per campus or combined.

Works with

During onboarding the EDUBase team loads your student data from an Excel template. After go-live you can upload students, fee plans, first-time arrears and challan payments yourself, and the import runs in the background with a notification when it finishes.

What you get

• Upload StudentsAdd or update students in bulk from Excel.
• Upload Fee PlansAssign fee plans to students in bulk.
• Upload First Time ArrearsBring old dues from your previous system onto the first challan.
• Upload Challan PaymentsLoad past payments so history is complete.
• Background processingLarge files are queued; you are told in-app when they finish.
• Import demo settingsStart a new school from a ready-made settings template.

Screens & reports

Schools often ask

• How long does data migration take?
  Once your Excel is filled, the upload itself is quick; the school then verifies the data before training.

Works with

The web portal gives the school control over the Parents App: analytics by class of who has installed and logs in, feature restrictions for families with pending fees, the OTP portal for login help, and the app links to send to families.

What you get

• Parent App AnalyticsAdoption by class and section, so you know which classes to push.
• Parent App PrivilegesWarn or block app features by months overdue, with per-student overrides; fee details and contact us are never blocked.
• Parent App OTP PortalStaff can look up or issue a parent's one-time login code when the SMS does not arrive.
• EDUBase App LinksStore links and download links to copy into a message.
• Announcements from the Owner AppNotices created in the Owner App reach the Parents App.

Screens & reports

Schools often ask

• Can we hide marks or diary from parents who have not paid?
  Yes, with warn or block per feature and per months overdue; fee details always stay visible.

Works with