Student records, parents and documents
One 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.
PLANSEvery plan
The problem it solves
- The admission register, the class list and the parents' phone numbers are in three places, and none of them agree.
- A parent changes their number and the school keeps writing to the old one.
- Nobody knows which originals the school holds, so a leaving child's previous TC cannot be found.
- Brothers and sisters each have their own parent login, and the parent keeps signing in and out.
How it works
- A student record is made from an admitted application, typed in by hand, or brought in from the set-up spreadsheet.
- The office fills in the parents, at least the name and mobile number of each. Saving makes a contact for each parent and a login for each mobile number.
- Parents sign in to the portal and the Campus app with their mobile number and a password they set from an emailed link.
- On the Documents tab the office adds each paper: birth certificate, Aadhaar, previous TC. It records the number, the dates, the scans and whether the original stays with the school.
- When a child leaves, Return Original gives each paper back with today's date, and archiving the student keeps the whole history.
Everything it does
The student form
- Photo, name and Register No., given by the system when the student is saved
- Personal: gender, blood group, residency, citizenship, religion, community, mother tongue and other languages
- Birth: date of birth (age worked out) and birth place; date of birth and admission date cannot be in the future
- The student's own phone, mobile, email, address and permanent address, and which parent is the main contact
- Academic details: course, batch, department, school, student type, admission number and date, medium of instruction, mentor, term, class section and subjects with their teachers
- Identification tab: kind of ID and its number, one line each
- History of every change, with the date and the person
Parents and guardians
- Father, mother and guardian, each with name, occupation, income, employer, qualification, phone, mobile, email and address
- A contact is made for each and kept in step when you change the student form
- The Parents list shows each contact as Parent or Guardian, with the child and the relationship
- One parent login sees every child linked to that parent, also across the schools of a group
Logins
- Parent: made by itself when a parent's name and mobile number are saved; the login name is the mobile number
- Nobody knows the password: a parent with an email gets a link to set it; Forgot password sends a new link
- No second login is made for a mobile number that already has one
- Parent login by email instead: Create User on the Parents list
- Student: made by the office with Create User; the login name is the Register No.; used only when the school lets students use the portal
Brothers and sisters
- From the set-up spreadsheet, children with the same parent mobile share one parent contact and one login
- A brother or sister added later by hand gets new parent contacts; SmartMy support links them to the existing login on request
Documents
- Nine document types come ready: birth certificate, previous school's TC, previous mark sheet, Aadhaar, community, income, migration and medical certificates, passport-size photo
- Per type: Has a Number, Expires, Original Kept by the School, and the school it belongs to (empty: every school of the group)
- Per document: number, issue date, valid until, one or more scans, note, Original With Us, date received and Stored At (cabinet or file)
- Original column: Copy only, With us or Returned; Return Original writes today's date
- Student Documents: every document of every student, to find the originals still held before a class leaves
When a student leaves
- Settle the fees, issue the TC (it writes the leaving date and reason on the record), return the originals
- Tick Is Graduate for a student who completed school, then archive the record; fee history and certificates stay
Who uses it
School office (Administrator)Keeps the student and parent details, the documents and the logins of parents and students.
Admissions deskCreates the student from an admitted application.
TeacherOpens the records of their students.
ParentSigns in with their mobile number and sees every child linked to them.
Where you use it
- Web: Student > Student, Student > Parents, and Master Configuration > Academic > Student Documents
- Parent portal and the Campus app: the child's profile and the parts the school shows. The app is built and in testing, not in the app stores yet
- Not on the portal: parents cannot change their own contact details; they ask the office
What you control
Settings
- Document types: nine come ready; add, rename or archive them
- Students Use the Portal: on or off per school
- Parent Access: View and act, View only or No access; a school starts with View and act
- Parent & Student Logins: Portal / app only (recommended) or Back office
Notifications
- Login invitation: an email with a link to set the password, to each new parent or student login that has an email address
Questions
Do parents with two children need two logins?
No. One login shows every child linked to that parent. Children brought in from the set-up spreadsheet with the same parent mobile are linked by themselves. A brother or sister added later by hand is linked by SmartMy support on request.What is the parent's login name?
Their mobile number. Nobody knows the password at first: a parent with an email gets a link to set it, and Forgot password sends a new one.Can we see which original certificates the school still holds?
Yes. Student Documents lists every document and whether the original is with the school, returned or a copy only. It also shows where it is stored.Can we keep Aadhaar numbers?
Yes, as a document with its number and scan, or as a line on the Identification tab. Only staff with access to student records see them.What happens to the record when a child leaves?
You archive it. It leaves the lists but keeps the fee history, certificates and documents, and shows an Archived ribbon.Related features
ADMISSIONS AND STUDENT RECORDSAdmissions from enquiry to student recordEach 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.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.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.CERTIFICATES, LIBRARY, PARENT CONTACTBonafide, conduct and transfer certificatesFamilies 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.APPS AND PORTALCampus app for parents and studentsOne app on Android and iPhone for parents and students: attendance, timetable, homework, results, notices, leave, meetings, fees and chat with teachers. A parent signs in once and switches between all their children, even in different schools of your group.MORE IN THE PRODUCTAlumni records and eventsStudents who pass out stay on record as alumni, with their register number, batch, class and school. Keep them in alumni groups by batch, and plan reunions and other events for a group.
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.