EduCore — School Management Platform

Complete school management, from admission to alumni.

What is EduCore?

EduCore is a comprehensive school management platform built by Indus Knowledge Solutions. It replaces spreadsheets, paper registers, and fragmented software with a single, unified system that every school stakeholder uses — administrators, teachers, accountants, parents, and students.

Built for Indian schools. CBSE, ICSE, and State Board report cards. Indian fee structures with UPI tracking. Attendance registers in the format inspectors expect. Everything works on the 14-inch laptops and Android phones that Indian schools actually use.

Platform Capabilities

Student Management

• Complete student profiles — photo, Aadhaar, blood group, category, religion, parent details
• Admission workflow with auto-generated admission numbers (branch-prefixed)
• Bulk CSV import and export with downloadable templates
• Advanced search and filtering — by name, admission number, class, section, gender, category
• Student promotion (bulk, class to class)
• Sibling detection and linking
• Student history and timeline
• Custom fields — schools define their own additional fields (up to 10)

Fee Management

• Configurable fee structures per class and category
• Multiple fee heads — tuition, transport, lab, annual, and custom
• Fee collection with printable receipts (cash, cheque, UPI, online, bank transfer)
• Bulk fee collection by class
• Partial payment acceptance
• Late fee auto-calculation with configurable rules
• Configurable discounts — sibling, merit, staff-child, EWS, early-bird, or custom types
• Fee defaulter tracking with 30/60/90+ day aging buckets
• Cheque bounce handling — mark bounced, auto-reverse payment, optional penalty
• Fee carry-forward across academic years
• Pro-rated fee refund on withdrawal
• Receipt numbering (sequential, branch-wise)
• Daily, monthly, and class-wise fee reports

Attendance

• Daily attendance marking — present, absent, late, half-day
• Mark 40 students in under 2 minutes
• Period-wise attendance for Classes 9-12 (subject-wise tracking)
• Staff/teacher attendance
• Below-75% attendance flag (CBSE compliance)
• Email alerts on absence (same-day notification to parents)
• Printable attendance register — monthly grid format for school inspections
• Holiday auto-skip via calendar integration

Exams & Report Cards

• Exam creation — unit test, half yearly, annual, custom
• Subject-wise marks entry with auto-grade calculation
• Configurable grading scales — CBSE 9-point, percentage-based, or custom
• Practical marks — separate theory and practical columns for Science/CS
• Rank generation — class rank, section rank, subject toppers
• CBSE report card — exact format with letterhead, scholastic/co-scholastic areas
• ICSE report card — IA + External split, Group I/II/III subject layout
• Uttarakhand State Board report card — UBSE format with division system
• Cumulative student report — all exams in one view with trend chart
• Exam date sheet — publishable schedule with date/time/subject

Timetable

• Period and slot management (with break, lunch, assembly)
• Weekly class-section timetable
• Teacher and room assignment
• Clash detection — prevents teacher and room double-booking
• Substitution management — absent teacher detection, free period lookup, substitute assignment
• Timetable print (class-wise)

Library

• Book catalog with categories, ISBN, publisher, edition
• Book issue and return with overdue tracking
• Fine calculation (per-day)
• Student-wise issue history
• Accession register — printable audit register for school inspections

Transport

• Route management with stops, timings, and GPS coordinates
• Student-route assignment
• Driver and conductor details with contact
• Monthly transport fee tracking
• Route-wise student lists

Communication

• Notices and circulars with audience targeting (all, parents, students, teachers)
• Notice read tracking
• In-app notification bell with badge count
• Email notifications — fee due reminders, absence alerts, notice published

Certificates & Documents

• Transfer Certificate — issue, preview, PDF download, TC register
• Bonafide Certificate — with serial numbers and register
• Character Certificate — with serial numbers and register
• Student ID card generation (printable with photo)

Analytics & Reports

• Dashboard with key metrics — students, fees, attendance, pending fees
• Attendance trend charts
• Fee collection trend and comparison
• Class performance analysis
• Defaulter analysis by class
• Enrollment trend

Multi-Branch & Multi-Tenant

EduCore is built for school chains and multi-campus institutions from Day 1:

• Each school is a separate tenant with complete data isolation
• Multiple branches per school — each with its own classes, staff, and students
• Branch-level and consolidated reporting
• Switch between branches with one click
• Central admin view across all branches

Role-Based Access

Every user sees only what they need:

Custom roles can be created with granular permission assignment.

Technical Highlights

Who Uses EduCore?

• CBSE and ICSE affiliated schools looking for affordable, modern school management
• State Board schools (Uttarakhand, with more states coming)
• School chains needing multi-branch management with consolidated reporting
• Schools switching from legacy ERPs (Fedena, Entab, CampusCare) who want speed, clean UI, and transparent pricing

This guide walks you through every feature of EduCore — from first login to generating report cards. Use the sidebar to jump to any module.

Need help? Contact support@indusknowledge.com

Platform Overview

EduCore is a comprehensive school management platform designed for Indian schools. It replaces disconnected spreadsheets, paper registers, and fragmented software with a single system that serves every stakeholder — administrators, teachers, accountants, librarians, parents, and students.

What EduCore Covers

EduCore handles the full lifecycle of school operations:

Supported Boards

EduCore ships with built-in support for the following education boards. Report cards, grading scales, and compliance features are pre-configured for each.

CBSE (Central Board of Secondary Education)

• 9-point grading scale (A1 through E)
• Scholastic and co-scholastic areas on report cards
• Period-wise attendance tracking for Classes 9-12
• Below-75% attendance flagging (as required by CBSE guidelines)
• CBSE-format report card with letterhead placement

ICSE (Indian Certificate of Secondary Education)

• Internal Assessment + External marks split
• Group I, Group II, and Group III subject layout
• ICSE-format report card generation

State Boards

• Uttarakhand (UBSE) — division system report card in UBSE format
• Additional state boards are being added progressively

Tip: If your board is not listed, EduCore’s custom grading scales and report card templates let you configure any grading pattern your school follows.

Multi-Tenant Architecture

EduCore is built for school chains and multi-campus institutions from the ground up.

How It Works

• Each school is a tenant. Data is completely isolated — one school cannot see another school’s data under any circumstances.
• Each tenant can have multiple branches. A school with a primary wing and a secondary wing, or campuses in different cities, manages each as a separate branch.
• Branch-level operations. Classes, sections, staff, students, fee structures, and timetables are all branch-specific.
• Consolidated reporting. Central administrators can view fee collection, enrollment, and attendance data across all branches in one dashboard.
• One-click branch switching. Users with access to multiple branches switch between them from the top navigation bar without logging out.

Data Isolation

Browser Requirements

EduCore is a web application that runs in any modern browser. No software installation is required.

Supported Browsers

Mobile Access

EduCore is fully responsive and works on smartphones and tablets. The interface adapts to smaller screens automatically.

• Android phones and tablets — use Chrome or Samsung Internet
• iPhones and iPads — use Safari or Chrome
• Teachers commonly mark attendance on their phones during class
• Parents typically access the parent portal from their mobile devices

Tip: For the best experience on desktop, use a screen resolution of 1366x768 or higher. EduCore works well on the 14-inch laptops commonly used in Indian schools.

Internet Requirements

• A stable internet connection is required (minimum 1 Mbps recommended)
• Pages are optimized to load quickly — most pages load in under 200ms even with 3,000+ students
• PDF generation (report cards, certificates, receipts) requires a brief additional loading time

Key Design Principles

Speed First

Every list, search, and report is designed to return results quickly. Schools should not have to wait for their software.

Print-Ready

Report cards, fee receipts, attendance registers, and certificates are all formatted for clean printing on A4 paper. No manual formatting needed.

Indian Context

• Aadhaar number fields on student and staff profiles
• UPI as a payment mode alongside cash, cheque, and bank transfer
• CBSE/ICSE/State Board compliance built into report cards
• Fee structures that match how Indian schools actually charge fees (term-wise, quarterly, monthly, annually)
• Attendance registers in the format school inspectors expect

Data Export

Every list in EduCore can be exported to CSV. Students, fee collections, attendance records, exam results — select the data, click Export, and open it in Excel or Google Sheets.

Getting Help

If you need assistance at any point:

• Email: support@indusknowledge.com
• This guide: Use the sidebar to navigate to the module you need help with
• In-app help: Look for the help icon in the top navigation bar

Tip: Before contacting support, note down the exact page you were on and the steps you took. Screenshots are always helpful.

Logging In

This page covers how to access EduCore, select your school and branch, reset your password, and complete first-time setup.

Accessing EduCore

1. Open your web browser (Chrome, Firefox, Edge, or Safari).
2. Navigate to your school’s EduCore URL. This is typically in the format https://yourschool.educore.in or a custom domain provided by your school.
3. You will see the EduCore login page with the school name or logo displayed.

Logging In

flowchart TD
    A[Enter Email & Password] --> B{Authenticated?}
    B -->|Yes| C[Select School/Tenant]
    C --> D[Select Branch]
    D --> E{Role?}
    E -->|Admin| F[Admin Dashboard]
    E -->|Teacher| G[Teacher Portal]
    E -->|Parent| H[Parent Portal]
    E -->|Student| I[Student Portal]
    B -->|No| J[Error: Invalid Credentials]

1. Enter your email address in the Email field.
2. Enter your password in the Password field.
3. Click the Log In button.
4. If your credentials are correct, you will be taken to the dashboard.

Tip: If your browser offers to save your password, it is safe to accept. This saves time on future logins.

Login Errors

Tenant Selection

If your EduCore instance hosts multiple schools (common in school chains), you may see a tenant selection screen after logging in.

1. A list of schools (tenants) you have access to will be displayed.
2. Click on the school name you want to work with.
3. You will be taken to that school’s dashboard.

Tip: If you only belong to one school, tenant selection is skipped automatically.

Branch Selection

If your school has multiple branches (e.g., Primary Wing, Secondary Wing, or different campuses), you will need to select a branch.

1. After tenant selection (or login), you will see a list of branches.
2. Click the branch name you want to access.
3. You will be taken to that branch’s dashboard.

Switching Branches Later

You can switch branches at any time without logging out:

1. Look at the top navigation bar — the current branch name is displayed.
2. Click the branch name or the dropdown arrow next to it.
3. Select a different branch from the dropdown list.
4. The page will reload with data from the selected branch.

Tip: Your most recently selected branch is remembered. The next time you log in, you will be taken directly to that branch.

Password Reset

If you have forgotten your password:

1. On the login page, click the Forgot Password? link below the password field.
2. Enter the email address associated with your account.
3. Click Send Reset Link.
4. Check your email inbox for a message from EduCore (also check your spam/junk folder).
5. Click the Reset Password link in the email. This link is valid for 24 hours.
6. On the reset page, enter your new password and confirm it.
7. Click Reset Password.
8. You will be redirected to the login page. Log in with your new password.

Password Requirements

Your password must meet the following criteria:

• At least 8 characters long
• Contains at least one uppercase letter
• Contains at least one lowercase letter
• Contains at least one number

Tip: If you do not receive the reset email within 5 minutes, check your spam folder. If it is still not there, ask your school administrator to reset your password manually from Settings > User Management.

First-Time Setup

When you log in for the first time (typically as a School Admin setting up a new school), EduCore guides you through initial configuration.

Step 1: School Profile

1. Enter your school name as it should appear on report cards and certificates.
2. Upload your school logo (PNG or JPG, recommended size 200x200 pixels).
3. Enter the school address — this appears on printed documents.
4. Select your board affiliation (CBSE, ICSE, or State Board).
5. Enter your affiliation number if applicable.
6. Click Save and Continue.

Step 2: Academic Year

1. Set the academic year (e.g., 2025-26).
2. Enter the start date (typically April 1 for most Indian schools) and end date (typically March 31).
3. Click Save and Continue.

Step 3: Classes and Sections

1. Add the classes your school offers (e.g., Nursery, LKG, UKG, 1 through 12).
2. For each class, add sections (e.g., A, B, C).
3. Optionally set a section capacity (maximum students per section).
4. Click Save and Continue.

Step 4: Subjects

1. Add the subjects taught at your school.
2. Assign each subject a code (e.g., ENG for English, MAT for Mathematics).
3. Mark subjects as scholastic or co-scholastic (relevant for CBSE schools).
4. Map subjects to classes (not all subjects are taught in all classes).
5. Click Save and Continue.

Step 5: Fee Structure

1. Create fee heads (e.g., Tuition Fee, Annual Charges, Lab Fee, Transport Fee).
2. Set amounts for each fee head, per class if they differ.
3. Set the frequency — monthly, quarterly, term-wise, or annually.
4. Click Save and Continue.

Step 6: Create Users

1. Add user accounts for your staff — teachers, accountants, librarians.
2. Assign each user a role (see Roles & Permissions for details).
3. Each user will receive an email with their login credentials.
4. Click Finish Setup.

Tip: You do not have to complete all setup steps in one sitting. You can skip steps and come back to them later from the Settings menu. However, completing the basic setup (school profile, academic year, classes) before adding students is strongly recommended.

Logging Out

1. Click your profile icon or name in the top-right corner of the navigation bar.
2. Select Log Out from the dropdown menu.
3. You will be returned to the login page.

Tip: EduCore automatically logs you out after 30 minutes of inactivity for security. If you are in the middle of entering data (e.g., marks entry), save your work periodically.

Troubleshooting Login Issues

Navigating the Dashboard

The dashboard is the first screen you see after logging in. It provides an at-a-glance summary of your school’s key metrics and quick access to common tasks.

Dashboard Layout

The dashboard is organized into several areas:

1. Top Navigation Bar — branch selector, search, notifications, profile
2. Sidebar — main navigation to all modules
3. Metric Cards — key numbers at the top of the page
4. Recent Activity — latest actions across the system
5. Needs Attention — items that require your action
6. Quick Charts — visual trends for attendance and fees

Top Navigation Bar

The top bar is always visible, regardless of which page you are on.

Using Global Search

1. Click the search bar or press / on your keyboard to focus it.
2. Start typing a student name, admission number, or staff name.
3. Results appear as you type — click a result to go directly to that profile.
4. Search works across students, staff, and fee transactions.

Tip: Global search is the fastest way to find a student. Instead of navigating to Students > Search, just type the name or admission number in the top search bar.

Sidebar Navigation

The sidebar on the left provides access to every module in EduCore. It is organized into logical groups.

Collapsing the Sidebar

• Click the hamburger icon (three horizontal lines) at the top of the sidebar to collapse it.
• When collapsed, only icons are shown, giving you more screen space.
• Hover over an icon to see the module name.
• Click the hamburger icon again to expand the sidebar.

Tip: On mobile devices, the sidebar is hidden by default. Tap the hamburger icon to open it, and tap anywhere else to close it.

Metric Cards

At the top of the dashboard, you will see a row of metric cards. Each card shows a key number with a label.

Total Students

• Shows the total number of active students in the current branch.
• Click the card to go to the full student list.

Today’s Attendance

• Shows the attendance percentage for today.
• Displays as a percentage (e.g., “94.2%”) with the count of present vs. total students.
• If attendance has not been marked yet for some classes, it shows “Pending for X classes.”
• Click the card to go to the attendance marking page.

Fee Collection (This Month)

• Shows the total fee amount collected in the current calendar month.
• Displayed in Indian Rupees (e.g., “Rs. 12,45,000”).
• Click the card to go to the fee collection report.

Pending Fees

• Shows the total outstanding fee amount across all students.
• This is the sum of all unpaid fee installments that are due or overdue.
• Click the card to go to the fee defaulter list.

Staff Count

• Shows the total number of active staff members in the current branch.
• Click the card to go to the staff list.

Tip: Metric cards update in real time. As you collect fees or mark attendance during the day, the dashboard numbers reflect the latest data.

Recent Activity

Below the metric cards, the Recent Activity section shows the latest actions performed in the system. This helps you keep track of what is happening across the school.

Each activity entry shows:

• What happened — e.g., “Fee collected from Rahul Sharma (Class 5A)”
• Who did it — the user who performed the action
• When — relative time (e.g., “5 minutes ago”) or absolute time

Common activity types:

The activity feed shows the 20 most recent items. It refreshes when you load or reload the dashboard.

Needs Attention

The Needs Attention section highlights items that require action. This section only appears when there are pending items.

Each item is a clickable link that takes you directly to the relevant page.

Tip: Check the Needs Attention section first thing each morning. It tells you exactly what needs your focus today.

Quick Charts

The dashboard includes two visual charts to show trends at a glance.

Attendance Trend

• A line chart showing daily attendance percentage for the current month.
• The X-axis shows dates; the Y-axis shows percentage.
• Hover over a data point to see the exact percentage and count.
• Sundays and holidays are excluded.

Fee Collection Trend

• A bar chart showing monthly fee collection for the current academic year.
• Each bar represents one month’s total collection.
• Hover over a bar to see the exact amount.
• A dotted line may show the expected collection for comparison.

Customizing Your Dashboard

The dashboard layout is role-dependent. Different roles see different metric cards and sections:

Keyboard Shortcuts

For power users, EduCore supports a few keyboard shortcuts from the dashboard:

Tip: The dashboard is your home base. Bookmark it in your browser for quick access. You can always return to it by clicking the school logo in the top navigation bar.

Roles & Permissions

EduCore uses role-based access control to ensure every user sees only the data and features relevant to their responsibilities. This page describes each built-in role and explains how to create custom roles.

How Roles Work

• Every user account is assigned exactly one role.
• The role determines which modules, pages, and actions the user can access.
• Roles are configured at the school (tenant) level and apply across all branches the user has access to.
• Built-in roles cannot be deleted but can be used as templates for custom roles.

Role Hierarchy

graph TD
    SA[Super Admin] --> A[School Admin]
    A --> P[Principal]
    A --> AC[Accountant]
    P --> T[Teacher]
    P --> L[Librarian]
    T --> PA[Parent]
    PA --> S[Student]

Permission Summary

Built-In Roles

School Admin

The School Admin has full, unrestricted access to every module and setting in EduCore.

Tip: There should be at least one School Admin at all times. If the only admin account is deactivated, contact EduCore support to regain access.

Principal

The Principal has access to all academic and operational data but cannot modify system-level settings.

Teacher

Teachers have access limited to their assigned classes and subjects.

Accountant

The Accountant role is focused on financial operations.

Librarian

The Librarian manages the book catalog and circulation.

Parent

Parents can view information related to their own children only.

Student

Students can view their own information only.

Permission Details

Permissions in EduCore are organized by module and action type:

Creating a Custom Role

If the built-in roles do not match your school’s structure, you can create custom roles with specific permissions.

1. Navigate to Settings > User Management > Roles.
2. Click the Create New Role button.
3. Enter a Role Name (e.g., “Vice Principal”, “Section Head”, “Front Desk”).
4. Optionally enter a Description explaining the role’s purpose.
5. In the permissions grid, check or uncheck permissions for each module:
   • Each module lists available actions (View, Create, Edit, Delete, Export, Print).
   • Check the actions this role should have access to.
   • Use the Select All checkbox at the top of a module to grant full access to that module.
6. Click Save Role.

Tip: Start by cloning an existing role that is closest to what you need. Click the Clone button next to any role to create a copy, then modify the permissions.

Example Custom Roles

Assigning Roles to Users

1. Navigate to Settings > User Management.
2. Find the user you want to modify (or create a new user).
3. In the Role dropdown, select the appropriate role.
4. Click Save.
5. The user’s access will update immediately — they may need to refresh their browser.

Tip: When a teacher is promoted to Vice Principal, change their role instead of creating a new account. Their login credentials remain the same, but their access expands.

Role-Based Dashboard

Each role sees a tailored dashboard. The metric cards, recent activity, and attention items are filtered based on what is relevant to that role. See Navigating the Dashboard for details.

Best Practices

1. Use the principle of least privilege. Give each user only the access they need. A teacher should not have access to fee data unless they have a specific reason.
2. Review roles periodically. At the start of each academic year, review who has which role and adjust as needed.
3. Do not share accounts. Each person should have their own login. This ensures the activity log accurately shows who did what.
4. Deactivate, do not delete. When a staff member leaves, deactivate their account rather than deleting it. This preserves the audit trail.
5. Test custom roles. After creating a custom role, log in as a test user with that role to verify the permissions are correct.

Student Management

The Student Management module is the foundation of EduCore. Every other module — fees, attendance, exams — relies on the student database. This guide covers adding, importing, searching, editing, and promoting students.

flowchart LR
    A[Admission] --> B[Enrolled]
    B --> C[Promotion]
    C --> B
    B --> D[Transfer Certificate]
    D --> E[Withdrawn]

Adding a Student

To add a single student:

1. Navigate to Students > Add Student from the sidebar.
2. Fill in the following sections:

Basic Information

Admission Details

Parent/Guardian Information

Address

3. Review all entered information.
4. Click Save Student.
5. The student profile page will open, confirming successful admission.

Tip: The admission number is auto-generated using the format {BranchCode}-{Year}-{Sequential} (e.g., DPS-2025-0042). If your school uses a different numbering scheme, you can type a custom admission number in the field.

Bulk Import via CSV

For admitting multiple students at once (e.g., at the start of an academic year):

1. Navigate to Students > Bulk Import.
2. Click Download Template to get the CSV template file.
3. Open the template in Excel or Google Sheets.
4. Fill in one row per student, following the column headers exactly.
5. Save the file as CSV (Comma-Separated Values).
6. Back in EduCore, click Choose File and select your CSV.
7. Click Upload and Preview.
8. EduCore will display a preview showing:
   • Number of valid rows
   • Number of rows with errors (highlighted in red)
   • Specific error messages for each invalid row
9. Fix any errors in your CSV and re-upload if needed.
10. When all rows are valid, click Import Students.
11. A progress bar will show the import status.
12. After completion, a summary shows how many students were imported.

CSV Template Columns

Tip: Start with a small batch (10-20 students) to verify the import works correctly before importing the full list.

Searching and Filtering Students

Quick Search

1. On the Students list page, use the search bar at the top.
2. Type a name or admission number.
3. Results filter as you type.

Advanced Filters

Click the Filter button to access advanced filters:

1. Set your desired filters.
2. Click Apply Filters.
3. The student list updates to show only matching students.
4. Click Clear Filters to remove all filters.

Exporting the List

1. After applying filters (or with no filters for the full list), click the Export CSV button.
2. A CSV file will download containing all visible students with their details.

Student Profile Page

Click on any student’s name to open their full profile. The profile is organized into tabs:

Overview Tab

• Student photo, name, class, section, admission number
• Key details: date of birth, gender, blood group, category
• Parent contact information
• Address

Attendance Tab

• Monthly attendance summary (present, absent, late, half-day counts)
• Attendance percentage
• Calendar view with color-coded days
• Below-75% warning if applicable

Fees Tab

• Fee summary: total due, total paid, balance
• Payment history with receipt numbers
• Pending fee installments
• Discount details if any

Exams Tab

• Exam-wise results
• Subject-wise marks and grades
• Rank information
• Link to download report card

Documents Tab

• Uploaded documents (birth certificate, Aadhaar copy, previous TC)
• Issued certificates (TC, bonafide, character)

Timeline Tab

• Chronological history of all actions on this student record
• Admission, fee payments, attendance, exam results, promotions

Editing a Student

1. Open the student’s profile page.
2. Click the Edit button in the top-right corner.
3. Modify the fields you need to change.
4. Click Save Changes.
5. The changes are logged in the student’s timeline.

Tip: If you need to change a student’s class or section outside of the promotion workflow (e.g., a section transfer), edit the student and change the Class/Section fields directly.

Student Promotion (Bulk)

At the end of an academic year, promote students to the next class in bulk:

1. Navigate to Students > Promotions.
2. Select the source class (e.g., Class 5).
3. Select the source section (e.g., Section A), or choose “All Sections”.
4. Click Load Students.
5. A list of all students in the selected class/section appears.
6. For each student, the target class defaults to the next class (e.g., Class 6).
7. Select the target section for each student using the dropdown.
8. To retain a student (not promote), uncheck the checkbox next to their name.
9. To mark a student as passed out (e.g., Class 12 students graduating), select “Passed Out” as the target.
10. Review the promotion list.
11. Click Promote Students.
12. A confirmation dialog appears showing the count. Click Confirm.
13. Students are moved to their new classes and sections.

Tip: Promotions are linked to academic year transitions. Make sure you have created the next academic year before running promotions. See Academic Year.

Sibling Linking

Linking siblings helps with:

• Sibling discount auto-application
• Viewing all children of a parent together
• Single parent portal login for multiple children

Automatic Detection

When adding a new student, if the father’s phone number or mother’s phone number matches an existing student’s parent, EduCore suggests a sibling link.

Manual Linking

1. Open a student’s profile.
2. Click the Siblings section (or tab).
3. Click Link Sibling.
4. Search for the sibling by name or admission number.
5. Select the sibling from the results.
6. Click Link.
7. The sibling connection is now visible on both students’ profiles.

To remove a sibling link:

1. Open either sibling’s profile.
2. In the Siblings section, click the Unlink button next to the sibling.
3. Confirm the action.

Custom Fields

If your school tracks additional information not covered by the standard fields (e.g., House/Group, Bus Stop, Medical Conditions), you can add custom fields.

1. Navigate to Settings > Custom Fields. (See Custom Fields for setup instructions.)
2. Once custom fields are configured, they appear on the Add Student form and the Edit Student form.
3. Custom field values are also included in CSV exports.

Student Withdrawal

When a student leaves the school:

1. Open the student’s profile.
2. Click More Actions > Withdraw Student.
3. Enter the withdrawal date.
4. Enter the reason for withdrawal (e.g., relocation, transfer to another school).
5. Choose whether to refund pending fees (pro-rated).
6. Click Withdraw.
7. The student’s status changes to “Withdrawn” and they no longer appear in active student lists.
8. Withdrawn students can be found using the Status filter set to “Withdrawn”.

Tip: Withdrawing a student does not delete their data. All records (attendance, fees, exam results) are preserved. If a student returns, you can re-admit them and their history is retained.

Fee Management

The Fee Management module handles everything related to school fees — from setting up fee structures to collecting payments, tracking defaulters, and generating financial reports.

Fee Structure Setup

Before collecting fees, you need to configure your fee structure. This is done in Settings.

1. Navigate to Settings > Fee Structure. (See Fee Structure for detailed setup.)
2. Create fee heads (e.g., Tuition Fee, Annual Charges, Lab Fee).
3. Set amounts per class and frequency (monthly, quarterly, term-wise, annual).
4. Fee installments are auto-generated for each student based on the structure.

Collecting a Fee

flowchart LR
    A[Search Student] --> B[Select Pending Fees]
    B --> C[Choose Payment Mode]
    C --> D[Enter Amount]
    D --> E[Save & Print Receipt]

This is the most common fee operation. To collect a fee payment from a student:

1. Navigate to Fees > Fee Collection from the sidebar.

2. Search for the student by typing their name or admission number in the search field.

3. Select the student from the search results.

4. The student’s fee summary appears:

   • Total fee for the year
   • Amount paid so far
   • Outstanding balance
   • List of pending fee installments

5. Select the fee installments to collect by checking the boxes next to them. You can select one or multiple installments.

6. The total amount updates automatically based on your selection.

7. Select the payment mode:

8. Optionally add remarks (e.g., “Paid by grandmother”).
9. Click Collect Fee.
10. A receipt is generated and displayed.
11. Click Print Receipt to print, or Download PDF to save.

Tip: The receipt includes the school name, logo, student details, fee breakdown, payment mode, and a unique receipt number. It is print-ready on A4 paper.

Example: Mrs. Sharma collects Rs. 4,500 tuition fee from Arjun Patel (Class 10A) via UPI. She searches “Arjun Patel”, selects the pending April tuition fee of Rs. 4,500, chooses “UPI” as payment mode, enters the UPI transaction reference “TXN789456”, and clicks Save. The receipt APS-REC-000142 is generated and can be printed immediately.

Payment Modes Summary

Bulk Fee Collection

For collecting fees from multiple students at once (e.g., during a fee counter rush):

1. Navigate to Fees > Bulk Collection.
2. Select the class and optionally the section.
3. Select the fee installment (e.g., “Tuition Fee - April 2025”).
4. A list of all students with the selected fee pending appears.
5. Check the students who are paying.
6. Select the payment mode (applies to all selected students in this batch).
7. Click Collect Fees.
8. Individual receipts are generated for each student.
9. A summary shows the total amount collected and the number of receipts generated.

Partial Payments

EduCore supports partial payment when a parent cannot pay the full amount at once:

1. During fee collection, after selecting the installment, look for the amount field.
2. By default, it shows the full installment amount.
3. Change the amount to the partial amount being paid (e.g., Rs. 3,000 out of Rs. 5,000).
4. The system records the payment and updates the balance.
5. The installment status changes to “Partially Paid” with the remaining balance shown.
6. When the parent pays the remaining amount later, repeat the collection process for the same installment.

Tip: Partial payments generate a receipt for the amount paid. The receipt clearly shows the amount paid and the remaining balance.

Fee Defaulter List

To view students with unpaid fees:

1. Navigate to Fees > Defaulter List.
2. The list shows all students with outstanding fees, sorted by the amount owed.
3. Use filters to narrow the list:

4. The aging buckets help prioritize follow-ups:

   • Current — fees due but not yet overdue
   • 30+ days — overdue by 1-2 months
   • 60+ days — overdue by 2-3 months
   • 90+ days — overdue by more than 3 months

5. Click Export CSV to download the defaulter list for offline follow-up.

Tip: The 90+ days defaulter list also appears in the dashboard’s “Needs Attention” section for school admins.

Cheque Bounce Handling

flowchart TD
    A[Fee Paid by Cheque] --> B[Payment Recorded]
    B --> C{Cheque Clears?}
    C -->|Yes| D[Payment Complete]
    C -->|No| E[Mark Bounced]
    E --> F[Payment Reversed]
    F --> G[Optional Penalty Fee]
    G --> H[Student Flagged as Defaulter]

When a cheque payment bounces:

1. Navigate to Fees > Fee Collection > Payment History (or find the specific receipt).
2. Locate the payment made by cheque.
3. Click the Mark Bounced button next to the payment.
4. The system will:
   • Reverse the payment — the fee installment returns to “Unpaid” status
   • Record the bounce in the student’s fee history
   • Optionally apply a bounce penalty (configurable in Settings)
5. Add remarks explaining the bounce (e.g., “Insufficient funds”).
6. Click Confirm Bounce.

The bounced cheque appears in the Needs Attention section of the dashboard until the fee is re-collected.

Fee Carry-Forward

When transitioning to a new academic year, unpaid fees from the previous year can be carried forward:

1. Navigate to Fees > Carry Forward (available during year transition).
2. Select the previous academic year.
3. A list of students with outstanding fees from the previous year appears.
4. Review the list — each row shows the student name, class, and outstanding amount.
5. Check the students whose fees should be carried forward.
6. Click Carry Forward Selected.
7. The outstanding amounts are added as a “Previous Year Balance” fee head in the new year.

Tip: Carry forward is typically done after promotions and before the new year’s fee collection begins.

Fee Refund on Withdrawal

When a student withdraws from the school mid-term:

1. During the student withdrawal process, select the option to refund fees.
2. The system calculates a pro-rated refund based on:
   • Fees paid for the year
   • The portion of the year completed (based on the withdrawal date)
   • Any non-refundable fee heads (e.g., admission fee, annual charges)
3. The refund amount is displayed for review.
4. Adjust the refund amount if needed (e.g., deducting library fines or other dues).
5. Select the refund mode (cash, cheque, bank transfer).
6. Click Process Refund.
7. A refund receipt is generated.

Discounts

EduCore supports various discount types. Discounts are configured in Settings and applied to individual students.

1. Navigate to Settings > Fee Discounts to set up discount types. (See Fee Discounts for setup.)
2. To apply a discount to a student:
   • Open the student’s profile > Fees tab.
   • Click Apply Discount.
   • Select the discount type from the dropdown.
   • The discount amount or percentage is shown.
   • Click Apply.
3. The discount is reflected in the student’s fee summary, reducing the amount due.

Discount Types

Fee Reports Overview

EduCore provides comprehensive fee reports. For detailed descriptions, see Fee Reports.

Tip: At the end of each day, the accountant should review the Daily Collection report and reconcile it with actual cash and cheque collections. This takes just 2-3 minutes and prevents discrepancies.

Receipt Management

Viewing Past Receipts

1. Navigate to Fees > Receipts.
2. Search by receipt number, student name, or date range.
3. Click on a receipt to view it.
4. Click Print or Download PDF to get a copy.

Receipt Numbering

Receipts are numbered sequentially within each branch. The format is {BranchCode}/{Year}/{Sequential} (e.g., DPS/2025/00142). Receipt numbers never repeat within a branch and academic year.

Duplicate Receipt

If a parent needs a copy of an old receipt:

1. Find the receipt using the search.
2. Click Print or Download PDF.
3. The duplicate receipt is identical to the original, with a “Duplicate” watermark.

Tip: Parents often need duplicate receipts for income tax filing under Section 80C. You can search by date range to find all receipts for a parent’s children across the financial year.

Attendance

The Attendance module allows teachers and administrators to record daily student attendance, track trends, and generate reports. EduCore supports both daily (full-day) and period-wise attendance.

Daily Attendance Marking

flowchart LR
    A[Select Class & Section] --> B[Select Date]
    B --> C[Mark Present/Absent]
    C --> D[Save Attendance]
    D --> E[Email Alert to Absent Parents]

Step-by-Step

1. Navigate to Attendance > Mark Attendance from the sidebar.
2. Select the date (defaults to today).
3. Select the class from the dropdown.
4. Select the section from the dropdown.
5. The student list for that class-section loads, showing all active students.
6. For each student, select their attendance status:

7. After marking all students, click Save Attendance.
8. A confirmation message appears: “Attendance saved for Class X, Section Y.”

Using the “All Present” Shortcut

On days when most students are present:

1. Load the class-section as described above.
2. Click the Mark All Present button at the top of the list.
3. All students are marked as Present.
4. Now go through the list and change only the absent or late students.
5. Click Save Attendance.

Tip: The “Mark All Present” shortcut can save significant time. In a class of 40 students, instead of clicking 40 times, you click once and then only adjust the 2-3 students who are absent. Most classes can be marked in under 30 seconds this way.

Example: Mr. Trivedi marks attendance for Class 10A on Monday morning. He selects Class 10 → Section A → today’s date. The list shows 32 students. He clicks “All Present”, then marks 3 students absent (Rohit — sick, Priya — family function, Zaid — late arrival marked as “Late”). He saves. Parents of Rohit and Priya receive email alerts within minutes.

Period-Wise Attendance (Classes 9-12)

For senior classes where subject-wise attendance tracking is needed (e.g., to comply with CBSE requirements), EduCore supports period-wise attendance.

1. Navigate to Attendance > Period-Wise Attendance.
2. Select the date, class, and section.
3. The timetable for that day is loaded, showing periods and assigned subjects.
4. Select the period you want to mark attendance for.
5. The student list appears with the subject name displayed.
6. Mark each student as Present or Absent for that period.
7. Click Save.
8. Repeat for each period.

When to Use Period-Wise Attendance

Tip: Period-wise attendance is linked to the timetable. Make sure the timetable is configured before using this feature.

Staff Attendance

In addition to student attendance, EduCore tracks staff attendance.

1. Navigate to Attendance > Staff Attendance.
2. Select the date (defaults to today).
3. The list of all active staff members appears.
4. Mark each staff member as:
   • Present — in school
   • Absent — not in school
   • On Leave — automatically marked if an approved leave exists for this date
   • Half-Day — present for part of the day
5. Click Save.

Staff marked as “Absent” (without an approved leave) are flagged for the principal’s review.

Tip: Staff members who have an approved leave for the date are automatically marked as “On Leave” when the page loads. You do not need to mark them manually.

Attendance Reports

Monthly Attendance Summary

1. Navigate to Attendance > Reports > Monthly Summary.
2. Select the class, section, and month.
3. A grid shows each student as a row and each school day as a column.
4. Each cell is color-coded by attendance status.
5. The last columns show totals: days present, days absent, days late, attendance percentage.
6. Click Export CSV or Print for a hard copy.

Class-Wise Summary

1. Navigate to Attendance > Reports > Class-Wise Summary.
2. Select the date range.
3. A table shows each class-section with:
   • Total students
   • Average attendance percentage
   • Number of students below 75%
4. Click on any class to drill down to student-level data.

Student Attendance History

1. Open a student’s profile > Attendance tab.
2. View a calendar with color-coded attendance for each day.
3. Below the calendar, see monthly totals and overall attendance percentage.
4. If the student’s attendance drops below 75%, a warning banner is displayed.

Printable Attendance Register

Schools often need a physical attendance register for inspectors or records.

1. Navigate to Attendance > Reports > Attendance Register.
2. Select the class, section, and month.
3. Click Generate Register.
4. A printable grid is displayed in the standard attendance register format:
   • Student names down the left column (with roll numbers)
   • Dates across the top
   • Attendance symbols in each cell (P, A, L, H)
   • Working days and percentage columns on the right
5. Click Print to send it to your printer.

Tip: The printable register uses the same format that school inspectors expect to see. It includes the school name, class, section, month, and class teacher’s signature line at the bottom.

Email Alerts for Absent Students

EduCore can automatically notify parents when their child is marked absent.

How It Works

1. When attendance is saved, the system identifies students marked as Absent.
2. An email is sent to the parent’s registered email address within minutes.
3. The email includes:
   • Student name and class
   • Date of absence
   • A message asking the parent to contact the school if the absence is unexpected
4. If SMS notifications are configured, an SMS is also sent.

Enabling/Disabling Alerts

1. Navigate to Settings > Notifications.
2. Toggle Absence Email Alerts on or off.
3. Choose whether to send alerts for:
   • All absences
   • Only consecutive absences (2+ days)
4. Click Save.

Tip: Many parents appreciate same-day absence notifications. It helps them confirm whether the child actually left for school. This feature is especially valued for safety.

Below 75% Attendance Flag

CBSE and many state boards require students to have at least 75% attendance to appear for board exams.

How EduCore Handles This

• EduCore continuously calculates each student’s attendance percentage.
• When a student’s attendance drops below 75%, a warning flag appears:
  • On the student’s profile page
  • On the class attendance report
  • On the monthly attendance summary
• The flag is a visual alert — a red badge with the percentage.

Viewing All Students Below 75%

1. Navigate to Attendance > Reports > Below 75%.
2. Select the class (or “All Classes” for a school-wide view).
3. A list of all students below the 75% threshold appears.
4. Each row shows the student name, class, section, total days, days present, and current percentage.
5. Click Export CSV to download for follow-up.
6. Click Print for a hard copy to share with the principal.

Tip: Review the Below 75% list monthly. Early identification allows the school to notify parents and give students a chance to improve their attendance before it becomes a board exam eligibility issue.

Holiday Auto-Skip

Attendance marking automatically accounts for holidays.

• Sundays are skipped by default.
• Holidays added to the school calendar are also skipped.
• When generating attendance reports, holiday dates are excluded from the “total working days” calculation.
• Teachers cannot mark attendance on a declared holiday — the system shows a message: “Today is a holiday: [Holiday Name].”

Adding Holidays

1. Navigate to Settings > Academic Year > Calendar.
2. Click Add Holiday.
3. Enter the holiday name (e.g., “Diwali”, “Republic Day”).
4. Select the date or date range for multi-day holidays.
5. Click Save.

Exams & Report Cards

The Exams module covers creating exams, entering marks, calculating grades and ranks, and generating report cards in CBSE, ICSE, and State Board formats.

Exam Result Flow

flowchart TD
    A[Create Exam] --> B[Add Subjects & Max Marks]
    B --> C[Enter Marks by Class]
    C --> D[Auto-Calculate Grades]
    D --> E[Generate Ranks]
    E --> F[Print Report Cards]

Creating an Exam

1. Navigate to Exams > Create Exam from the sidebar.
2. Fill in the exam details:

3. Click Create Exam.
4. The exam is created and appears in the exam list.

Tip: Create all your exams at the beginning of the academic year (e.g., Unit Test 1, Unit Test 2, Half Yearly, Unit Test 3, Unit Test 4, Annual). This saves time later and helps teachers plan ahead.

Adding Subjects to an Exam

After creating an exam, specify which subjects are included and their maximum marks.

1. Open the exam from Exams > Exam List.
2. Click Manage Subjects.
3. For each class included in the exam, the configured subjects are listed.
4. For each subject, set:

5. To exclude a subject from this exam, uncheck it.
6. Click Save.

Tip: For subjects like Science and Computer Science, use the theory-practical split. For example, Science might have Theory Max = 70 and Practical Max = 30 for a total of 100.

Entering Marks

Step-by-Step Marks Entry

1. Navigate to Exams > Marks Entry.
2. Select the exam from the dropdown.
3. Select the class and section.
4. Select the subject.
5. A marks entry grid appears with all students listed.
6. For each student, enter the marks obtained:
   • If the subject has a theory-practical split, there are two columns.
   • If the student was absent, check the “Absent” checkbox instead of entering marks.
7. Click Save Marks.
8. The system validates that no marks exceed the maximum.
9. A confirmation message appears.

Marks Entry Validation

Tip: You can save partially entered marks and return later. Only fully entered classes show a “Complete” status on the exam dashboard.

Example: Ms. Joshi enters Half Yearly Science marks for Class 10A. She selects the exam, then Class 10A → Science. The form shows 32 students. She enters marks out of 100 (80 theory + 20 practical). The system auto-calculates grades: Arjun gets 87/100 = A2, Priya gets 94/100 = A1. After saving, ranks are generated: Priya is rank 1, Arjun rank 3 in the section.

Practical Marks (Theory + Practical Split)

For subjects with practical components:

1. When entering marks, the grid shows two columns: Theory and Practical.
2. Enter the theory marks and practical marks separately.
3. The total is calculated automatically.
4. The grade is assigned based on the total marks.

Grade Calculation and Grading Scales

EduCore automatically calculates grades based on the grading scale linked to the exam.

How Grades Are Calculated

1. After marks are entered and saved, the system converts marks to a percentage.
2. The percentage is matched against the grading scale to assign a grade.
3. Grades appear on the marks entry page and on report cards.

CBSE 9-Point Grading Scale (Default)

To create or modify grading scales, see Grading Scales.

Rank Generation

After all marks are entered for an exam:

1. Navigate to Exams > Ranks.
2. Select the exam, class, and section.
3. Click Generate Ranks.
4. The system calculates:
   • Total marks across all subjects
   • Class rank (rank within the entire class, across all sections)
   • Section rank (rank within the section)
   • Subject toppers (highest marks in each subject)
5. Ranks handle ties — students with the same total marks get the same rank.
6. Click Save Ranks to finalize.

Tip: Generate ranks only after all subjects’ marks are entered and verified. Generating ranks with incomplete data will produce incorrect results.

Report Cards

EduCore generates board-specific report cards that are ready to print.

Generating Report Cards

1. Navigate to Exams > Report Cards.
2. Select the exam.
3. Select the class and section.
4. Select the report card format (CBSE, ICSE, Uttarakhand, or Custom).
5. Click Generate.
6. Report cards are generated for all students in the class-section.
7. Click Preview to see a sample before printing.
8. Click Print All to print all report cards, or click on individual students to print one at a time.
9. Click Download All as PDF to get a single PDF with all report cards.

CBSE Format Report Card

The CBSE report card includes:

• School name, logo, and affiliation number in the header
• Student details: name, class, section, roll number, admission number
• Scholastic areas: subject-wise marks, grades, and grade points
• Co-scholastic areas: work education, art education, physical education (graded A-E)
• Discipline grade
• Attendance summary (total working days, days present)
• Class teacher remarks
• Principal signature line
• Overall grade and percentage

ICSE Format Report Card

The ICSE report card includes:

• School details and ICSE affiliation
• Student information
• Internal Assessment (IA) marks column
• External Examination marks column
• Combined total
• Subjects organized by Group I, Group II, and Group III
• Teacher and principal signatures

Uttarakhand State Board Format

The UBSE format report card includes:

• UBSE-specific layout
• Division system (First Division, Second Division, Third Division, Fail)
• Subject-wise marks with pass/fail indication
• Total marks, percentage, and division

Custom Report Card

If your school needs a different format:

1. Navigate to Settings > Report Card Templates.
2. Modify the layout, fields, and design.
3. Upload your school’s letterhead background if needed.
4. The custom template is then available in the format selection dropdown.

Cumulative Student Report

View a single student’s performance across all exams in the academic year.

1. Open a student’s profile > Exams tab.
2. Click Cumulative Report.
3. A comprehensive view shows:
   • All exams in the year side by side
   • Subject-wise marks and grades for each exam
   • Trend: improving, declining, or stable
   • A line chart showing total marks across exams
4. Click Print or Download PDF.

Tip: The cumulative report is valuable for parent-teacher meetings. It shows the student’s trajectory across the year at a glance.

Exam Date Sheet

Create and publish the exam schedule.

1. Navigate to Exams > Date Sheet.
2. Select the exam.
3. Click Create Date Sheet.
4. For each subject:
   • Set the exam date.
   • Set the start time and end time.
   • Optionally set the exam venue or room.
5. Click Save Date Sheet.
6. Click Publish to make it visible to students and parents via their portals.
7. Click Print for a printable date sheet to put on the notice board.

Timetable

The Timetable module helps you create weekly class schedules, assign teachers to periods, detect scheduling conflicts, and manage teacher substitutions.

Overview

A timetable in EduCore is built from three layers:

1. Time Slots — define the daily period structure (assembly, periods, breaks, lunch)
2. Subject-Teacher Assignments — assign which teacher teaches which subject in which class-section
3. Weekly Schedule — place subjects into time slots for each day of the week

Creating Time Slots

Time slots define the structure of a school day. They are shared across all classes in a branch.

1. Navigate to Timetable > Time Slots.
2. Click Add Time Slot.
3. Fill in the details:

4. Click Save.
5. Repeat for all periods, breaks, and assembly.

Example Day Structure

Tip: Set up time slots once at the beginning of the year. If your school has different timings for different classes (e.g., primary dismisses at 1:30 PM while secondary goes until 2:45 PM), create separate slot sets for each group.

Assigning Subjects and Teachers

Before building the weekly schedule, define who teaches what and where.

1. Navigate to Timetable > Subject Assignments.
2. Select the class and section.
3. For each subject configured for that class:
   • Select the teacher from the dropdown.
   • The teacher list shows all staff members with a “Teacher” designation.
4. Click Save Assignments.
5. Repeat for each class-section.

Tip: A teacher can be assigned to multiple class-sections for the same subject (e.g., Mr. Verma teaches Math in 5A, 5B, and 5C). The clash detection will ensure they are not double-booked.

Building the Weekly Schedule

1. Navigate to Timetable > Weekly Schedule.
2. Select the class and section.
3. A grid appears with days as rows (Monday through Saturday) and time slots as columns.
4. Click on an empty cell to assign a subject.
5. A dropdown shows available subjects (based on the class’s subject configuration).
6. Select the subject — the assigned teacher is filled in automatically.
7. The cell now shows the subject name and teacher.
8. Repeat for all periods across all days.
9. Click Save Timetable.

Auto-Fill (Optional)

EduCore can suggest a timetable layout:

1. Click Auto-Generate on the weekly schedule page.
2. The system attempts to fill the grid, distributing subjects evenly across the week.
3. It respects teacher availability (does not double-book).
4. Review the generated timetable and make manual adjustments as needed.
5. Click Save Timetable.

Tip: Auto-generate provides a starting point but may not perfectly match your school’s preferences (e.g., placing Math in the morning slots). Use it as a base and rearrange manually.

Clash Detection

EduCore automatically prevents scheduling conflicts.

What Is Checked

How Clashes Are Shown

• When you try to assign a subject to a slot that would create a clash, a warning message appears.
• The conflicting assignment is highlighted.
• The message shows: “Mr. Verma is already assigned to Class 8B Period 3 on Monday.”
• You must resolve the clash before saving.

Viewing All Clashes

1. Navigate to Timetable > Clash Report.
2. Any unresolved clashes across all class-section timetables are listed.
3. Each clash shows the teacher, the two conflicting assignments, and the time slot.

Substitution Management

flowchart TD
    A[Teacher Marked Absent] --> B[System Shows Their Periods]
    B --> C[Find Free Teachers for Each Period]
    C --> D[Admin Assigns Substitute]
    D --> E[Substitution Logged]

When a teacher is absent, a substitute needs to be assigned for their periods.

Marking a Teacher Absent

1. Navigate to Timetable > Substitutions.
2. Select the date.
3. Click Mark Teacher Absent.
4. Select the absent teacher from the list.
5. The system shows all periods assigned to that teacher on the selected date.

Assigning Substitutes

1. For each affected period, the system shows:
   • The class-section and subject
   • A list of available teachers (teachers who have a free period at that time)
2. Select a substitute teacher from the available list.
3. Repeat for each affected period.
4. Click Save Substitutions.

Viewing Substitution Details

The substitution page shows:

Tip: The system highlights periods where no substitute has been assigned yet, so the coordinator can ensure every class is covered. Teachers with free periods during the affected time are shown first.

Printing the Timetable

Class Timetable

1. Navigate to Timetable > Weekly Schedule.
2. Select the class and section.
3. Click Print Timetable.
4. A print-ready version opens showing:
   • School name and class-section header
   • Days as rows, periods as columns
   • Subject and teacher name in each cell
   • Color-coded by subject for easy reading

Teacher Timetable

1. Navigate to Timetable > Teacher Timetable.
2. Select the teacher.
3. Their weekly schedule is displayed, showing which class-section and subject they teach in each slot.
4. Free periods are clearly marked.
5. Click Print.

Master Timetable

1. Navigate to Timetable > Master View.
2. All class-section timetables are shown in a consolidated view.
3. Filter by class to see specific groups.
4. Click Print All for a complete set of timetables.

Tip: Print class timetables and post them in each classroom at the beginning of the year. Print teacher timetables and distribute them to each teacher. These are also useful during parent-teacher meetings.

Best Practices

1. Set up time slots first, then subject assignments, then the weekly schedule. This order ensures everything is ready before building the timetable.
2. Distribute subjects evenly. Avoid putting all language classes on one day and all science classes on another.
3. Schedule core subjects in the morning. Students tend to focus better in earlier periods.
4. Keep practical subjects back-to-back when possible (e.g., Science lab needs two consecutive periods).
5. Review the teacher workload. No teacher should have more than 6 consecutive periods without a break.
6. Plan for substitutions proactively. At the start of the year, identify backup teachers for each subject.

Staff Management

The Staff Management module maintains records for all school employees — teachers, administrative staff, accountants, librarians, and support staff.

Adding a Staff Member

1. Navigate to Staff > Add Staff from the sidebar.
2. Fill in the following sections:

Personal Information

Employment Details

Emergency Contact

3. Click Save Staff.
4. The staff member’s profile page opens.

Tip: After adding a staff member, you can optionally create a user account for them so they can log into EduCore. Go to Settings > User Management > Create User, and link the user to this staff profile.

Staff Profile Page

Click any staff member’s name to view their full profile. The profile includes:

Overview

• Photo, name, employee ID
• Department and designation
• Contact details
• Employment status (active/inactive)

Attendance

• Monthly attendance summary
• Days present, absent, on leave
• Attendance percentage

Leaves

• Leave balance (casual leave, sick leave, earned leave remaining)
• Leave history (all approved, rejected, and pending requests)

Timetable

• Weekly teaching schedule (for teachers)
• Free periods highlighted

Documents

• Uploaded documents (ID proof, qualification certificates, appointment letter)

Departments

Departments help organize staff into logical groups.

Default Departments

EduCore comes with common departments pre-configured:

Adding a Department

1. Navigate to Staff > Departments.
2. Click Add Department.
3. Enter the department name.
4. Optionally assign a department head from existing staff.
5. Click Save.

Designations

Designations define job titles within departments.

Default Designations

Adding a Designation

1. Navigate to Staff > Designations.
2. Click Add Designation.
3. Enter the designation name.
4. Select the department it belongs to.
5. Click Save.

Searching and Filtering Staff

Quick Search

1. On the Staff list page, type a name or employee ID in the search bar.
2. Results filter as you type.

Filters

1. Click Filter and set your criteria.
2. Click Apply Filters.
3. Click Export CSV to download the filtered list.

Editing Staff Records

1. Open the staff member’s profile.
2. Click Edit in the top-right corner.
3. Modify the fields as needed.
4. Click Save Changes.

Deactivating Staff

When a staff member leaves the school:

1. Open their profile.
2. Click More Actions > Deactivate.
3. Enter the last working date.
4. Enter the reason (resignation, retirement, termination, transfer).
5. Click Deactivate.
6. The staff member is removed from active lists but their records are preserved.

Tip: Deactivating a staff member automatically removes them from timetable assignments. Make sure to assign substitutes or reassign their classes before or after deactivation.

Staff Reports

All reports are available at Staff > Reports and can be exported to CSV or printed.

Best Practices

1. Keep profiles updated. Update phone numbers and addresses when they change.
2. Upload qualification documents. This is useful during school inspections and audits.
3. Review inactive staff periodically. At the end of each year, ensure staff who have left are marked inactive.
4. Use designations consistently. Agree on standard designations (PRT, TGT, PGT) rather than having variations like “Primary Teacher” and “Pr. Teacher”.

Leave Management

The Leave Management module handles leave applications, approvals, balances, and history for all staff members.

flowchart LR
    A[Staff Applies] --> B[Pending Review]
    B --> C{Principal Reviews}
    C -->|Approve| D[Leave Granted]
    C -->|Reject| E[Rejected with Reason]

Leave Types

EduCore comes with standard leave types pre-configured. Your school administrator can add or modify these.

Configuring Leave Types

1. Navigate to Settings > Leave Types (School Admin only).
2. Click Add Leave Type or edit an existing one.
3. Set the name, annual allocation, and carry-forward rules.
4. Specify whether a medical certificate is required after a certain number of consecutive days.
5. Click Save.

Applying for Leave

As a Staff Member (Self-Service)

1. Navigate to Leaves > Apply for Leave from the sidebar.
2. Fill in the leave application:

3. The form shows your available balance for the selected leave type.
4. Click Submit Application.
5. The application is sent to your approver (typically the principal or admin).
6. You will receive a notification when it is approved or rejected.

Tip: Apply for planned leave at least 2-3 days in advance whenever possible. This gives the school time to arrange substitutes for your classes.

On Behalf of a Staff Member (Admin)

School administrators can apply for leave on behalf of any staff member:

1. Navigate to Leaves > Apply for Leave.
2. Select the staff member from the dropdown.
3. Fill in the leave details as above.
4. Click Submit.
5. The leave can be auto-approved or sent for approval depending on school settings.

Leave Approval Workflow

Approving Leave (Principal/Admin)

1. Navigate to Leaves > Pending Approvals.
2. A list of all pending leave applications appears.
3. Each application shows:
   • Staff member name and department
   • Leave type and dates
   • Number of days
   • Reason
   • Current leave balance
4. Click View to see the full application.
5. Click Approve to approve the leave, or Reject to deny it.
6. If rejecting, enter a reason for rejection (this is sent to the applicant).
7. The staff member receives a notification of the decision.

Pending Approvals on Dashboard

Pending leave requests appear in the Needs Attention section of the dashboard for users with approval permissions.

Leave Balance

Viewing Your Balance

1. Navigate to Leaves > My Leaves.
2. Your leave balance is shown in a summary card:
   • Leave type, total allocation, used, and remaining

Viewing All Staff Balances (Admin)

1. Navigate to Leaves > Leave Balances.
2. A table shows all staff members with their leave balances.
3. Filter by department or leave type.
4. Click Export CSV to download.

Leave History

Personal Leave History

1. Navigate to Leaves > My Leaves > History.
2. View all your past leave applications with:
   • Dates, leave type, number of days
   • Status (approved, rejected, cancelled)
   • Approver’s name
   • Any remarks

All Staff Leave History (Admin)

1. Navigate to Leaves > Leave History.
2. Filter by staff member, department, leave type, date range, or status.
3. Export to CSV for records.

Cancelling a Leave Application

If your plans change after submitting a leave application:

1. Navigate to Leaves > My Leaves.
2. Find the leave application you want to cancel.
3. Click Cancel (only available if the leave is still pending or has not started yet).
4. The leave balance is restored.

Tip: You cannot cancel a leave that is already in progress (i.e., the start date has passed). In that case, contact your administrator to modify the leave end date.

Leave and Attendance Integration

Leave management is integrated with the attendance system:

• When a staff member has an approved leave for a date, they are automatically marked as “On Leave” in staff attendance.
• This prevents the need to manually mark approved leaves in the attendance register.
• The timetable substitution system also checks approved leaves to identify absent teachers.

Leave Reports

All reports are available at Leaves > Reports and can be exported to CSV.

Best Practices

1. Submit leave applications through the system rather than verbal or paper requests. This maintains an accurate audit trail.
2. Approve or reject promptly. Pending applications delay substitute arrangements.
3. Monitor leave patterns. If a staff member takes frequent single-day leaves (especially Mondays/Fridays), the leave reports make this visible.
4. Set clear carry-forward rules. Decide at the beginning of the year whether unused casual leave carries forward to the next year, or lapses.
5. Require medical certificates for sick leave exceeding 2 consecutive days. This can be configured per leave type.

Notices & Notifications

The Notices module lets administrators and teachers create announcements, target them to specific audiences, and track who has read them. EduCore also supports in-app and email notifications.

Creating a Notice

1. Navigate to Notices > Create Notice from the sidebar.
2. Fill in the notice details:

3. Review the notice preview.
4. Click Publish Notice to make it live immediately, or Save as Draft to publish later.

Audience Targeting

Targeting Specific Classes

1. Select Specific Classes as the audience.
2. Check the classes you want to target (e.g., Class 10A, Class 10B, Class 12A).
3. The notice will be visible only to parents and students of those class-sections.

Tip: Use specific class targeting for notices that are only relevant to certain groups, such as “Class 10 Board Exam Preparation Schedule” or “Class 5 Field Trip Permission Form.”

Managing Notices

Notice List

1. Navigate to Notices > All Notices.
2. The list shows all published and draft notices.
3. Each entry shows the title, audience, publish date, and read count.
4. Use filters to narrow the list:

Editing a Notice

1. Open the notice from the list.
2. Click Edit.
3. Modify the title, content, audience, or other fields.
4. Click Update Notice.

Tip: Editing a published notice updates it for all users immediately. If the change is significant, consider adding a note at the top: “Updated on [date]: [what changed].”

Deleting a Notice

1. Open the notice from the list.
2. Click Delete.
3. Confirm the deletion.
4. Deleted notices are permanently removed.

Read Tracking

EduCore tracks which users have read each notice.

Viewing Read Status

1. Open a published notice.
2. Click the Read Status tab.
3. A list shows:
   • Total audience count (how many users should see this notice)
   • Read count (how many have opened it)
   • Read percentage
   • A list of users who have read the notice, with the date/time they read it
   • A list of users who have not yet read it

Following Up on Unread Notices

1. In the Read Status view, click Export Unread List to download a CSV of users who have not read the notice.
2. Use this list for follow-up — phone calls or in-person reminders.

Tip: For critical notices (e.g., exam schedule changes, fee deadline reminders), check the read status after 24 hours. If many parents have not read it, consider sending a follow-up email notification.

In-App Notifications

Notification Bell

• Every user sees a bell icon in the top navigation bar.
• When there are unread notifications, a red badge with the count appears on the bell.
• Click the bell to see a dropdown list of recent notifications.
• Click a notification to go to the related page (e.g., clicking a fee notification goes to the fee details).

What Triggers Notifications

Notification Preferences

Users can customize which notifications they receive:

1. Click the profile icon in the top navigation bar.
2. Select Notification Preferences.
3. Toggle individual notification types on or off.
4. Click Save Preferences.

Email Notifications

In addition to in-app notifications, EduCore sends email notifications for important events.

Automatic Email Notifications

Configuring Email Notifications

1. Navigate to Settings > Notifications (School Admin only).
2. Toggle each email notification type on or off.
3. For fee reminders, set the reminder schedule (e.g., 7 days before due date, on due date, 7 days after due date).
4. Click Save.

Tip: Fee due reminders are one of the most effective ways to improve collection rates. Set up automatic reminders at 7 days before the due date and again on the due date.

Best Practices

1. Keep notice titles clear and specific. “Important Notice” tells the reader nothing. “Class 10 Board Exam Practical Schedule — January 2025” tells them exactly what it is.
2. Use audience targeting. Do not send class-specific notices to all parents. Parents of Class 3 do not need to know about the Class 12 farewell schedule.
3. Set expiry dates. Old notices cluttering the list can be confusing. Set an expiry date so that event-specific notices disappear after the event.
4. Use Important priority sparingly. If every notice is marked Important, none of them stand out.
5. Check read tracking for critical notices. For safety-related or deadline-related notices, follow up on unread users.

Transport

The Transport module manages school bus routes, stops, student assignments, and driver information.

Route Management

Creating a Route

1. Navigate to Transport > Routes from the sidebar.
2. Click Add Route.
3. Fill in the route details:

4. Click Save Route.

Editing a Route

1. Open the route from the route list.
2. Click Edit.
3. Modify the fields as needed.
4. Click Save Changes.

Deleting a Route

1. Open the route.
2. Click Delete.
3. Confirm deletion. Students assigned to this route will be unassigned.

Tip: When a route is at or near capacity, it is time to either add a new route or shift some stops to a different route. Check capacity regularly, especially after new admissions.

Stop Management

Each route has a sequence of stops where the bus picks up and drops off students.

Adding Stops to a Route

1. Open a route from Transport > Routes.
2. Click the Stops tab.
3. Click Add Stop.
4. Fill in the stop details:

5. Click Save Stop.
6. Repeat for all stops on the route.

Reordering Stops

1. On the Stops tab, drag and drop stops to change their order.
2. Click Save Order.

Example Route with Stops

Student Assignment

Assigning a Student to a Route and Stop

1. Navigate to Transport > Student Assignment.
2. Click Assign Student.
3. Search for the student by name or admission number.
4. Select the route from the dropdown.
5. Select the stop from the dropdown (only stops on the selected route are shown).
6. Click Assign.

Bulk Assignment

1. Navigate to Transport > Student Assignment > Bulk Assign.
2. Select the route and stop.
3. A search interface lets you find and select multiple students.
4. Check the students to assign.
5. Click Assign All Selected.

Removing a Student from Transport

1. Find the student in the transport assignment list.
2. Click Remove next to their name.
3. Confirm the removal.

Tip: When a student withdraws from school or switches from bus to self-transport, remember to remove their transport assignment. This keeps the capacity count accurate.

Driver and Conductor Details

Adding Driver Information

1. Navigate to Transport > Drivers.
2. Click Add Driver.
3. Fill in the details:

4. Click Save.

Adding Conductor Information

Conductors (bus attendants) are added the same way:

1. Navigate to Transport > Conductors.
2. Click Add Conductor.
3. Fill in name, phone, and route assignment.
4. Click Save.

Tip: Keep driver license expiry dates updated. EduCore will show a warning when a license is about to expire, helping you ensure compliance.

Route-Wise Student Lists

Viewing Students on a Route

1. Navigate to Transport > Routes.
2. Click on a route.
3. Click the Students tab.
4. A list shows all students assigned to this route, organized by stop:

Printing Route Lists

1. Click Print on the route student list.
2. A printable version is generated with the route name, vehicle number, driver details, and the student list organized by stop.
3. Give a printed copy to each bus driver/conductor.

Exporting Route Data

Click Export CSV to download the route-wise student list for use in spreadsheets.

Transport Fee Tracking

Transport fees are managed through the regular fee system but can be tracked separately:

1. Create a “Transport Fee” fee head in Settings > Fee Structure.
2. Set amounts per route or stop (if fares vary by distance).
3. Transport fees appear in the student’s fee summary alongside other fee heads.
4. Use the Fee Head Summary report (in Fee Reports) to see total transport fee collection separately.

Reports

All reports are available at Transport > Reports and can be exported or printed.

Best Practices

1. Update route assignments monthly. New admissions and withdrawals change the transport list.
2. Print fresh route lists every month and distribute to drivers.
3. Monitor capacity utilization. Routes at 90%+ capacity need attention before new students are assigned.
4. Keep driver phone numbers accessible. Parents may need to contact the driver in emergencies.
5. Plan routes to minimize travel time. Students should not spend more than 45 minutes on the bus.

Library

The Library module manages the school’s book catalog, tracks book issues and returns, calculates overdue fines, and generates the accession register for school inspections.

Book Catalog

Adding a Book

1. Navigate to Library > Catalog from the sidebar.
2. Click Add Book.
3. Fill in the book details:

4. Click Save Book.

Editing a Book

1. Open the book from the catalog.
2. Click Edit.
3. Modify the fields as needed.
4. Click Save Changes.

Searching the Catalog

1. On the Catalog page, use the search bar to search by title, author, ISBN, or accession number.
2. Use filters to narrow results:

3. Click Export CSV to download the catalog.

Tip: When adding new books to the library, consider adding them in bulk using the CSV import option (Library > Catalog > Bulk Import). This is much faster than adding books one by one.

Book Issue and Return Flow

flowchart LR
    A[Search Book] --> B[Check Availability]
    B --> C[Issue to Student]
    C --> D{Returned on Time?}
    D -->|Yes| E[Return Recorded]
    D -->|No| F[Fine Calculated]
    F --> E

Issuing a Book

To issue a book to a student or staff member:

1. Navigate to Library > Issue Book.
2. Search for the borrower by typing their name, admission number (for students), or employee ID (for staff).
3. Select the borrower from the search results.
4. Their borrower profile appears showing:
   • Name, class/department
   • Books currently issued
   • Overdue books (if any, highlighted in red)
   • Fine balance (if any)
5. Search for the book to issue by title, author, or accession number.
6. Select the book.
7. The due date is automatically set based on the library’s lending period (default: 14 days). You can adjust it if needed.
8. Click Issue Book.
9. A confirmation appears: “Book ‘[Title]’ issued to [Name]. Due date: [Date].”

Issue Limits

Tip: Issue limits and lending periods can be customized in Library Settings. Adjust them based on your school’s policy.

Returning a Book

1. Navigate to Library > Return Book.
2. Search for the book by accession number or title.
3. Alternatively, search by the borrower’s name to see all their issued books.
4. Select the book to return.
5. The system shows:
   • Issue date and due date
   • Whether the book is overdue
   • Fine amount (if overdue)
6. Click Return Book.
7. If there is a fine, choose to:
   • Collect the fine now (record the payment)
   • Waive the fine (with a reason)
   • Add to student’s account (to be collected later)

Overdue Tracking

Viewing Overdue Books

1. Navigate to Library > Overdue Books.
2. A list shows all books that are past their due date.
3. Each entry shows:

4. Click Send Reminder to send an email reminder to the borrower (or parent, for students).
5. Click Export CSV to download the overdue list.

Overdue Reminders on Dashboard

Overdue books appear in the Needs Attention section of the librarian’s dashboard.

Fines

Fine Calculation

Fines are calculated automatically based on a per-day rate:

• Default fine rate: Rs. 1 per day (configurable in Library Settings)
• Fine starts: From the day after the due date
• Maximum fine: Can be capped (e.g., Rs. 50 maximum per book)

Fine Collection

When returning an overdue book:

1. The fine amount is displayed automatically.
2. Click Collect Fine to record the payment.
3. The payment is logged in the borrower’s library history.

Viewing Fine History

1. Navigate to Library > Fine Collection.
2. Filter by date range, class, or borrower.
3. View total fines collected for a period.

Tip: Some schools prefer to waive fines for first-time offenders or for small amounts. Use the “Waive Fine” option with a note explaining the reason.

Accession Register

The accession register is a formal record of all books in the library, required during school inspections.

Generating the Accession Register

1. Navigate to Library > Accession Register.
2. Set the date range (or leave blank for all books).
3. Click Generate.
4. The register shows:

5. Click Print for a hard copy suitable for inspection.
6. Click Export CSV for a digital copy.

Tip: Print the accession register at the beginning and end of each academic year. The inspector expects this to be up to date with all new acquisitions listed.

Student Issue History

To view a specific student’s complete library history:

1. Open the student’s profile > Documents tab or navigate to Library > Borrower History.
2. Search for the student.
3. View all books ever issued to them:
   • Currently issued books
   • Past issues (returned)
   • Overdue history
   • Fine history

Reports

All reports are at Library > Reports and can be exported or printed.

Best Practices

1. Assign unique accession numbers to every book, even duplicates. Each physical copy should have its own number.
2. Update the catalog promptly when new books arrive.
3. Run the overdue report weekly and send reminders.
4. Conduct a physical audit at least once a year — compare the catalog with actual books on shelves.
5. Encourage reading by sharing the “Most Issued Books” report with students.

Expenses

The Expenses module tracks school expenditures across categories, helping administrators and accountants maintain a clear record of all spending.

Expense Categories

Expenses are organized by category for easier tracking and reporting.

Default Categories

Adding a Category

1. Navigate to Expenses > Categories.
2. Click Add Category.
3. Enter the category name.
4. Optionally enter a description.
5. Click Save.

Editing or Deleting a Category

1. Open Expenses > Categories.
2. Click Edit or Delete next to the category.
3. Deleting a category is only possible if no expenses are recorded under it.

Tip: Keep categories broad enough to be useful but specific enough to be informative. Too many categories (e.g., separate categories for “Chalk” and “Markers”) make tracking cumbersome.

Recording an Expense

1. Navigate to Expenses > Record Expense from the sidebar.
2. Fill in the expense details:

3. Review the details.
4. Click Save Expense.
5. The expense is recorded and appears in the expense list.

Tip: Always upload the receipt or invoice as an attachment. This creates a digital record that is useful during audits and eliminates the need to maintain paper files.

Payment Modes

Viewing and Searching Expenses

1. Navigate to Expenses > Expense List.
2. The list shows all recorded expenses, most recent first.
3. Use filters to narrow the list:

4. Click Apply Filters.
5. The total of all filtered expenses is shown at the bottom.
6. Click Export CSV to download the filtered list.

Editing an Expense

1. Open the expense from the list.
2. Click Edit.
3. Modify the fields as needed.
4. Click Save Changes.
5. The edit is logged in the system for audit purposes.

Deleting an Expense

1. Open the expense.
2. Click Delete.
3. Confirm the deletion.
4. Deleted expenses are soft-deleted — they are hidden from reports but retained in the database for audit purposes.

Tip: Instead of deleting an incorrect expense, consider editing it. This preserves the audit trail better than deletion.

Expense Reports

Monthly Expense Report

1. Navigate to Expenses > Reports > Monthly.
2. Select the month and year.
3. The report shows:
   • Total expenses for the month
   • Breakdown by category (table and pie chart)
   • Comparison with the previous month

Category-Wise Report

1. Navigate to Expenses > Reports > By Category.
2. Select the date range.
3. A table and chart show spending by category.
4. Click on a category to drill down to individual expenses.

Payment Mode Report

1. Navigate to Expenses > Reports > By Payment Mode.
2. Select the date range.
3. See how expenses are split across cash, cheque, bank transfer, and UPI.

Annual Expense Summary

1. Navigate to Expenses > Reports > Annual Summary.
2. Select the academic year.
3. A month-by-month table shows total expenses and category breakdown.
4. A bar chart visualizes monthly spending trends.

Income vs. Expense Report

1. Navigate to Expenses > Reports > Income vs Expense.
2. This report compares total fee collection (income) against total expenses for a selected period.
3. Shows the net surplus or deficit.

Tip: Review the Income vs Expense report at the end of each quarter. This gives the school management a clear picture of financial health.

Petty Cash Management

For small, frequent expenses:

1. Record each petty cash expense with the Payment Mode set to Cash.
2. At the end of each week or month, review all cash expenses.
3. The total cash expenses should reconcile with the petty cash register maintained by the accountant.
4. Use the Payment Mode filter in the expense list to see only cash transactions.

Best Practices

1. Record expenses daily. Do not let receipts pile up — record them on the same day the expense occurs.
2. Always attach receipts. Digital records are easier to audit than paper files.
3. Use consistent descriptions. “Electricity bill — March 2025” is better than “Bill paid” because it is searchable and clear.
4. Review category-wise spending monthly. Spot unexpected spikes early.
5. Reconcile with bank statements. Cross-check the expense records with your bank statement monthly to ensure nothing is missed.
6. Set a petty cash limit. Expenses above a certain amount (e.g., Rs. 5,000) should go through cheque or bank transfer for better traceability.

Fee Reports

EduCore provides a comprehensive set of fee reports to help accountants and administrators track collections, identify defaulters, and analyze financial performance.

Accessing Fee Reports

Navigate to Reports > Fee Reports from the sidebar. All fee reports are available from this section.

Daily Collection Report

Shows all fee payments collected on a specific date.

How to Generate

1. Navigate to Reports > Fee Reports > Daily Collection.
2. Select the date (defaults to today).
3. Click Generate.

What It Shows

Summary Section

At the bottom of the report:

Tip: Print the Daily Collection Report at the end of each working day and reconcile it with actual cash in hand and cheque register. This is the single most important daily financial discipline.

Monthly Collection Report

Shows fee collection aggregated by month.

1. Select the month and year.
2. Click Generate.
3. The report shows:
   • Day-by-day collection totals
   • Running total for the month
   • Comparison with the same month in the previous year (if data exists)
   • Payment mode breakdown for the month

Class-Wise Collection Report

Shows how much has been collected from each class.

1. Select the date range (or entire academic year).
2. Click Generate.
3. The report shows:

4. Click on any class to drill down to student-level data.

Tip: This report is valuable for identifying which classes have low collection rates. Focus follow-up efforts on classes with the lowest collection percentage.

Payment Mode Report

Shows collections broken down by how parents paid.

1. Select the date range.
2. Click Generate.
3. The report shows:

Tip: Track the UPI percentage over time. Many schools see increasing UPI adoption, which reduces cash handling and reconciliation effort.

Fee Defaulter Report (Aging)

The most important report for fee follow-up. Shows all students with outstanding fees, grouped by how long the fees have been overdue.

1. Navigate to Reports > Fee Reports > Defaulter Report.
2. Optionally filter by class, fee head, or amount range.
3. Click Generate.

Aging Buckets

Report Columns

4. Click Export CSV to download for offline follow-up calls.
5. Click Print for a hard copy.

Tip: Prioritize the 90+ days bucket. These are chronic defaulters who need personal attention — a phone call or meeting. For the 1-30 days bucket, an automated fee reminder email is usually sufficient.

Discount Summary Report

Shows all discounts applied across students.

1. Select the academic year or date range.
2. Click Generate.
3. The report shows:

4. Click on any discount type to see the list of students receiving that discount.

Fee Head Summary

Shows collection broken down by fee head (type of fee).

1. Select the date range.
2. Click Generate.

Tip: This report helps identify which fee heads have the highest default rates. Transport fees often have higher default rates because some parents switch to self-transport mid-year without informing the school.

Exporting and Printing

All fee reports support:

• Export CSV — download the report data as a comma-separated file for use in Excel or Google Sheets
• Print — open a print-friendly version of the report
• PDF Download — download the report as a PDF

Tip: For board meetings or management reviews, download the class-wise collection and defaulter aging reports as PDFs. These provide a clear snapshot of the school’s fee position.

Attendance Reports

EduCore provides detailed attendance reports for monitoring student and staff attendance patterns, identifying at-risk students, and generating printable registers for school records.

Monthly Attendance Report

A detailed month-level view of attendance for a specific class-section.

How to Generate

1. Navigate to Reports > Attendance Reports > Monthly.
2. Select the class and section.
3. Select the month and year.
4. Click Generate.

What It Shows

A grid with:

• Rows: One row per student, sorted by roll number
• Columns: One column per school day in the month (holidays and Sundays are excluded)
• Cells: Attendance symbol — P (Present), A (Absent), L (Late), H (Half-Day), OL (On Leave/Holiday)

Summary Columns (Right Side)

Footer Row

The footer shows the class totals:

• Total students present each day
• Attendance percentage for each day

Tip: Print the monthly attendance report at the end of each month and file it. This serves as the official attendance record and is required during school inspections.

Class-Wise Attendance Summary

A high-level view of attendance across all classes for a date range.

1. Navigate to Reports > Attendance Reports > Class-Wise Summary.
2. Select the date range (e.g., a month or the entire term).
3. Click Generate.

Click on any class-section to drill down to the student-level monthly report.

Tip: Senior classes (11 and 12) often have lower attendance due to tuition classes and competitive exam preparation. Monitor these classes closely, especially during the second half of the year.

Below 75% Attendance Report

Identifies students whose attendance has dropped below the 75% threshold — critical for CBSE board exam eligibility.

How to Generate

1. Navigate to Reports > Attendance Reports > Below 75%.
2. Select the class (or “All Classes” for a school-wide view).
3. The date range defaults to the current academic year (April to current date).
4. Click Generate.

What It Shows

Status Levels

Actions

• Click Send Warning Email to notify parents of students in the “At Risk” category.
• Click Export CSV to download the list.
• Click Print for a hard copy to share with the principal.

Tip: Run this report at the end of every month. CBSE rules state that a student must have at least 75% attendance to sit for board exams. Identifying at-risk students early gives them time to improve.

Printable Attendance Register

Generates an official attendance register in the format expected by school inspectors and education department auditors.

How to Generate

1. Navigate to Reports > Attendance Reports > Attendance Register.
2. Select the class and section.
3. Select the month.
4. Click Generate Register.

Register Format

The register follows the standard school inspection format:

• Header: School name, class-section, month-year, class teacher name
• Left column: Roll number and student name
• Date columns: One column per working day, with attendance marks (P/A/L/H)
• Right columns: Total working days, total present, total absent, percentage
• Footer: Daily totals, class teacher signature line, principal signature line

Printing

1. Click Print.
2. The register is formatted for A4 landscape paper.
3. Use good quality paper for the official record.

Tip: Some schools maintain the register digitally through the year and print it monthly. Others print a blank register at the beginning of the month, mark attendance manually, and then enter it into EduCore periodically. Both approaches work — choose whichever fits your school’s workflow.

Staff Attendance Report

Tracks staff attendance over a period.

1. Navigate to Reports > Attendance Reports > Staff Attendance.
2. Select the month or date range.
3. Click Generate.

Date Range Reports

For custom date ranges:

1. Navigate to Reports > Attendance Reports > Custom Range.
2. Select the start date and end date.
3. Select the class and section (or “All” for school-wide).
4. Click Generate.
5. The report shows attendance totals for the selected period.

This is useful for generating attendance data for:

• A specific term (e.g., Term 1: April-September)
• An exam period
• A specific week

Exporting and Printing

All attendance reports support:

• Export CSV — download as a spreadsheet
• Print — print-optimized layout
• PDF Download — save as a PDF document

Tip: At the end of the academic year, export the full-year attendance data as CSV. This serves as a permanent digital record that can be referenced in future years if needed (e.g., for TC issuance or audits).

Exam Analytics

The Exam Analytics section provides insights into student and class performance across exams. These reports help teachers and administrators identify trends, recognize high performers, and support struggling students.

Class Performance Report

Shows how a class-section performed overall in an exam.

How to Generate

1. Navigate to Reports > Exam Analytics > Class Performance.
2. Select the exam (e.g., “Half Yearly 2025”).
3. Select the class and section.
4. Click Generate.

What It Shows

Subject-Wise Breakdown

Grade Distribution

A table and bar chart showing how many students fall in each grade band:

Subject-Wise Analysis

Detailed performance analysis for a specific subject.

1. Navigate to Reports > Exam Analytics > Subject Analysis.
2. Select the exam, class, section, and subject.
3. Click Generate.

What It Shows

• Score distribution histogram — how many students scored in each 10-mark range
• Comparison with other sections — how this section performed compared to other sections of the same class
• Theory vs. Practical split — for subjects with practical components, separate analysis of theory and practical marks
• Students below passing marks — list of students who did not pass the subject

Students at Risk

A list of students who scored below the passing marks:

Tip: Share the subject analysis with subject teachers. It helps them understand which topics need re-teaching and which students need extra attention.

Cumulative Reports

Track a student’s performance across multiple exams in the academic year.

Student Cumulative Report

1. Navigate to Reports > Exam Analytics > Student Cumulative.
2. Search for a student by name or admission number.
3. Click Generate.

What It Shows

• All exams in the year listed side by side
• Subject-wise marks and grades for each exam
• Total marks and rank for each exam
• A trend line chart showing total marks across exams
• Whether the student is improving, stable, or declining

Tip: The cumulative report is the best resource for parent-teacher meetings. It shows the parent their child’s journey through the year, not just a single exam snapshot.

Class Cumulative Report

1. Select the class and section instead of a specific student.
2. The report shows all students’ performance across all exams in a consolidated table.
3. Useful for identifying overall class trends.

Comparison Reports

Section Comparison

Compare performance across sections of the same class.

1. Navigate to Reports > Exam Analytics > Section Comparison.
2. Select the exam and class.
3. Click Generate.

Exam-to-Exam Comparison

Compare class performance between two exams.

1. Navigate to Reports > Exam Analytics > Exam Comparison.
2. Select the two exams to compare (e.g., “Unit Test 1” vs. “Unit Test 2”).
3. Select the class and section.
4. Click Generate.
5. The report shows:
   • Whether the class average improved or declined
   • Which subjects improved
   • Which subjects declined
   • Students who improved most
   • Students who declined most

Topper Lists

Class Toppers

1. Navigate to Reports > Exam Analytics > Toppers.
2. Select the exam and class.
3. See the top 10 students by total marks, with their rank and percentage.

Subject Toppers

1. Select the subject additionally.
2. See the top 10 students in that subject for the selected exam.

Exporting and Printing

All exam analytics reports support:

• Export CSV — for further analysis in spreadsheets
• Print — formatted for A4 paper
• PDF Download — for sharing via email or filing

Tip: At the end of each term, generate and save the class performance and subject analysis reports as PDFs. These form part of the academic review documentation that many schools present to their management board.

Analytics Dashboard

The Analytics Dashboard provides visual charts and trend data that give school administrators a bird’s-eye view of key metrics over time. Unlike the main dashboard which shows today’s snapshot, the analytics dashboard reveals patterns and trends.

Accessing the Analytics Dashboard

Navigate to Reports > Analytics Dashboard from the sidebar.

The analytics dashboard is available to School Admins and Principals. Other roles see a simplified version with data relevant to their scope.

Enrollment Trend

What It Shows

A line chart showing the total number of active students over the current academic year, plotted month by month.

How to Read It

• An upward trend indicates growing enrollment (new admissions exceed withdrawals).
• A flat line indicates stable enrollment.
• A dip indicates withdrawals or students passing out.
• Hover over any data point to see the exact count and the number of new admissions and withdrawals that month.

Filters

• Academic Year: Compare enrollment across different academic years by selecting a previous year.
• Class Range: Filter to see enrollment for specific class groups (e.g., Primary: Nursery-5, Secondary: 6-10, Senior Secondary: 11-12).

Tip: Compare enrollment trends year-over-year. If this year’s enrollment is consistently lower than last year’s, it signals a retention or marketing issue that needs attention.

Attendance Trend

What It Shows

A line chart showing the daily school-wide attendance percentage for the current month.

• Each data point represents one school day.
• Sundays and holidays are excluded.
• The chart includes a horizontal reference line at 90% (the typical target for schools).

Additional Views

• Monthly Average: Switch to monthly view to see average attendance per month across the year.
• Class-Wise Comparison: A grouped bar chart comparing attendance across classes.

How to Read It

• Dips may correlate with weather events, festivals (pre-holiday absences), or exam seasons.
• Consistently low attendance in specific classes may indicate issues worth investigating.
• A gradual downward trend across the year can signal declining engagement.

Fee Collection Trend

What It Shows

A bar chart showing monthly fee collection totals for the current academic year.

Additional Metrics

• Cumulative collection line — a running total overlaid on the bar chart
• Target line — if a collection target is set, it appears as a dotted line for comparison
• Year-over-year comparison — toggle to overlay last year’s collection for comparison

How to Read It

• Spikes typically occur in months when quarterly or term fees are due.
• Low months may indicate collection issues or may simply be months between due dates.
• The cumulative line shows whether the school is on track to meet its annual collection target.

Tip: The fee collection chart is useful for cash flow planning. If you can predict which months will have lower collections, you can plan expenses accordingly.

Fee Collection vs. Outstanding

What It Shows

A stacked bar chart showing collected vs. outstanding amounts by class.

For each class, the bar is divided into:

• Green portion: Amount collected
• Red portion: Amount outstanding

This instantly shows which classes have the highest outstanding fees.

Drill-Down

Click on any class bar to see the student-level breakdown.

Defaulter Analysis

What It Shows

A pie chart showing the distribution of defaulters by aging bucket.

How to Read It

• A large “90+ days” segment indicates chronic defaulters who need personal follow-up.
• A large “Current” segment is normal — fees have been charged but are not yet due.
• The ideal distribution has most of the pie in “Current” with shrinking segments for older buckets.

Class Performance Overview

What It Shows

A grouped bar chart comparing class averages across the most recent exam.

• Each class-section is a group.
• Bars represent the average percentage score.
• Color coding highlights classes above and below the school average.

Additional Views

• Subject-wise heatmap: A grid where rows are classes and columns are subjects. Cell color intensity represents the class average in that subject. Dark green = high performance, dark red = low performance.

How to Read It

• Classes with consistently lower averages across subjects may need additional academic support.
• Subjects with low averages across classes may indicate curriculum or teaching methodology issues.
• Compare sections of the same class to identify disparities.

Expense Trend

What It Shows

A stacked bar chart showing monthly expenses by category.

• Each month has one bar divided by expense category.
• The total bar height shows total monthly spending.
• Hover over a category segment to see the exact amount.

Income vs. Expense

A dual-axis chart showing:

• Monthly fee collection (income) on the left axis
• Monthly expenses on the right axis
• The gap between them represents the operating surplus or deficit

Tip: If expenses consistently exceed collections in certain months, plan for those cash flow gaps by maintaining a reserve or scheduling fee due dates accordingly.

Dashboard Refresh

• The analytics dashboard data updates every time you load the page.
• Charts reflect the latest data as of the current moment.
• To refresh, simply reload the page or navigate away and back.

Exporting Charts

Each chart on the analytics dashboard can be exported:

• Download as PNG — save the chart as an image for presentations
• Download as PDF — for printing or sharing
• Export Data as CSV — download the underlying data for custom analysis

Tip: The analytics dashboard is an excellent tool for school management board meetings. Download the charts as images and include them in your presentation slides. Visual trends are far more impactful than tables of numbers.

Transfer Certificate

The Transfer Certificate (TC) is an official document issued when a student leaves the school. It is required for admission to another school. EduCore handles TC generation, preview, PDF download, and maintains a TC register.

When to Issue a TC

A Transfer Certificate is issued when:

• A student is withdrawing from the school (transferring to another school)
• A student has completed their final year (e.g., Class 12 pass-out)
• A student’s parent requests a TC for any reason

Tip: Always complete the student withdrawal process before issuing a TC. The withdrawal updates the student’s status and handles any pending fee refunds.

Issuing a Transfer Certificate

flowchart LR
    A[Initiate TC] --> B[Fill Details]
    B --> C[Preview]
    C --> D[Issue & Assign Serial No.]
    D --> E[Download PDF]
    D --> F[TC Register Updated]

Step-by-Step

1. Navigate to Certificates > Transfer Certificate from the sidebar.
2. Click Issue New TC.
3. Search for the student by name or admission number.
4. Select the student from the results.
5. The TC form pre-fills with data from the student’s profile:

6. Review all fields carefully. Edit any fields that need correction.
7. Click Preview to see how the TC will look when printed.
8. If satisfied, click Issue TC.
9. The TC is generated and saved.

Tip: Double-check the date of birth (including the in-words version) and the student’s name spelling. Errors in the TC cause problems at the next school and may require re-issuance.

TC Preview

Before issuing, always preview the TC:

1. Click Preview on the TC form.
2. A formatted TC appears in a new window or tab.
3. The preview shows exactly how the printed TC will look, including:
   • School letterhead (name, address, logo, affiliation number)
   • TC serial number
   • All student details in the standard TC format
   • Signature lines for class teacher, principal, and date/seal
4. If anything needs correction, close the preview and edit the fields.

Downloading and Printing

Download as PDF

1. After issuing the TC (or from the TC register), click Download PDF.
2. A PDF file is downloaded to your computer.
3. The PDF is formatted for A4 paper with the school letterhead.

Printing

1. Click Print on the TC preview or from the TC register.
2. The print dialog opens.
3. Select your printer and ensure the paper size is A4.
4. Print on the school’s official letterhead paper if required, or use the version with the digital letterhead.

Tip: Many schools print two copies of the TC — one for the parent and one for the school records. The school copy is filed with the student’s records.

TC Register

The TC register is a log of all Transfer Certificates issued by the school.

Viewing the Register

1. Navigate to Certificates > Transfer Certificate > TC Register.
2. The register shows all issued TCs in chronological order.

Filtering the Register

Exporting and Printing

• Click Export CSV to download the register.
• Click Print for a printable version.

Tip: The TC register is a mandatory record for CBSE and state board schools. Keep it updated and print it at the end of each academic year for the school’s permanent records.

Duplicate TC

If a parent needs a duplicate TC (e.g., the original was lost):

1. Navigate to the TC Register.
2. Find the original TC entry.
3. Click Issue Duplicate.
4. The duplicate TC is generated with a “DUPLICATE” watermark.
5. A new entry is added to the register noting it as a duplicate.

TC Numbering

TC numbers are auto-generated in the format TC/{Year}/{Sequential} (e.g., TC/2025/001). The sequence resets at the beginning of each academic year.

• TC numbers are unique within the school.
• The numbering is sequential and cannot be manually changed.
• Gaps in numbering (due to cancelled TCs) are logged but not filled.

Bonafide Certificate

A Bonafide Certificate confirms that a student is currently enrolled at the school. It is commonly requested for bank account opening, passport application, visa processing, or other official purposes.

When Is a Bonafide Certificate Needed

Parents typically request bonafide certificates for:

• Opening a bank account in the child’s name
• Passport or visa applications
• Railway concession forms
• Scholarship applications
• Address proof requirements
• Government scheme applications

Generating a Bonafide Certificate

Step-by-Step

1. Navigate to Certificates > Bonafide Certificate from the sidebar.
2. Click Generate New.
3. Search for the student by name or admission number.
4. Select the student from the results.
5. The certificate form pre-fills with student data:

6. Enter the purpose for which the certificate is being issued. This appears on the certificate as “This certificate is issued for the purpose of ________.”
7. Click Preview to see the certificate layout.
8. Click Generate to create the certificate.

Tip: Always ask the parent what purpose the certificate is for. Different institutions may require the purpose to be stated specifically (e.g., “for opening a bank account at State Bank of India” rather than just “for bank purposes”).

Certificate Content

The bonafide certificate includes:

• School name, address, logo, and affiliation number (header/letterhead)
• Certificate title: “BONAFIDE CERTIFICATE”
• Certificate serial number
• Date of issue
• Body text confirming the student is a bonafide student of the school
• Student’s full name, father’s name, date of birth, class, section, and admission number
• Statement of purpose
• Principal’s signature line with seal
• School stamp/seal area

Preview and Download

Preview

1. Click Preview before generating.
2. Review the certificate in the formatted layout.
3. Check for spelling accuracy, especially the student’s name and father’s name.

Download PDF

1. After generating, click Download PDF.
2. The certificate downloads as a print-ready A4 PDF.

Print

1. Click Print to send directly to the printer.
2. Print on the school’s letterhead paper if the digital letterhead is not included.

Serial Numbers

• Bonafide certificates are numbered sequentially: BF/{Year}/{Sequential} (e.g., BF/2025/042).
• The sequence is maintained automatically.
• Serial numbers ensure each certificate is uniquely identifiable.

Bonafide Certificate Register

A register of all bonafide certificates issued is maintained automatically.

Viewing the Register

1. Navigate to Certificates > Bonafide Certificate > Register.
2. The register lists all issued certificates.

Filtering

• Filter by date range, class, or purpose.
• Click Export CSV to download the register.
• Click Print for a hard copy.

Issuing Multiple Certificates

If a parent needs bonafide certificates for multiple children (siblings):

1. Generate a certificate for each child separately.
2. Each certificate gets its own serial number.
3. The register records each issuance individually.

Tip: Bonafide certificates can be issued multiple times for the same student (for different purposes). Each issuance gets a new serial number and is recorded in the register.

Best Practices

1. Verify student details before issuing. Ensure the name matches official documents (Aadhaar, birth certificate).
2. Record the purpose accurately. This helps in case of future queries about the certificate.
3. Print on official paper if your school uses pre-printed letterhead. Otherwise, the digital letterhead in the PDF is usually sufficient.
4. Keep the register updated. The register may be reviewed during school inspections.
5. Issue promptly. Parents often need bonafide certificates urgently for bank or government purposes. Aim to issue within 1-2 working days of the request.

Character Certificate

A Character Certificate is an official document attesting to a student’s good character and conduct during their time at the school. It is often required for higher education admissions, job applications, and competitive examination registrations.

When Is a Character Certificate Needed

Character certificates are commonly required for:

• College or university admission
• Competitive examination registration (NDA, CDS, state services)
• Job applications (government and private sector)
• Scholarship applications
• Foreign education applications

Generating a Character Certificate

Step-by-Step

1. Navigate to Certificates > Character Certificate from the sidebar.
2. Click Generate New.
3. Search for the student by name or admission number.
4. Select the student.
5. The certificate form pre-fills:

6. Set the character and conduct assessment. Options include:

   • Excellent
   • Very Good
   • Good
   • Satisfactory

7. Add any remarks if needed (e.g., “Active participant in school cultural activities”).

8. Click Preview to review the certificate.

9. Click Generate to create it.

Tip: Unless there are specific disciplinary issues on record, “Good” is the standard character assessment. Use “Excellent” for students with outstanding conduct records.

Certificate Content

The character certificate includes:

• School letterhead (name, address, logo, affiliation number)
• Certificate title: “CHARACTER CERTIFICATE”
• Serial number and date
• Statement confirming the student studied at the school during the specified period
• Character and conduct assessment
• Statement that the student bears a good moral character (or the specified assessment)
• Any additional remarks
• Principal’s signature line with designation
• School seal/stamp area

Preview, Download, and Print

Preview

1. Click Preview to see the formatted certificate.
2. Verify all details, especially the student’s name, dates, and character assessment.

Download PDF

1. Click Download PDF to get a print-ready A4 document.
2. The PDF includes the school letterhead.

Print

1. Click Print to send to the printer.
2. Use official letterhead paper if the digital version does not include it.

Serial Numbers

• Character certificates are numbered: CC/{Year}/{Sequential} (e.g., CC/2025/015).
• The sequence is automatic and unique within the school.
• Serial numbers help verify the authenticity of the certificate if any institution contacts the school for confirmation.

Character Certificate Register

Viewing the Register

1. Navigate to Certificates > Character Certificate > Register.
2. All issued character certificates are listed.

Filtering and Export

• Filter by date range, class, or character assessment.
• Click Export CSV to download.
• Click Print for a hard copy of the register.

Character Certificate for Passed-Out Students

Character certificates can be issued to students who have already left the school:

1. Search for the student — the search includes withdrawn and passed-out students.
2. The certificate uses the student’s last enrolled class and their period of study.
3. The process is identical to active students.

Tip: Former students often request character certificates years after leaving. EduCore retains all student data, so certificates can be issued at any time regardless of when the student was enrolled.

Best Practices

1. Be accurate with the period of study. It should reflect the actual dates from admission to leaving.
2. Use standard character assessments. Stick to Excellent, Very Good, Good, or Satisfactory. Avoid informal descriptions.
3. Issue promptly. Students applying for college or jobs often have tight deadlines.
4. Verify identity. When a former student (or their parent) requests a character certificate, verify their identity and relationship before issuing.
5. Keep the register current. This is part of the school’s official records and may be checked during audits.

Student ID Cards

EduCore generates printable student ID cards with photos, barcodes, and essential student information. ID cards can be printed individually or in bulk for entire classes.

ID Card Content

Each student ID card includes:

Front Side

Back Side

Generating ID Cards

For a Single Student

1. Navigate to Certificates > Student ID Cards.
2. Click Generate ID Card.
3. Search for the student by name or admission number.
4. Select the student.
5. A preview of the ID card (front and back) is displayed.
6. Verify all information — especially the photo, name, and class.
7. Click Print or Download PDF.

For an Entire Class (Bulk)

1. Navigate to Certificates > Student ID Cards > Bulk Generate.
2. Select the class and section.
3. Click Generate All.
4. ID cards are generated for all students in the selected class-section.
5. A preview page shows all cards in a grid layout (typically 4 or 8 cards per A4 page).
6. Click Print All to print the entire batch.
7. Click Download PDF to save as a file.

Tip: Generate ID cards at the beginning of the academic year for all classes. The bulk generation feature makes this practical even for schools with thousands of students.

Photo Requirements

For the best-looking ID cards:

Uploading Photos

Student photos are uploaded through the student profile:

1. Navigate to Students > [Student Name] > Edit.
2. Click the photo area or Upload Photo button.
3. Select the photo file from your computer.
4. Crop or adjust if needed.
5. Click Save.

Bulk Photo Upload

For uploading photos for many students at once:

1. Navigate to Students > Bulk Photo Upload.
2. Prepare photos with filenames matching the admission number (e.g., DPS-2025-0042.jpg).
3. Zip all photos into a single ZIP file.
4. Upload the ZIP file.
5. EduCore matches each photo to the corresponding student by admission number.
6. A summary shows how many photos were matched and any unmatched files.

Tip: Organize a photo day at the start of the year. Take photos against a consistent background and name the files with admission numbers. This makes bulk upload seamless.

Printing ID Cards

Paper and Printer Requirements

• Use PVC card stock or thick cardstock paper (250-350 GSM) for durable cards.
• A color printer is recommended for the best results.
• Standard ID card size is CR80 (85.6mm x 53.98mm), which is credit card size.
• If printing on A4 sheets, EduCore arranges multiple cards per page with cut marks.

Print Layout Options

Printing Steps

1. Load the cardstock paper into your printer.
2. Click Print on the ID card preview.
3. In the print dialog:
   • Set paper size to A4.
   • Set quality to “High” or “Best”.
   • Ensure “Fit to Page” is selected.
4. Print the front sides.
5. If printing double-sided, flip the pages and print the back sides.
6. Cut along the printed cut marks using a paper cutter.

Tip: If your school does not have a suitable printer, download the PDF and take it to a professional printing shop. They can print on PVC cards with a laminating machine for a professional finish.

Lamination

For durability, ID cards should be laminated:

• Pouch lamination — place the cut card in a laminating pouch and run through a laminator.
• Self-adhesive lamination — use self-adhesive laminating sheets.
• Professional PVC printing — some print shops can print directly on PVC cards with built-in lamination.

Replacing a Lost ID Card

If a student loses their ID card:

1. Navigate to Certificates > Student ID Cards.
2. Search for the student.
3. Generate and print a new ID card.
4. The new card has the same information (admission number, etc.) — no special “replacement” marking is needed.

Customizing ID Card Design

The ID card template can be customized:

1. Navigate to Settings > ID Card Template (School Admin only).
2. Adjust:
   • Card dimensions — standard CR80 or custom size
   • Background color or image — use school colors
   • Logo placement — position and size of the school logo
   • Fields shown — choose which fields appear on front and back
   • Font style and size — adjust text appearance
3. Click Save Template.
4. All subsequently generated ID cards use the updated template.

Tip: Use your school’s primary color as the card background or header bar. This makes the cards visually consistent with your school’s branding.

Best Practices

1. Generate ID cards within the first month of the academic year.
2. Ensure all students have photos before bulk generation. Cards without photos look incomplete.
3. Include emergency contact information on the back. This is crucial for student safety.
4. Include the bus route for students using school transport. Bus drivers can verify students by ID card.
5. Set an expiry date. ID cards should be valid for one academic year only. Issue new cards each year with updated photos and class information.
6. Keep a digital backup. Download the bulk PDF and store it. If a student needs a replacement, you can reprint from the PDF.

School Profile

The School Profile settings define your school’s identity as it appears across EduCore — on report cards, certificates, fee receipts, and printed documents.

Accessing School Profile

1. Navigate to Settings > School Profile from the sidebar.
2. Only users with the School Admin role can edit the school profile.

Basic Information

Tip: The School Name appears on all printed documents — report cards, certificates, fee receipts. Make sure it exactly matches your official registration and board affiliation documents.

Address

The address appears on certificates, report cards, and other printed documents.

Board and Affiliation