Open the admission form, enter the student's and guardian's details, choose campus, class, section and session, attach the fee plan and photo, and save — fees, attendance and exams then read the same record. If the family enquired first, record the enquiry and convert it to an admission when they confirm.
What does the admission form actually ask for?
The EDUBase admission form is configurable, so your school decides which fields appear and which are compulsory. Typically the front office fills the student's personal details, the guardian's details, the family number, the session and the fee plan, and uploads a photo and supporting documents.
The form can be printed blank for parents to fill by hand, or printed filled once the record is saved, so the office keeps a signed copy in the file.
- Student profile: name, date of birth, gender, religion, nationality, mother tongue and other reference-list fields your school uses
- Guardian details and relation, so parent messages and the Parents App login go to the right number
- Family number, which links siblings so fee vouchers, payments and reminders can work per family
- Campus, class, section and session — these come from School Setup, so they are chosen, not typed
- Fee plan, which decides what the first challan will charge
- Photo and document uploads for the student file
How do I handle a walk-in enquiry before the family confirms?
Not every visitor becomes a student on the same day. Admission Enquiries lets the office record a walk-in or phone enquiry with the family's details and then convert it to a full admission when the parents decide, without asking for the same information twice.
This also gives the management a record of how many families asked and how many actually joined, which is useful at the start of a session.
- Record the enquiry at the counter or on the phone
- Follow up with the family using the number already on record
- Convert the enquiry into an admission when the family confirms
- Register the visitor at the gate through Front Desk if your school logs visitors separately
What happens when the class is full or a discount is requested?
Class capacity limits let you set how many students a class or section can take. When the seat limit is reached, admissions stop or move to an approval step instead of silently overfilling the section.
Admission approvals also apply when a concession is being requested. The admission waits for an authorised person to approve it, so a discount is never granted by whoever happens to be sitting at the counter. Approvals for admissions, payments, discounts and salary changes are part of the platform's second-person controls.
What should I do immediately after saving the admission?
Once the record is saved, the rest of the system can already see the child. A few small steps at this point save a lot of correction later.
- Check the fee plan and, if this child has a concession or a one-off change, record it against the plan
- Generate or add the student to the month's challan, with first-time payables or prorating if your school uses them
- Assign a roll number — EDUBase can allocate the next roll number automatically, school-wide or per section
- Print the student QR ID card so gate and class attendance scanning works from day one
- Share the Parents App link with the family; parents log in with a one-time code sent to the registered mobile
- If the child is joining from another school with old dues, those can be brought in as first-time arrears
What if I have hundreds of admissions at the start of a session?
Entering a whole new session one form at a time is not practical. For existing students, Batch Transfer and Promotion moves a whole class to the next session in one action, and Bulk Update changes class, section, status or fee plan for many students at once.
For a school moving from registers or another system, the EDUBase team loads your student data from an Excel template during onboarding. After go-live, the school can upload students, fee plans, first-time arrears and past challan payments itself; large files are queued in the background and you are notified in-app when they finish.
- Upload Students to add or update many students from Excel
- Upload Fee Plans to assign plans in bulk
- Upload First Time Arrears so the first challan carries old dues
- Upload Challan Payments so payment history is complete
How do I keep the admission record trustworthy?
Because admissions feed fees, attendance and exams, the accuracy of this one screen matters more than any other. EDUBase keeps a student change log showing who changed a student's fee, class or status and when, and the wider User Logging page records who created, changed or deleted any record, with the change highlighted and a severity badge.
Per-user, per-screen and per-action privileges mean a front-desk user can be allowed to admit students without being able to change fee plans, and campus scope restricts a user to the campuses granted to them. When a child leaves, mark the leaving date rather than deleting the record: the Students Not Currently Enrolled view keeps old dues, challans and payment history reachable, and a returning child can be re-activated.
Ways a new student can enter EDUBase, and when to use each
| Route | When to use it | What the office does | What happens next |
|---|---|---|---|
| Direct admission form | A family has decided and is at the counter | Fill student, guardian, class, session and fee plan; attach photo | Record is live for fees, attendance and exams immediately |
| Admission enquiry, then convert | Walk-in or phone enquiry, family not yet committed | Record the enquiry; convert when they confirm | Details carry over; no re-entry of the same information |
| Admission with approval | Class is full, or a discount has been requested | Submit the admission; it waits for an authorised approver | Seat limit and concession are decided by the right person |
| Bulk Excel upload | Start of session, or moving from registers / another system | Fill the template and use Upload Students | Import runs in the background with an in-app notification |
| Onboarding migration by EDUBase | First-time go-live with existing student data | Fill the student data Excel including campus and fee details | EDUBase uploads it, confirms with a screenshot and shares login details |
| Re-activating a leaver | A former student returns | Open the record from Students Not Currently Enrolled and re-activate | Past dues, challans and history stay attached to the same child |
Related modules
- Student Management & Admissions — Every student record, from first enquiry to leaving certificate, in one place.
- Fee Management & Challans — Fee plans, monthly challans, discounts, family payments and receipts, without spreadsheets.
- School Setup & Multi-Campus — Campuses, classes, sections, sessions, academic year and reference lists, set once and reused everywhere.
- Bulk Data Import & Onboarding Tools — Move from registers or another system by Excel: students, fee plans, old dues and past payments.
- Certificates, Cards & Print Designs — Student cards, certificates, letters and every printout in your school's own branding.
- Parents App Controls — See adoption, control what unpaid families see, and manage parent logins from the web portal.
- Users, Privileges & Activity Log — Give each staff member exactly the screens and actions they need, and see who changed what.
- Front Desk & Visitor Management — Register visitors, check them in and out at the gate, book meetings, and issue student exit passes.