Bonafide, conduct and transfer certificates
Families ask for a bonafide, conduct or transfer certificate on the portal or the Campus app. They pay its fee, if any, and download it signed. Every certificate carries a QR code that anyone can scan to check it is genuine.
PLANSFrom Growth
The problem it solves
- Parents queue at the office for a bonafide certificate for a bank account or a passport, and come back the next day to collect it.
- Certificates are typed in a word processor, so the wording, the number and the signature differ from one clerk to the next.
- A transfer certificate goes out while fees are unpaid or library books are still at home.
- A bank or another school cannot tell whether a certificate is real without calling you.
How it works
- The office sets up the certificate types once: the wording with words in curly brackets such as {student} and {class}. Also the heading, who signs, whether families can ask for it and its fee.
- A parent asks for a certificate on the portal or in the Campus app and gives the purpose. Or the office creates it from the student's record.
- The office checks the request and clicks Confirm. A transfer certificate goes to the principal first; a type with a fee waits for payment on the student's fee account.
- For a transfer certificate the Clearance box lists what is still open. That is unpaid fees, deposits to refund, library books, a hostel stay, a transport route and discipline actions marked for certificates.
- When the fee is paid and the approval is given, the office clicks Issue. The certificate gets its number and a PDF on your letterhead with the authorised signature and a QR code.
- The family is told and downloads the PDF. Whoever receives it scans the QR code and sees Genuine or Cancelled.
Everything it does
Certificate types
- Five types to start with: Bonafide Certificate, Conduct Certificate, Transfer Certificate, Course Completion Certificate and Fee Paid Certificate
- Kinds: Bonafide / Study, Conduct / Character, Transfer Certificate and Custom
- Heading on the Certificate, Signed As (Principal to start with) and the wording, which you can change
- Words filled in for you, such as {student}, {class}, {academic_year}, {register_no}, {date_of_birth} and {purpose}
- Details to Fill: your own lines with a label, a key, a type (Text, Long Text, Date, Number or Amount) and Required
- Families Can Request and Ask for a Purpose: both on to start with
- A type with no institution is shared by every school in the account
Requests and issue
- Statuses: Draft, Requested, To Approve, Awaiting Payment, Ready to Issue, Issued, Rejected and Cancelled
- Requested From shows Portal or App, and Requested By shows who asked
- A family cannot ask twice for the same type while a request is still open
- Prepare Text shows the wording with the student's details; what you see there is what is printed
- The number, such as CERT/2026/00012, is given at issue
- An issued certificate cannot be changed or deleted; cancel it and issue a new one
- Only the principal can cancel an issued certificate; its QR check then shows Cancelled
Fees
- A fee per type; 0 means free
- The fee becomes a due on the student's fee account under the Certificate Fee head, or a head you choose
- Paid at the fee counter or online; once paid or waived, the certificate moves to Ready to Issue by itself
- A rejected or cancelled request cancels an unpaid fee; a fee already paid stays as the student's credit
- Fee Paid Certificate: one click fills the amount paid and the academic year from the fee receipts
Transfer certificate and clearance
- Date of Leaving and Reason for Leaving, written on the student's record when the certificate is issued
- Clearance lists unpaid fees, deposits or credit to refund, books not returned, a hostel stay not checked out and an active transport route
- Conduct and transfer certificates also list discipline actions your school marked to be mentioned on certificates
- Issue stops while anything is open; Issue Despite Dues lets you go ahead, and the tick is kept in the certificate's history
- Transfer certificates already issued before you started can be brought in from a spreadsheet
Checking a certificate
- A QR code at the bottom with the line Scan to verify, or open, and a web address
- The Certificate Verification page needs no login and shows the type, number, date, student, register number and purpose
- Three answers: Genuine, Cancelled, or no certificate matches the code
Who uses it
Parent or studentAsks for a certificate on the portal or the app, pays the fee and downloads the PDF.
School officeCreates certificates, checks requests, prepares the text and issues and prints them.
PrincipalApproves transfer certificates and any type you add to the chain, and is the only one who can cancel an issued certificate.
AdministratorSets up the certificate types, their wording, fees and the signature image.
Bank, embassy or another schoolScans the QR code to check that the certificate is genuine.
Where you use it
- Web: Master Configuration > Certificates > Certificates and Certificate Types, and the Certificates button on the student's form
- Parent portal: the child's Certificates page to request, follow, pay and download
- The Campus app: Certificates for parents, with the request, its status, the payment link and the PDF. Built and in testing, not in the app stores yet
- Web, no login: the Certificate Verification page opened from the QR code
- Not in the app's staff view: the office issues certificates on the web
What you control
Settings
- Families Can Request: on for each type to start with
- Ask for a Purpose: on, except for the transfer and course completion certificates
- Fee per type: 0 (free) to start with
- Signed As: Principal; the signature image is the Authorised Signatory on the Entity's Education tab
- Certificates page for families: on, with a switch on the Entity's Parent & Student Portal tab
- Who approves which type: the Certificate request approval chain
Approvals
- Certificate request: to start with only transfer certificates wait for approval, decided by the principal or an education administrator. Add levels or other types as you need
Notifications
- Certificate Requested: to the office, in the app, by push and email
- Certificate to Approve: to the approvers, in the app, by push and email
- Certificate Fee Due: to the family, in the app, by push, WhatsApp, SMS and email
- Certificate Issued: to the family, in the app, by push, WhatsApp, SMS and email
- Certificate Request Rejected: to the family with the reason, on the same channels
- All five go out at once; a person can switch off a channel such as SMS, and in-app notices always arrive
Questions
Can a parent get a bonafide certificate without coming to school?
Yes. They ask for it on the portal or in the Campus app and pay the fee online if you charge one. Once the office issues it, they download the signed PDF.Will a transfer certificate go out while fees are unpaid?
Not by mistake. Issue stops and lists what is open: fees, refunds, library books, hostel and transport. Only a deliberate tick on Issue Despite Dues lets it through, and that tick is recorded.How does another school check our transfer certificate?
They scan the QR code on it or open the web address printed beside it. The page says whether it is genuine or cancelled, with the student, number and date. No login is needed.Can we use our own wording and add new certificates?
Yes. Change the wording of any type, add your own types, and add lines the office must fill in, such as an event or an amount.Who signs the certificate?
The PDF carries the school's Authorised Signatory image and the title you set in Signed As, such as Principal.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.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.CERTIFICATES, LIBRARY, PARENT CONTACTLibraryKeep the catalogue and every copy with its accession number. Issue and take back books at the desk or on a phone, and late fines go to the student's fee account. Parents see the books their child has out and what is overdue.ACTIVITIES AND DISCIPLINEDiscipline and conductRecord an incident and open a case for each student responsible. Hear it, decide it with actions proposed by your action ladder, and let parents appeal online. Suspensions, fines and exam debarments take effect across attendance, fees and hall tickets by themselves.ACROSS SMARTMY SCHOOLApproval chainsHomework, circulars, leave, certificates, fee structures, concessions, refunds and revaluations 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.
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.