School Management Software 

Introduction & Objectives

The School Management Software aims to simplify and streamline school operations, communication, and administration by providing a unified platform for school staff, teachers, parents, and students. It includes a mobile app (iOS & Android), a web portal for admins, and a marketing website. The client only needs to manage developer account setup; all other tasks are handled by the development team.

Core Modules & Features

Admin Module

  • Super Admin (Multi-School Level):
    • Manage and onboard multiple schools under a central system.
    • Create and configure modules per school (enable/disable Attendance, Library, Q&A, etc.).
    • Assign roles like Principal, Finance Admin, or Librarian across schools.
    • Access global analytics: compare performance, payment status, and activity across institutions.
    • Handle licensing, subscription plans, and school-specific branding (logos, colors, domains).
    • Create, edit, deactivate schools in real-time with auto-provisioning of default setup (academic years, grades, roles).
    • Full control over system-wide features, integrations (e.g., payment gateway, SMS provider), and default permissions.
  • School Admin (Per-School Level):
    • Manage all users: add/edit/delete Teachers, Parents, and Students.
    • Create class sections, assign subjects to teachers, and configure timetables.
    • Post announcements, notices, event updates, and circulars.
    • Access student academic records, attendance logs, and fee status.
    • Monitor chat activities (teacher-parent conversations) with access to logs.
    • Generate downloadable reports: attendance summaries, class rankings, fee defaulters, exam marksheets.
    • Moderate the notice board and calendar: control visibility and timing of all updates.
    • Issue leaving certificates, reset user credentials, and manage feedback tickets.
  • Role Management:
    • Create custom roles (e.g., Sports Admin, Event Coordinator) and assign permissions granularly (read, write, delete access).
    • Revoke or transfer access instantly without losing historical activity or logs.
    • Audit logs for every action performed — who did what, and when.

Back Office

  • Admissions Management:
    • Online admission forms can be submitted by parents via web or mobile.
    • Admins can view, approve, reject, or waitlist applications with notes.
    • Bulk student admissions supported through structured Excel file upload with validation (e.g., class, DOB, guardian info).
    • Automatic student ID generation and allocation to classes/sections.
  • Master Database Control:
    • Admin access to manage foundational data like academic years, subjects, exam types, class sections, holiday lists, etc.
    • All dropdowns and dynamic fields across the app (e.g., categories in report cards, leave types) are powered by this master data.
    • Bulk edit and import/export functionality available.
  • Timetable Creation:
    • Intuitive timetable builder allows assigning teachers and subjects per class, per period.
    • Supports weekly templates and handles substitutions or day-offs.
    • Conflict detection alerts (e.g., teacher double-booked or subject overlap).
    • Timetables are accessible to teachers, students, and parents in real time.
  • Notice Board Management:
    • Role-Based Visibility: Admins and principals can create announcements that are visible only to selected user roles:
      • All users
      • Only students (specific class/grade)
      • Only parents
      • Only teachers
      • Only specific departments or subject groups
    • Content Types Supported: Notices can include:
      • Plain text (title + body)
      • Rich text (with formatting)
      • Images (JPEG, PNG)
      • Attachments (PDFs, Docs, Excel)
      • Links to external URLs (e.g., event registration, forms)
    • Dashboard Integration: Notices appear as:
      • Highlight banners at the top of dashboards (mobile & web)
      • Card view or list view depending on priority
      • Unread notices marked with an indicator
    • Expiry Management:
      • Each notice can have a start and end date
      • After expiry, it auto-hides or moves to an “Archived Notices” section
      • Admin can manually expire or reactivate notices at any time
    • Notification Integration:
      • Push notifications can be sent on notice publish
      • SMS or email fallback for critical notices
    • Access Logs:
      • View how many users have read each notice
      • Track reader type (e.g., 80% of Grade 10 viewed the exam notice)
  • Student Upgrade Process:
    • End-of-year promotion workflow allows reviewing academic scores and teacher feedback before promotion.
    • Support for conditional promotion, failed status, or reallocation to different sections.
    • Admins can upgrade students in bulk with manual override or auto-logic based on grade thresholds.
    • Automatically adjusts student academic year, class, and timetable.

Chat System

  • One-to-One Chat: Secure private messaging between teachers and parents. All conversations are visible to the Principal for moderation and transparency. Supports text, files, images, and emojis.
  • One-to-Many Broadcasts: Teachers, admins, or principals can send announcements to an entire class, department, or parent group. Replies are disabled to maintain a clean flow of information.
  • Group Chats:
    • Auto-Created: When a class, section, or subject is created, a dedicated group chat is auto-generated (e.g., “Class 10A - Science”).
    • User Assignment: Teachers and students/parents are auto-added based on academic mapping.
    • Manual Control: Admins can manually add, remove, or replace users (e.g., substitute teachers, transfer students).
    • Private Groups: Create custom private groups for school clubs, staff meetings, or events (e.g., “Sports Team”, “PTA Committee”).
  • Edit & Delete Messages:
    • Edit: Senders can edit messages within a 10-minute window. Edited messages are marked as “(edited)”.
    • Delete for All: Admins can delete any message. Users can delete their own messages for all within a time limit.
    • Delete for Self: Available for all users to manage personal view.
  • Global Updates: Admin or Principal can publish school-wide posts (e.g., “Holiday Announcement”). These appear in a special feed with read tracking and optional likes (no comments/replies).
  • Safety & Moderation:
    • Profanity filter and sensitive keyword alerts for flagged moderation.
    • Principal has full access to view any conversation and intervene if necessary.
    • Logs are stored for audit with timestamp and user identity.

Teacher Module

  • Grade Entry: Teachers can record subject-wise grades, assignment scores, and exam results with grading rubrics. Auto-calculates averages and generates performance insights.
  • Daily Updates & Homework: Teachers can post daily class summaries, homework assignments, project work, and upcoming tests. These updates appear in the parent app and are categorized by subject and class.
  • Filtering: Teachers and parents can filter daily updates or homework by:
    • Date range (e.g., from July 1 to July 10)
    • Subject (e.g., Math, Science)
    • Type (e.g., Homework, Class Summary, Exam Notification)
  • Automatic Absence Alerts: If a student is marked absent, an SMS/notification is sent instantly to parents. Teachers can also enter remarks (e.g., sick leave, unexcused absence).
  • Timetable Management: View, assign, and manage teaching schedules. Teachers can swap classes with approval and track their weekly workload.
  • Student Payment Status View: See whether a student has paid fees. Useful for teachers during activity registration or exam enrollment checks.
  • Homework Editing & Reminders: Teachers can edit homework if needed and schedule auto-reminders (e.g., “Remind parents tomorrow at 7 PM about homework submission”).

Principal Module

  • Class & Teacher Performance Analytics: Access visual dashboards that show average grades, attendance trends, class-wise rankings, and subject-specific insights. Enables the principal to identify high-performing teachers or students needing support.
  • Chat Oversight: View and monitor all teacher-parent private conversations for transparency and dispute resolution. Receive flags for any messages containing sensitive or flagged keywords.
  • School-Wide Reports: Download real-time and monthly PDF/Excel reports covering student progress, fee collection status, teacher engagement, and library usage.
  • Approval Authority: Approve or reject teacher announcements, circulars, and event notifications before they reach parents.
  • Audit Logs: Review detailed activity logs for any changes made by staff — ensuring accountability in user actions.

Payment Gateway

  • Integrated with Zoho Pay and PhonePe for secure and instant transactions.
  • Supports centralized or per-school payment routing for institutions managing multiple branches.
  • Parents can pay fees without needing to log in — payments can be initiated via secure link after student allocation, reducing friction and enhancing convenience.

Library Module

  • Book Inventory Management: Add and manage all library books with details such as title, author, subject, ISBN, quantity, and location (rack/shelf). Real-time tracking of available vs issued books.
  • Book Issue & Return Tracking: Maintain logs of book issues per student or teacher, including issue date, return deadline, and status (returned/on hold/lost). Searchable by student name, book title, or ID.
  • Due-Date Notifications: System automatically calculates return deadlines and sends reminders to users before and on the due date via in-app notification, SMS, or email.
  • Overdue Reminders via WhatsApp: If a book isn’t returned on time, the system sends automated WhatsApp alerts to the user with a message like “Reminder: You have an overdue library book – please return it by
  • Penalty Calculation (optional): Automatically calculate and log fines based on daily overdue charges. Admin can view reports and clear or waive penalties.
  • Reports: Admin can download reports showing all issued books, overdue books, popular books, and user-wise borrow history.

Report Card

  • Multiple Templates by Grade: The system includes 4–5 pre-designed report card templates tailored for different academic levels (e.g., primary, middle school, high school). Each template is optimized for clarity, layout, and grading structure.
  • Auto-Generated Reports: Based on entered marks and assessments, report cards are auto-filled and can be reviewed by teachers and principals before publishing.
  • Parent Access (View-Only): Parents can view their child report card directly in the app/web portal. Download, editing, or sharing is restricted to preserve integrity.
  • Consistent Design: All templates maintain consistent branding, fonts, and formatting aligned with the school’s identity.
  • Printable Format: Admins or teachers can generate PDF versions that are print-ready and shareable internally.

Leaving Certificate

  • Application via App: Students or parents can raise a request for a leaving certificate through their login interface with a simple form that includes reason, last attended date, and remarks (if any).
  • Admin Review & Approval: School admin reviews the request, verifies details, and then generates the certificate from the admin panel.
  • Single-Page Auto-Filled Template: Once approved, the certificate is generated using a structured PDF layout including school header, student details, reason for leaving, performance summary, and signature fields.
  • Delivery: The certificate is either shared as a downloadable file in the student portal or printed and physically issued based on school preference.

AI Integration

  • Automatically track student performance trends using AI models.
  • Provide teachers with smart insights and personalized learning recommendations.
  • Predict dropout risk or subject struggle based on behavior and grades.
  • Enable smart notifications for low performance, inactivity, or irregular attendance.
  • Enhance feedback delivery and optimize academic planning using AI-powered reports.

Security & Technology

  • End-to-end data encryption (128/256-bit)
  • Role-based access control (RBAC)
  • 2FA password recovery
  • Restrict screenshot sharing on mobile app
  • Frontend: React Native (mobile)
  • Backend: Node.js | Database: MongoDB

Hosting & AWS Infrastructure

  • EC2: Deployed backend server on AWS EC2 for scalable performance.
  • S3 + CloudFront: Image hosting via S3 with CDN support for optimized delivery.
  • MongoDB Atlas: Secure cloud DB connected via VPC.
  • Route 53 + SSL: DNS and HTTPS configured with secure SSL.
  • GitHub Actions: CI/CD pipeline to auto-deploy on code push.
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