Home Features Who it's for Apps Security Plans Talk to us

Admissions: enquiries, applications and the student record

Each application moves through your admission stages, from the first enquiry to a confirmed seat. When the admission fees are paid, one click makes the student record, with the programme, the semester and the fee receipts already on it.

PLANSEvery plan

Compare plans How it works

The problem it solves

Applications come in at the counter, by phone and by email, and the admissions office keeps them in three registers.
Nobody can say how many B.Com applicants wait for a decision or for fees without counting the files.
The application fee is taken in cash, and the receipt never reaches the student's fee account.
A seat is offered, the applicant joins another college, and the first-year list is wrong when classes start.

How it works

The admissions office records the enquiry as an application, on the web or in the staff view of the Campus app. It gets a number such as AD/2026/0001.
The application holds the applicant, the programme, batch and semester applied for, and a contact person: the father, mother or guardian.
The desk takes the application fee with a printed receipt. Or the applicant pays online from a pay link sent by email, SMS or WhatsApp.
The office works each application on a board with one column per stage. Every change is logged with the date and the person.
To admit, press Offer Seat. The admission fees of the programme's fee structure are charged, less any discount a fee manager gives.
Once the admission fees are paid in full, the seat is confirmed by itself. A fee manager can also confirm a seat without fees.
Press Create Student. The student record is made from the application, and the receipts move to the student's fee account.

Everything it does

The application

Applicant: name, gender and date of birth (needed), blood group, residency status, phone, email and address
Applied for: Course (the programme), Batch and Term (the semester), all needed; Class (the section) can wait until later
Student Type: Regular, Lateral, Direct or Transfer, so a lateral-entry diploma holder joins the semester of an existing batch
Contact person: name, relationship (Father, Mother or Guardian), phone (needed), email and address, with Copy Address
A description of what was asked and agreed (needed), a Reference if someone recommended the applicant, and Attended By
Where the programme has a mode of study: the mode is shown, and the applicant's preferred study centre becomes the student's centre
The details are locked once the student is created or the application is closed

Stages

Six stages come ready: New, In Progress, Waiting for Fees, Fees Collected, Student Created, Done
Change Stage moves a New application on; Offer Seat moves it to Waiting for Fees
Rename the stages in your college's own words; keep their order
An application moves one stage at a time
An applicant who withdraws: archive the application; its unpaid admission fees are cancelled
Board and list views, search by name or number, group by stage or by who attends to it, and an Archived filter

Application fee

Collect Application Fee: received from, date, amount (starts at the college's default fee), payment mode and reference; Receive & Print gives the PDF receipt
Send Pay Link emails the contact person a button to pay; Make Pay Link gives a link to copy into SMS or WhatsApp
The pay page needs no sign-in and shows the applicant, the programme applied for, the fee and what is still to pay
An online payment makes the receipt by itself; a second payment after the desk took the fee is still receipted and flagged
Receipts are made out to the family, then move to the student when the student is created

Admission fees and the seat

Offer Seat charges the joining lines of the fee structure that fits the applicant
Collect Admission Fees takes them at the counter; the pay link covers them while the seat waits for fees
Give Discount: a fee manager gives a concession on the admission fees whose head allows concessions
Paid in full, the seat is confirmed and the application moves to Fees Collected
Confirm Seat Without Fees: fee managers only
With no admission fees set up, an offered seat goes straight to Fees Collected

Create Student

Name, date of birth, gender, phone, email and address are copied from the application
Programme, department, batch, semester, section and student type are copied; the Admission Number is the application number
A Register No. is given; it becomes the student's login name
The contact person becomes the father, mother or guardian, with a login by mobile number
The student's own login is made by the office with Create User on the student list
Receipts move to the student; the fee plan of the matching fee structure is assigned where structures are set up

Reports

A ready-made Admission dashboard: applications, in progress, waiting for fee and admitted, by stage and by programme
History on each application: stage changes, fees, notes and planned follow-ups

Who uses it

Admissions office (Admission User)Records applications, follows up the ones they attend to, takes the application fee and sends pay links.

Admission ManagerSees and works every application of the college.

Admission AdminKeeps the stages and creates students from applications.

Fee managerGives a discount on admission fees and confirms a seat without fees.

Applicant or parentPays the application and admission fees online from the link, without signing in.

Where you use it

Web: Smart Admission > Admission (board and list), Smart Admission > Configuration > Stage, and the Admission dashboard
The Campus app, staff view: Desk > Admissions for walk-ins, stages, photos of documents, the fee and the pay link. The app is built and in testing, not in the app stores yet
Email, SMS or WhatsApp: the pay link for the application and admission fees
Not on your website: there is no public application form. Applicants apply at the desk, by phone or by email
Not a separate enquiry record: an enquiry is an application at the stage New

What you control

Settings

Stage names: six come ready; rename them, keep their order
Default application fee of the college: the starting amount at the desk
Admission fees: the joining lines of each fee structure
Online payment: your college's own account with a payment company; without it the pay page asks the applicant to pay at the office
Who sees which applications: Admission User (their own), Admission Manager and Admission Admin (all)

Notifications

Pay link: an email to the contact person with a button to pay, when the office clicks Send Pay Link
No message goes to the applicant when the stage changes; the admissions office calls or writes to them

Works with

SmartMy HostelTick Hostel Needed and choose the hostel and room type. Creating the student books the first free bed for the student's gender for the academic year. If none is free, the hostel desk gets a to-do.

Questions

Can applicants fill in an application form on our website?

Not yet. There is no public application form. Applicants apply at the desk, by phone or by email. The admissions office records the application on the web or in the Campus app.

Can applicants pay the application fee online?

Yes, once the college has connected its own online payment account. The office sends a pay link by email or copies it into SMS or WhatsApp, and the payment makes the receipt by itself. Online payment has been tried with a test provider, not yet at a college.

How do we admit a lateral-entry student into the third semester?

Choose Student Type Lateral, the batch the student joins and that batch's third semester as the Term. Create Student places the student there.

What happens if the applicant never pays the admission fees?

The application stays in Waiting for Fees and no student is made. If the applicant withdraws, archive the application and its unpaid admission fees are cancelled. A fee manager can confirm a seat without fees when the college decides so.

Can we bring in last year's admission register?

Applications are not imported. Students already admitted come in through the set-up sheets, with their admission number and date.

Related features

ADMISSIONS AND STUDENT RECORDSStudent records, guardians and documentsOne record per student with the programme, semester, section and mentor, the student's own login, and the father, mother or guardian with their contacts. The certificates the college holds, from the previous mark sheet to the migration certificate, are kept with numbers, scans and where the original lies.ADMISSIONS AND STUDENT RECORDSSet-up and import from spreadsheetsBring your college in from Excel: staff, departments, programmes, batches, semesters, sections, subjects and students with parents. Then the timetable, this year's attendance, fees, marks, credits and the library. The whole workbook is checked first, and nothing is saved until every row is clean.FEESDues, statements and online fee paymentStudents and parents see every due, receipt and the statement on the portal and the Campus app, and pay through your college's payment gateway. Applicants pay the application fee by a pay link, and receipts are made at once.FEESFee structures, payment plans and instalmentsWrite each programme's fees for the year once, per intake, with semester-wise or full-year plans. Every student of that programme and intake gets the right dues, split into instalments with due dates.FEESFee counter and receipts with a QR checkYour cashier picks a student, ticks the dues and takes cash, cheque, UPI, card or a bank transfer. The receipt carries a QR code that a bank or scholarship office can scan to check it. A bounced cheque opens the dues again.ADMISSIONS AND STUDENT RECORDSDepartments, programmes, batches and subjectsSet up your departments with their heads and the programmes each one runs. Add the batches that join each year, with their semesters, sections and subjects. Students are placed in a semester and get its subjects, and a whole section moves to the next semester in a few steps.

See your own semester run in it.

Tell us how many students you have, which programmes you run, how you hold examinations and how electives are chosen today. We will show you SmartMy College set up that way.

Talk to us Compare plans