Admissions from enquiry to student record
Each application moves through your admission stages, from the first call to a confirmed seat. When the admission fees are paid, one click makes the student record, with the parent's login and the fee receipts already on it.
PLANSEvery plan
The problem it solves
- Admission forms are typed twice: once on paper at the desk, then again into the student register.
- Nobody can say how many applications wait for a decision or for fees without counting the files.
- The application fee is taken in cash and the receipt never reaches the child's fee account.
- A seat is promised, the family pays late or not at all, and the class list is wrong in June.
How it works
- The desk records the enquiry as an application, on the web or on the phone. It holds the child, the class asked for and the parent you talk to. It gets a number such as AD/2026/0001.
- The desk takes the application fee with a printed receipt. Or the parent 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, and plans calls and follow-ups on it. Every change is logged with the date and the person.
- When you decide to admit, press Offer Seat. The admission fees of the fee structure (admission fee, joining fee, refundable deposit) 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 record is made from the application, the parent gets a login by mobile number, and the receipts move to the student's fee account.
- Close the application, then place the student in a section and add the documents on the student record.
Everything it does
The application
- Child: name, gender, blood group, date of birth, residency status, phone, email and address
- Class asked for: batch (year), course (class) and term, and the student type: Regular, Lateral, Direct or Transfer
- 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 child, and Attended By
- The child's details can be changed only while the application is New
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 school's own words; keep their order
- An application moves one stage at a time
- A family that 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 school's default fee), payment mode and reference; Receive & Print gives the PDF receipt
- Send Pay Link emails the parent 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 class 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 on the application
- 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 child
- 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
- The child's details, contact details and address are copied from the application
- Batch, course, department, term and student type are copied; the Admission Number is the application number
- A Register No. is given
- The contact person becomes the father, mother or guardian, with a login by mobile number
- 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 course
- History on each application: stage changes, fees, notes and planned follow-ups
Who uses it
Admissions desk (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 school.
Admission AdminKeeps the stages and creates students from applications.
Fee managerGives a discount on admission fees and confirms a seat without fees.
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. 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. Families 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 school: the starting amount at the desk
- Admission fees: the joining lines of each fee structure
- Online payment: your school's own account with a payment company; without it the pay page asks the family 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 family when the stage changes; the desk 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 and year. If none is free, the hostel desk gets a to-do.
Questions
Can parents fill in an application form on our website?
Not yet. There is no public application form. Families apply at the desk, by phone or by email. The office records the application on the web or in the staff view of the Campus app.Can parents pay the application fee online?
Yes, once the school 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 school.What happens if the family never pays the admission fees?
The application stays in Waiting for Fees and no student is made. If the family withdraws, archive the application and its unpaid admission fees are cancelled. A fee manager can confirm a seat without fees when the school decides so.Do we type the child's details again after admission?
No. Create Student copies the child, the class, the contact person and the receipts into the student record. The parent's login is made from the mobile number on the application.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, parents and documentsOne record per student with the father, mother and guardian, their contacts and their login. The papers the school holds, from the birth certificate to the previous school's TC, are kept with numbers, dates, scans and where the original lies.ADMISSIONS AND STUDENT RECORDSSet-up from spreadsheetsBring your school in from Excel: staff, classes, sections, subjects, students with parents, the timetable, this year's attendance, fees, marks and library. The whole workbook is checked first, and nothing is saved until every row is clean.FEESFee counter and receiptsYour cashier picks a student, ticks the dues and takes cash, cheque, UPI, card or a bank transfer. The receipt prints with a QR code that anyone can scan to check it, and a bounced cheque opens the dues again.FEESFees paid online by parentsParents see every due, receipt and the statement on the portal and the Campus app, and pay through your school's gateway. One payment can cover all their children at your school, and the receipts are made at once.FEESFee structures, instalments and concessionsWrite each class's fees for the year once, with term-wise or monthly plans, and every student gets the right dues. Sibling, staff-child and scholarship concessions, waivers and advance credit sit on the same fee ledger.ADMISSIONS AND STUDENT RECORDSClasses, sections, subjects and roomsSet up your academic years, classes, sections and subjects once, with the class teacher of each section and the teacher of each subject. Students are placed in a section and get its subjects, and a whole section moves to the next year in a few steps.
See your own school year run in it.
Tell us how many students you have, which classes you run and how you collect fees today. We will show you SmartMy School set up that way.