Several colleges in one account, with a group dashboard
Run each college of your trust or group as its own institution in one account. Each keeps its own programmes, grade scales, fees, approvals and messages. A group dashboard gives management one scorecard per college every day: students, staff, attendance, fees, exams, messages and discipline.
PLANSFrom Growth
The problem it solves
- Each college of the group sends its strength and collection figures in its own format, a week late.
- The secretary cannot see which college is behind on attendance or fees without phoning the principals.
- Every college sets up its programmes, grading and approvals differently, and nobody can compare them.
- A recruiter visits one campus, and students of the sister colleges cannot sit for the drive.
How it works
- Each college is set up as its own institution (an Entity of type College). Our staff add each further college to your account, with its own bill, and go through its set-up sheets with you.
- Each college keeps its own academic year, departments, programmes, batches, grade scales, programme schemes, fee structures, approval chains, notification settings and ID card design.
- Staff are given the colleges they work for under Allowed Entities. They switch between them with the Entity selector at the top right.
- A placement drive can be a pool campus drive. Students of your other colleges then see it on their own portal and app, and register there.
- Once a day the system makes a scorecard for each college. Management opens Group Dashboard > Institutions to see the colleges side by side, or Trends to follow a figure over time.
Everything it does
Each college on its own
- One Entity per college: Type (College), Faculty Of Study, Institute Type, principal, vice principal, dean and affiliation details
- The CBCS switch per college: choice-based credits only where you turn them on
- Its own grade scales and programme schemes with credits per category and semester
- Its own approval chains; a new college copies the main one's, then changes its own
- Its own notification settings, quiet hours (21:00 to 7:00 to start with), portal settings and ID card design
The group dashboard: what a scorecard shows
- The college, its type, the date, the number of students and staff (click the students to open them)
- Attendance: Attendance % (30 days), shown in red under 75, and Absent Today
- Fees: Fees Raised, Fees Collected, Collection %, Fees Outstanding, Fees Overdue and the number of overdue dues
- Exams: Results Published, Pass % and Average %, once results are published
- Messages: sent by push, WhatsApp, SMS and email, Messages Failed and Messaging Cost
- Discipline: Cases This Year, Open Cases and Suspended Now
- A line shows only when the part it belongs to is in use; figures cover the college's current academic year, or the last 365 days
The group dashboard: views
- Institutions: the latest scorecard of each college as cards, a list with totals, a chart or a table
- Filters Schools and Colleges, and group by Type, Institution or Month, for a group that also runs schools
- Trends: one scorecard per college and day, by month or date
- Refresh Now makes today's scorecards at once; otherwise they are made by themselves once a day
- Figures cannot be changed by hand
Agreed with us for a university or a large group
- Messages from your own WhatsApp Business number, set up per college or for every college
- An app under your own name and icon: a separate build we agree with you and publish; there is no setting for it
- Limits, terms and exam rules beyond the grade scales and schemes each college sets: written into your agreement
- Managing affiliated colleges for a university (their exams and calendars) is not built
Who uses it
Secretary, chairman or trusteeOpens the group dashboard to compare the colleges' attendance, fees, exams and discipline.
PrincipalRuns their own college: its programmes, approvals and what its students and parents see.
College officeWorks in the colleges it is given, choosing one with the Entity selector.
Where you use it
- Web: Administration > Users & Entities > Entities (each college) and Users (Allowed Entities)
- Web: Group Dashboard > Institutions, Trends and Refresh Now, for people given the Group Dashboard access
- Web: Placement > Drives, type Pool campus, with the Guest Institutions
- Not in the Campus app: the group dashboard is on the web only
What you control
Settings
- Colleges the account holds: added by our staff when each college is set up
- Allowed Entities: per user
- Group Dashboard access: per user, given by an administrator
- Per college: type, academic year, principal, CBCS on or off, grade scales and portal access. Also sections shown, approval chains, notification settings and quiet hours (21:00 to 7:00)
Questions
We run an engineering college and an arts college. Is that one account?
Yes. Each college is its own institution in the same account, with its own bill. Staff see the colleges they are given, and management compares them on the group dashboard.Can we add a college ourselves?
No. Our staff add a further college when it is set up with you, so its bill and set-up are agreed first. We go through its set-up sheets with you.Can each college keep its own grading and credit rules?
Yes. Grade scales, programme schemes, exam settings and the CBCS switch are set per college. Rules a university needs beyond these settings are agreed with us.How fresh are the dashboard figures?
The scorecards are made by themselves once a day. Group Dashboard > Refresh Now makes today's figures at once for the colleges you have access to.Can a university run its affiliated colleges here?
No. Managing affiliated colleges, their exams and calendars, is not built. A university or group with several of its own colleges can run each as an institution in one account.Related features
ACROSS SMARTMY COLLEGENotificationsSmartMy College tells students, parents, faculty and recruiters when something needs them: an elective window, a fee due, a result, a drive or an offer. Every message also lands in one inbox in the Campus app and on the portal. Each person chooses their channels and their informational messages.ACROSS SMARTMY COLLEGEApproval chainsLeave, assignments, circulars, elective registrations, credit transfers, certificates, revaluations, fees, placement profiles and job notification forms go to the right people in the right order. You set the chains up without code. Every decision is kept with who made it, when and why.MORE IN THE PRODUCTStudent and staff ID cardsPrint student and staff ID cards from the records you already keep. Each card has your logo, the principal's signature, the photo and a QR code of the register number. Choose one of eight ready-made designs, or print the classic one with no set-up.PLACEMENTPlacement season, drives and offersWrite the season's placement policy once, and every drive applies it. Students see the drives they may register for, and the exact reason for the others. The company gets its candidates by a link, rounds run with scanned attendance, and offers follow your one-student-one-job rules.FEESCashier closing, fee reports and Tally exportEach cashier closes the day against the system's figures, and every receipt is already in the accounts. Collection, demand, defaulter, concession and deposit reports show where the fees stand, and receipts, cancellations and refunds go to Tally Prime.EXAMS AND RESULTSGrading, SGPA, CGPA and mark sheetsGrades and grade points come from your grade scale, and pass rules apply per paper. On publishing, each student gets SGPA, CGPA, credits earned and arrears. The semester mark sheet, a Statement of Grades, prints for the whole batch or one student.
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.