Admissions & Fees
About the Student Management & Admissions module →Student Change Log: who changed what, and when
The full history of one student record — admission form, status and fee plan — with the old value, the new value, the person and the time.
One receipt for a payment that covers several months
How to print a single combined fee receipt instead of a separate slip per month, and what the combined slip shows.
Generating fee challans automatically each month
Set the generation date, due date and expiry once, choose whether parents are told, and EDUBase creates the challans on that date every month.
Correct a wrong paid challan
Remove only the incorrect payment transaction, then record it again with the right details.
Student Wise Fee Status Report: how many children paid, not how many rupees
Every student on the roll with their fee status for the chosen months — paid, partially paid, unpaid, or no challan generated — and exactly how each of those four numbers is worked out.
Student 360°: one child, every signal the school already holds
Profile, attendance, marks, position, fee, conduct, complaints, meetings and siblings for one student on a single screen — what each number means, and what the 360° Score is actually made of.
Bulk Challan Generation: billing a whole school, and telling the parents
Generate challans for everyone a filter matches without loading the student list, send the SMS in the same click — and why a student who has never been billed produces more than one challan.
Freezing a student: the Frozen status
How to freeze a student who is away for a period (Umrah, travel abroad) so no fee challan is generated and they drop off attendance and exam rosters, what every grid shows for them, and how to bring them back.
Recording why a student left: the Left Reason column
Where to write the reason when a student is marked Left, Expelled, Suspended or Graduated, and how it appears in the Left Reason column of the Inactive Student Report.
Daily Snapshot Report: what the school was on a past date
A record of your strength, attendance and fees as they stood each day — including which students made up the number.
Fee Audit Report: the fee history that promotions cannot rewrite
Payable, paid, discount, fine and remaining against the class, section and session each challan carried when it was generated.
Reading your Trial Balance and Balance Sheet
Why a balance can now show as a negative in red brackets, why the Trial Balance has separate Debit and Credit columns, and what to do when the two totals differ.
The New Ledger: what it is and how to start
Why there are now two sets of finance screens, what the New Ledger does differently, and the four steps to set it up.
Correcting an entry in the New Ledger
There is no edit and no delete, by design. Use Reverse — and here is why it works that way.
Closing your financial year
One action that zeroes your income and expense heads into Profit & Loss and moves the result into equity — with a preview first.
Opening balances, and comparing against your existing books
What "Not started" means, why a suspense account may be needed, and why you should correct the draft figures before posting.
Requisitions: asking for money, approving it, and paying it
The three screens under Finance › Requisitions, why they are separate, and what happens at each step.
Why money you issued does not show in your Profit and Loss
Handing money to a member of staff is a loan, not an expense. The expense appears when the bill does.
Correcting a requisition payment
There is no edit and no delete. You reverse the payment and issue the right one — and both stay visible.
Logging the bill, and what to do when it does not match
Where an advance becomes a real expense: splitting the bill across what it was spent on, and the two cases where the bill and the advance disagree.
The money left over: taking it back, or carrying it forward
What to do with the balance a person did not spend — and why one option posts an entry and the other deliberately posts none.
Who is still holding school money, and the morning reminder
The Advance Ageing report, the Requisition Register, and the nightly check that puts an overdue advance in front of the person holding it.
Fee reminders that send themselves
Pick a day of the month, pick how the reminder is sent and to whose number, and EDUBase texts every family that still owes fees on that day — checking each family's payments on the morning it sends, not when you set it up.
Examinations
About the Examinations & Results module →Award Lists: Class Wise vs Subject Wise student filtering
Which students appear on an award list depends on the Student Filtering choice and on the subjects linked to each student.
Teacher Performance Report: reading teaching out of your own exam results
Every teacher's examination results across the subjects and classes they teach — appeared, passed, failed, absent, pass rate, averages, best and weakest results, comparison with other teachers of the same subject, trend across terms and optional ranking — plus what the report can and cannot see, and why.
Subject Allocation: give a whole class its subjects in one pass
Pick a campus, class and section, and set every child's subjects on one grid instead of opening each admission form. What Save actually writes, and the two things this screen can do that the admission form cannot.
Printing a result card for a class the child has left
Result Type on Examination Reports: switching from Current Result to Historical Result to report on whoever actually sat an exam — including children since promoted to another class, and children who have left the school — plus the Result History panel that tells you which classes, exams and dates a child has marks for.
Combined award lists: locked subjects, removing a subject, and the marks screen
On a Subject Wise award list covering several subjects, a child only gets a box for the subjects they actually take. How the locked boxes work, how to remove a subject from a list that already has marks, and what changed on Update Marks and SMS.
Sort By and Order on Examination Reports
Sort By lists the students. Order lists the subjects inside every report. Both pills apply to every report on Examination Reports, not only the Result Card.
Result SMS: choose the format and see every message before it is sent
Pick the message type and format, read the exact messages and who gets them, then press Send. Absent and leave results say so instead of 0.
Attendance
About the Student Attendance module →Exclude Failed Students: positions among the students who passed everything
Rank 1st, 2nd and 3rd among students who passed every subject, instead of on totals that let a student who sat fewer subjects win. What counts as a fail, where the passing marks on the result card come from, and what a school that has never set a pass mark is being measured against.
Marking and correcting student attendance
Take Attendance marks a day for the first time; View/Update Attendance corrects a day that is already marked. Knowing which screen you need is most of it.
List absent students after the QR grace period
Tick Auto-Absent Classes, set Mark Absent After against the class In time, then read Exam → Absentees. Take Attendance showing Present is the unmarked default, not a QR scan.
What each attendance status means, and how it counts
Present, Absent, Late, Leave, Short Leave, Off Day and the rest — which ones count as attended, which are excluded from the percentage, and why the dashboard legend shows what it shows.
Experience / appointment letters: printing he or she, S/O or D/O correctly
Use the Gender Words tags in HRM print templates so one letter prints correctly for male and female staff.
Leave Allotments
Set how many days of each leave type staff get per year, overall or per campus — the Staff on Leave widget uses this to flag anyone running low.
Paying teachers per lecture instead of a monthly salary
For colleges and academies: how lecture-wise salary works end to end, and the four screens involved.
Marking and correcting staff attendance
One screen marks and corrects staff attendance for a date — and it is what salary reads when it calculates fines and deductions.
Paying, printing and hiding columns on Pay/Print Salary
Where a calculated month is paid, printed, unpaid or deleted, and how to show or hide columns on the salary grid.
Mixing gate-device and geo attendance for staff (Mark In one way, Mark Out the other)
Staff may open the day on the biometric/QR/face device and close it from the Teacher App geolocation screen, or the other way round. One day = one attendance row; whichever method records the IN, the other can record the OUT.
Left staff do not receive Teacher App or salary notifications
Marking an employee Left (or any status other than Active) turns the Teacher App off and stops salary / Teacher App notifications.
Lecture Rates — what one lecture is worth
Setting per-lecture rates, why a blank Class or Subject means "any", and which rate wins when several match.
Lecture Register — recording and approving lectures
How to record delivered lectures, why only approved ones are paid, what "Paid" entries are, and the import from attendance.
Lecture-Wise Salary Report
What each teacher earned from lectures month by month, and why some rows say "Paid" and others "Not calculated yet".
Out Time: turn an early clock-out into a Short Leave
Set how early a member of staff may leave before the day is recorded as Short Leave. One setting covers QR, biometric, face and the teacher app. Off until you switch it on — and it changes payroll, so read the last section first.
Register Visitor: capturing a walk-in once, so the gate never asks again
The front desk records who is on campus and why. Search before you type — a visitor who has been here before is re-used with their history — then choose whether they go straight to the gate or wait for a meeting.
Student Leave / Exit Pass: letting a child leave during the day
The front office authorises the child to leave, names who is collecting them, and the guard at the gate records the minute they went. It does NOT mark the register — that is the part schools get wrong.
Gate Entry: the security guard's screen
One screen for the person at the gate: check a booked visitor in, record a walk-in, check anybody out, and release a student the office has already authorised. Nothing else, on purpose.
Visitor Dashboard: today, at a glance
Who is on campus now, who is waiting, which meetings are late, and the seven-day trend. Two of the tiles answer different questions and will not always agree — that is correct.
Visitor Meetings: booking, holding and closing a meeting
Schedule a meeting for a registered visitor, watch it move to Waiting when the gate checks them in, start it, and close it with what was discussed and agreed.
Visitor Reports: who came, who they saw, how long they stayed
Filter past visits by date, type, office, staff member and status; export the rows exactly as filtered or print them on your school letterhead.
Visitor Settings: naming your own offices
The "Meeting with / going to" list that the register, the scheduler and the gate all offer, and that every visitor report groups by. Rename freely; deleting is handled carefully.
A login that only opens the gate screen
Create one staff login for the security guard's tablet: it opens straight onto Gate Entry, shows no other menu, and can be turned back into a normal login at any time.
Bulk Uploads
Update students, fee plans, first-time arrears and challan payments from a sheet — needs the Admin :: Bulk Uploads privilege.
Cash Account Privileges — who may receive a fee payment
Each login can only take payments into the cash or bank accounts ticked for it. Grant them in Admin → Users & Privileges → open the user → Cash Account Privileges.
Institute Setup: campuses, classes, fees and fines in one place
One screen to set up a new school or change an existing one — campuses, classes/sections/groups, sessions, fee heads, fee plans, late fee, attendance fine and challan branding. Every save can be undone, and a student list you upload can be reverted as one batch.
Add WhatsApp — Windows sender and who delivers messages
Schools send WhatsApp from their own Windows PC, or through Walink. EDUBase does not offer a hosted WhatsApp portal on this page.
Find a privilege fast on the Users & Privileges page
The Find a privilege box on the Users & Privileges page narrows the long list to the privileges whose name or description matches what you type.
QR Attendance Settings — device IDs, biometric readers and live status
What the two device boxes mean, how a biometric reader is registered, and what the Live Biometric Device Status card shows.
User Logging: who changed what, and how to go and check it
Every add, change and delete in your school, in plain words — with the student or record it happened to, how serious it is, and a link that opens the record with the change highlighted.
Face Attendance Gates: naming your gates, and finding which one marked a child
Every face-recognition tablet registers itself. Give each one a name your staff recognise, pause one without unplugging it, and answer a parent asking which gate marked their child and when.
Core Settings
About the School Setup & Multi-Campus module →Academic Duration — setting your academic year
Record the start and end dates of your academic year, per institute or per campus, and choose what it governs. Setting, opening or closing a year never hides, moves or deletes any of your records.
AI Account Scanning & Auditing — reading your data-quality report
A read-only scan that lists records which look contradictory or incomplete, so somebody can check them. It never corrects, moves or deletes anything, and most findings have an ordinary explanation.
Late fee policies — what each one actually charges
One policy per campus decides how much a family is fined for paying late. The eight options behave very differently, and four of them are a percentage of a fee that is not on the challan.
Roll numbers that fill themselves in
Set a roll number series once — for a section, a class, a campus or the whole school — and every new admission is given the next number in it.
Late fees that apply themselves
Set once when a late fee should be charged after the due date, and EDUBase applies it to every overdue challan on that day — moving it to the next working day when it falls on a weekend or a holiday.
Telling EDUBase when the school is closed
Record your holidays once, and anything EDUBase is scheduled to do on one of those days waits for the next working day instead.
Admission capacity — how many students each class can take
Set the seats available per campus, class or section and per academic year, see how many are filled, and optionally hold students for approval once a class is full — on new admissions, transfers, bulk imports and re-enrolments alike.
Mobile Apps
About the Parents App Controls module →Parents app: how login codes work
What a parent does to sign in, and what to do when they say the code has not arrived.
Parents app login links: issuing a QR or a one-time link
How to give a parent a one-time link or a printable QR code for the Parents app instead of reading a code down the phone — what the link proves, how long it lasts, and what is still being finished.
See a parent's login code the moment they ask for it
General → Parent App OTP Portal → Live Requests shows every code a parent has asked for in the last two hours, already readable, counting down. Nothing to press, nothing to reveal.
Student photos in the parents app
A grey avatar in the app almost always means no photo has been uploaded for that child — you fix it in Update Student. There was also a real defect that broke the photo for about one child in nine; it is fixed, and the affected records have been repaired without anyone needing to update the app.
General
Why some features are showing as unavailable
What happens when an EDUBase subscription payment is overdue, which parts of the portal are affected, and how to restore full access.
Install and share EDUBase apps
General → EDUBase App Links shows the Play Store apps and the current sideloaded APKs, including Face Attendance, with separate install and copy-link actions.
Student Diary — classwork, homework and vacation work
Teachers write classwork, homework and vacation work. Parents see them as Diary, Notes, Assignments and Vacation Work.
Find any screen fast — the Search menus box
The slim search box at the top right of every page jumps straight to any menu link by a few letters of its name.
Parent-Teacher Meetings: from scheduling to the report
The three PTM screens, the order they are used in, and what reaches the parents app.
PTM: what parents are told, and the two things schools get caught by
When the parents app notifies a family, what it shows them, and why a teacher may not see their own meeting.
Sending WhatsApp from your own school number
Install the WhatsApp Desktop Sender on one school computer and EDUBase notifications go out from your own WhatsApp number.
See EDUBase running on your own school's data.
A 30-minute online demo, in English or Urdu, using your fee plans and classes. No installation, no commitment.